Privacy Policy
Last updated: June 2, 2026
This policy is provided for informational purposes and does not constitute legal advice. Have your counsel review before relying on it in production.
1. Introduction
NoteGuard AI ("NoteGuard," "we," "us," or "our") provides pre-submission compliance software for surgical practices. This Privacy Policy explains how we collect, use, and protect information when you visit our website or request a product demonstration.
This policy applies to our marketing website and demo request process. Use of the NoteGuard AI product involving Protected Health Information (PHI) is governed by a separate Business Associate Agreement (BAA) with your organization.
2. Information We Collect
We may collect the following information:
- Demo request information: Name, work email, practice name, role, phone number (optional), and any notes you submit through our demo form.
- Website usage data: IP address, browser type, pages visited, and referring URL, collected automatically through standard server logs or analytics tools.
- Communications: Content of emails or messages you send us directly.
Our marketing website and demo form do not collect patient names, medical record numbers, operative notes, or other PHI. Do not submit patient information through this website.
3. How We Use Your Information
We use collected information to:
- Schedule and conduct product demonstrations
- Respond to inquiries about NoteGuard AI
- Improve our website and marketing materials
- Comply with legal obligations
We do not sell your personal information to third parties.
4. HIPAA and Protected Health Information
NoteGuard AI is designed to process PHI in connection with our software services. When your organization uses the product, PHI is handled under a BAA that defines permitted uses, safeguards, and breach notification requirements.
Information submitted through this marketing website is not PHI and is not processed as part of our clinical compliance product.
5. Data Security
We implement administrative, technical, and physical safeguards appropriate to the information we collect, including:
- Encryption of data in transit (TLS) and at rest for product environments handling PHI
- Access controls limiting employee access to production systems
- Ongoing SOC 2 Type I audit to validate security and operational controls
No method of transmission over the Internet is completely secure. We strive to protect your information but cannot guarantee absolute security.
6. Zero Retention Learning
We do not use your organization's operative notes or other proprietary clinical documentation to train public or shared machine learning models. Customer data processed through the NoteGuard AI product remains under your organization's control as defined in your agreement with us.
7. Third-Party Services
We may use third-party providers for hosting, analytics, email delivery, and form processing. These providers access information only as needed to perform services on our behalf and are contractually required to protect it.
8. Your Rights
Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information. Florida residents and other U.S. state privacy laws may provide additional rights.
To exercise these rights, contact us at privacy@noteguard.ai. We will respond within a reasonable timeframe.
9. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Continued use of our website after changes constitutes acceptance of the updated policy.
10. Contact
Questions about this Privacy Policy may be directed to: