Your privacy and data security are our top priorities.
1. Information We Collect
Personal Information
When you create an account, we collect:
Email address (required for account creation and communication)
Name (optional, for personalized experience)
Password (encrypted and never stored in plain text)
Profile photo (optional, if provided through social login)
Subscription and billing information (through secure payment processors)
Usage Information
Number of notes formatted (for usage tracking and limits)
Template preferences and custom templates you create
Login times and session duration
Feature usage patterns (to improve our service)
Device and browser information for technical support
Note Content
Important: Your shift note content is processed for formatting but isnever permanently stored on our servers. Notes are processed in memory and automatically deleted after formatting is complete.
2. How We Use Your Information
We use the information we collect to:
Provide and maintain the ShiftNote AI service
Process and format your shift notes using AI
Manage your account and subscription
Send you important service updates and notifications
Provide customer support when requested
Improve our service based on usage patterns
Prevent fraud and ensure service security
Comply with legal obligations
3. Data Security
Encryption
All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
Access Control
Strict access controls ensure only authorized personnel can access systems.
Additional Security Measures
Regular security audits and vulnerability assessments
Secure cloud infrastructure with industry-leading providers
Automatic session timeouts to prevent unauthorized access
Monitoring for unusual activity and potential security threats
Secure password storage using bcrypt hashing
4. Information Sharing
We do not sell, trade, or rent your personal information to third parties.
We may share limited information only in these specific circumstances:
With your explicit consent
To process payments (with secure payment processors like Stripe)
To provide customer support (with your permission)
When required by law or legal process
To protect our rights, property, or safety
In connection with a business merger or acquisition (with notice to users)
5. Your Rights and Choices
Account Control
Update your profile information
Change email preferences
Delete your account and data
Export your data
Privacy Rights
Access your personal data
Correct inaccurate information
Request data deletion
Opt out of marketing communications
To exercise these rights: Contact us at privacy@shiftnoteai.com or manage your preferences in your account settings.
6. Australian Privacy Principles Compliance
As an Australian-based service, we comply with the Privacy Act 1988 and the Australian Privacy Principles (APPs):
We are transparent about how we handle personal information
You have the right to access and correct your personal information
We implement reasonable security safeguards
We only collect information that is necessary for our service
We don't share information overseas without appropriate protections
You can make a complaint if you believe we've breached your privacy
7. Data Retention
We retain different types of data for different periods:
Account Information: Until you delete your account
Usage Analytics: 2 years for service improvement
Note Content: Not stored - deleted immediately after processing
Payment Records: 7 years as required by Australian law
Support Communications: 3 years for quality assurance
When you delete your account, we remove your personal information within 30 days, except where we're legally required to retain certain records.
8. Cookies and Tracking
We use essential cookies and similar technologies to:
Keep you logged in to your account
Remember your preferences and settings
Ensure the security of our service
Provide basic analytics (anonymized)
We do not use tracking cookies for advertising or marketing purposes. You can control cookies through your browser settings.
9. Children's Privacy
ShiftNote AI is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
10. Changes to Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on our service. Continued use of ShiftNote AI after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or our data practices:
General Inquiries: privacy@shiftnoteai.com
Response Time: Within 5 business days
Privacy Officer: ShiftNote AI Australia dpo@shiftnoteai.com
This Privacy Policy is effective as of December 6, 2024. Your continued use of ShiftNote AI constitutes acceptance of this policy.