Privacy Policy
Effective date: 08 May 2025
1. Introduction
NotesAO (“we,” “us,” or “our”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit notesao.com or any sub-domain (collectively, the “Site”) and when you use our cloud-based therapeutic documentation platform (the “Service”).
2. Information We Collect
2.1 Information you provide to us
- Account or contact details — name, email address, telephone number, clinic/organization.
- Client-generated content — messages or files you upload.
- Payment or billing details (only if you become a paying customer; processed via our PCI-DSS compliant provider).
2.2 Information collected automatically
- Session cookies & tokens necessary to keep you signed in and secure.
- Device and usage data — browser type, referring URLs, pages viewed, and timestamps.
3. How We Use Your Information
- To provide, operate, and maintain the Service.
- To improve and personalize your experience.
- To communicate with you about updates, security alerts, and marketing (with your consent where required).
- To detect, prevent, and address technical issues or fraud.
- To comply with legal obligations and enforce our Terms of Service.
4. Cookies & Similar Technologies
We use cookies and localStorage to:
- Authenticate users and maintain sessions (“strictly necessary”).
- Remember cookie-consent preferences.
- Measure Site performance and usage if you allow analytics cookies.
You can manage non-essential cookies at any time via the “Manage cookies” button in the bottom-right corner of every page.
5. How We Share Information
We do not sell or rent personal information. We share it only:
- With service providers who process data on our behalf (e.g., hosting, email delivery, payment processors) under strict confidentiality agreements.
- With authorities if required to comply with laws, court orders, or to protect the rights and safety of NotesAO or others.
- With your consent or at your direction.
6. Your Choices & Rights
6.1 Cookie preferences
Use the banner or “Manage cookies” button to accept, reject, or customise cookies.
6.2 Marketing communications
You may opt out of marketing emails at any time by clicking the “unsubscribe” link inside the message.
6.3 California Consumer Privacy Act (CCPA)
If you are a California resident, you may request to know, delete, or opt out of certain data uses. Submit requests by email at privacy@notesao.com or at (817)-501-5102. We will verify your identity before responding.
6.4 European Economic Area (EEA) visitors
While we are a U.S. service, if GDPR applies to you, you have the right to access, rectify, or erase your personal data and to restrict or object to certain processing. Contact us at the address below.
7. Children’s Privacy
The Site and Service are not directed to children under 13. We do not knowingly collect personal information from children. If you believe we have collected such data, please contact us so we can delete it.
8. Data Security & Retention
We use administrative, technical, and physical safeguards—including TLS encryption in transit and AES-256 encryption at rest—to protect your information. We retain data only as long as necessary to fulfil the purposes outlined in this Policy, meet legal requirements, or resolve disputes.
9. International Transfers
We are headquartered in the United States. If you access the Service from outside the U.S., your information may be transferred to, stored, and processed in the U.S. or other countries where our service providers are located.
Our Contact Information
NotesAO
1100 E Lancaster Ave, Fort Worth TX 76102 USA
privacy@notesao.com · +1 (817) 501-5102
Cookie & Local-Storage Policy
| Cookie / Key | Purpose | Retention |
|---|---|---|
| notesaoConsentV1 (localStorage) | Stores your cookie-banner choice | 365 days |
| PHPSESSID (cookie) | Keeps you logged in | Session |
| rememberme (cookie) | Optional “remember me” login | 30 days |
E-mail Communications (CAN-SPAM)
Every marketing email from NotesAO includes our postal address and a one-click “unsubscribe” link. Transactional emails (password resets, invoices) are sent irrespective of marketing preferences.
10. Changes to This Policy
We may update this Policy periodically. We will post the revised version and update the “Effective date” above. Material changes will be announced via the Site or by email.
11. Contact Us
For privacy questions or requests, contact:
NotesAO Privacy Team
1100 East Lancaster Ave, Fort Worth, TX 76102
privacy@notesao.com