Privacy, HIPAA & AI Training Data Policy

This policy explains how Clara AI (AI Scribe) data is handled within QuickerNotes.

Core Commitments

• Clara AI customer data is not used to train AI foundation models.

• Clara AI operates under HIPAA-aligned operational controls.

• Patient data is not shared to public or community feeds.

Clara is designed for clinical documentation workflows, not model training or advertising use.

What Data Clara Processes

Depending on workflow, Clara may process:

• Uploaded or recorded audio

• Generated or streaming transcript text

• Generated note output

• Selected context note references

• Job metadata (status, timestamps, linkage to target note)

Processing is limited to documentation-related functionality.

Storage & Handling

• Data may be stored to complete transcription and note-generation workflows.

• Transcript/audio may be temporarily retained in the browser to support recovery after interruption.

• Server-side job artifacts may include:

  • Audio

  • Transcript

  • Generated output

  • Staff user association

  • Target note linkage

Artifacts exist to support preview, apply, and job-history functionality.

Access Controls

• Clara job data is scoped to the staff user who created the job.

• Template permissions follow an ownership-based model.

• Practice-level template sharing does not expose patient transcript or note content.

Access is restricted based on user role and ownership state.

Sharing Policy

• Clara data is not shared for AI model training.

• Clara data is not sold and is not used for advertising.

• Community template sharing applies only to template structure/content explicitly shared by a user — never patient transcript data.

Deletion & Retention Controls

• Deleting a Clara job removes associated job records and artifacts tied to that job flow.

• Organizations should align Clara usage with internal:

  • Retention policies

  • Minimum-necessary access standards

Job deletion supports operational cleanup but does not replace formal compliance policies.

Upcoming Retention Setting (Planned)

A configurable retention-control feature is planned.

At launch, organizations will be able to define a transcript/generated-output retention window in product settings.

Planned configuration range:

• 3 days to 30 days

Scope:

• Clara transcripts

• Generated note artifacts

• AI job workflow artifacts

Goal:

• Policy-aligned automatic deletion to support HIPAA-conscious operations.

Note

This help article provides a product-level summary for end users. For legal or compliance documentation, align this policy with your organization’s formal HIPAA and privacy policies.