Bittsi Privacy Policy

Last Updated: June 29, 2025

Policy Summary: Your Privacy Matters to Us

Welcome to Bittsi. We are committed to protecting your privacy and handling your data in an open and transparent manner. This summary provides the key highlights of our Privacy Policy. We encourage you to read the full policy for more detailed information.

What We Collect	Why We Collect It	How We Share It
Account & Contact Info: Name, email, password. Payment Info: Billing details (processed by our secure payment partner). User Content: Data you create in our apps, like PIMS records, AI Scribe audio and transcripts, or Treatment Sheet entries. Usage & Device Info: IP address, device type, app activity, crash logs.	To provide, maintain, and improve our services. To process payments. To offer customer support. To ensure the security of our platform. To comply with legal obligations.	With Service Providers: Companies that help us operate, like cloud storage (e.g., AWS) and payment processors. They are contractually bound to protect your data. For Legal Reasons: If required by law or to protect our rights. With Your Consent: We will ask for your permission before sharing your data in any other way.

Your Key Rights & Commitments:

You Control Your Data: You have the right to access, correct, and delete your personal information at any time through your account settings.
We Do Not Sell Your Data: We do not sell your personal information to data brokers or for marketing purposes.
Security is Our Priority: We use industry-standard security measures, including end-to-end encryption, to protect your information.
AI Scribe Privacy: We have a strict "no training" policy. Your audio and transcripts from the AI Scribe are never used to train any third-party AI models.
PIMS as Your Processor: When you use our PIMS, you are the Data Controller. We act only as the Data Processor, meaning we only handle the data according to your instructions.

Full Privacy Policy

This Privacy Policy explains how Bittsi, Inc. ("Bittsi," "we," "us," or "our") collects, uses, shares, and protects your information when you use our products and services. This includes our Patient Information Management System ("PIMS"), AI Scribe mobile application, Business Intelligence tools, Treatment Sheet, our websites, and any other future products (collectively, the "Services").

1. What Information We Collect

We only collect information that is necessary to provide and improve our Services. We categorize this data as follows:

Account Information: When you sign up, we collect your name, email address, and password.
Payment Information: When you purchase a subscription, our third-party payment processor collects your payment card information. We do not store this information on our servers.
User-Generated Content: This is the information you create or upload while using our Services.
- For PIMS & Treatment Sheet: This includes patient information and records you manage.
- For AI Scribe: This includes the Audio Recordings you make and the Transcripts generated from them.
- For Business Intelligence: This includes the data you analyze and the reports you generate.
Usage Data: We automatically collect information about how you interact with our Services. This includes your IP address, device type, operating system, app version, and logs of your activity (like features used and error reports).
Communications: If you contact us for customer support, we will collect the content of your communications.

2. How We Use Your Information

We use your information for specific purposes and with a clear legal basis for each.

Purpose	Data Used	Lawful Basis (under GDPR)
To Provide and Maintain the Services	Account Info, User Content, Usage Data	Contractual Necessity: Essential to deliver the service you signed up for.
To Process Payments	Payment Info	Contractual Necessity: Required to fulfill our paid service contract.
To Improve Our Services	Anonymized and aggregated Usage Data	Legitimate Interest: To improve our services for all users without identifying individuals.
For Security and Fraud Prevention	Account Info, Usage Data	Legitimate Interest: To protect our Services, our users, and the public.
To Provide Customer Support	Account Info, Communications	Legitimate Interest: To respond to your requests and resolve issues.
To Comply with Legal Obligations	All relevant data categories	Legal Obligation: To comply with applicable laws and regulations.

3. How We Share and Disclose Information

We are committed to not selling your personal data. We only share it in the following limited circumstances:

With Service Providers (Subprocessors): We use trusted third-party companies to help us operate our Services, such as cloud hosting providers (e.g., Amazon Web Services), payment processors, and customer support platforms. We have strict Data Processing Agreements (DPAs) with these providers that prohibit them from using your information for any purpose other than providing services to us.
For Legal Reasons: We may disclose your information if we believe it's required by law, a subpoena, or other legal process. We will attempt to notify you of such requests unless legally prohibited from doing so.
To Protect Rights and Property: We may share information to protect the rights, property, and safety of Bittsi, our users, or the public.
With Your Consent: We will get your explicit consent before sharing your personal information with any other third parties.

4. Data Security and Retention

Security: We take the security of your data very seriously. We implement robust technical and organizational measures to protect it, including:
- Encryption: Your data is encrypted in transit (using TLS 1.2+) and at rest (using AES-256).
- Access Controls: Access to personal data is strictly limited to authorized personnel with a legitimate business need.
Retention: We retain your personal data only for as long as necessary to provide you with our Services or to comply with our legal obligations. You can delete your account and associated data at any time. We will permanently delete User-Generated Content from our active systems upon your request or after a reasonable period of inactivity.

5. Your Rights and Choices

You are in control of your personal information. You have the following rights:

Right to Access: You can request a copy of the personal data we hold about you.
Right to Correct: You can modify or update inaccurate information through your account settings.
Right to Delete: You can request the deletion of your account and all associated personal data. For our mobile apps, this can be done from within the app itself.
Right to Object: You can object to our processing of your data based on legitimate interests.
Right to Data Portability: You can request a copy of your data in a machine-readable format.

You can exercise these rights directly through your account dashboard or by contacting us at privacy@bittsi.com.

6. Children's Privacy

Our Services are not intended for or directed at children under the age of 16. We do not knowingly collect personal information from children. If we learn that we have, we will take steps to delete that information immediately.

7. Product-Specific Policies

For our AI Scribe Application:

AI Model Training: We do not use any of your User-Generated Content (audio recordings or transcripts) to train or improve any third-party AI models. We have contractually opted out of such use with our AI subprocessors.
Recording Consent: You are solely responsible for complying with all applicable laws regarding the recording of conversations. This may require you to obtain the consent of all participants before you begin recording.
AI Subprocessors: We use leading AI service providers to perform transcription. These providers are contractually bound to process your data solely for the purpose of providing the transcription service to us and to delete it after a short period.

For our PIMS and Treatment Sheet Products:

Your Role as Data Controller: When you use our PIMS or Treatment Sheet to manage information about your patients or clients, you are the "Data Controller." You determine what data is collected and how it is used.
Our Role as Data Processor: In this context, Bittsi acts as the "Data Processor." We only process the data stored in the PIMS on your behalf and according to your documented instructions. We will never use this data for our own purposes.

8. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through an in-app notification before the changes take effect. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Bittsi, Inc. [Your Company's Physical Address] Email: privacy@bittsi.com

JURISDICTION-SPECIFIC ADDENDA

Addendum for California Residents (CCPA/CPRA)

This section supplements our policy with information for California residents. The California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), grants you specific rights:

Right to Know, Correct, and Delete: You have the rights as described in Section 5 of our main policy.
Right to Opt-Out of Sale/Sharing: We do not "sell" or "share" (for cross-context behavioral advertising) your personal information as those terms are defined under the CCPA.
Right to Limit Use of Sensitive Personal Information (SPI): You have the right to limit our use of your SPI to that which is necessary to perform the Services. Your audio files and transcripts may be considered SPI. Because we only use this data to provide the core service you requested, our use is already limited. You can delete this data at any time.
Verifiable Consumer Requests: To exercise your rights, please contact us via our email at privacy@bittsi.com or through number at 1-512-222-9080. We will need to verify your identity before processing your request.

Addendum for Texas Residents (TDPSA)

This section supplements our policy for Texas residents. The Texas Data Privacy and Security Act (TDPSA) provides you with rights to access, correct, delete, and opt-out of the processing of your personal data for targeted advertising or sale. As stated in our policy, we do not sell your personal data. To exercise your rights, please contact us at privacy@bittsi.com.

Addendum for Residents of the European Union (EU) and United Kingdom (UK)

International Data Transfers: We are a U.S.-based company. When you use our Services, your personal information is transferred to and processed in the United States. We rely on legal mechanisms such as Standard Contractual Clauses (SCCs) and the EU-U.S. Data Privacy Framework to ensure that your data is protected to a standard equivalent to that of the GDPR.
Data Protection Representative: We have appointed a representative in the EU and UK to handle data protection inquiries. You can contact them at privacy@bittsi.com.