Privacy Policy

Who We Are

iTranscript360 provides professional medical transcription services, converting audio recordings into accurate written documents for healthcare professionals worldwide. As a HIPAA Business Associate, we are legally bound to protect Protected Health Information (PHI).

Information We Collect

You provide: Account details, payment information via PayPal, medical audio recordings, and communications with us.

We collect automatically: Device information, usage data, IP address, and general location.

Information in Your Audio Recordings: Your medical recordings may contain Protected Health Information (PHI) including patient names, medical history, diagnoses, treatment plans, and other sensitive health information. We treat all such information with the highest level of confidentiality as required by HIPAA.

How We Use Your Information

We use your information to provide transcription services, manage your account, ensure quality, offer you the best customer support, improve services (using de-identified data only), maintain legal compliance, and send essential notifications.

Important: We do NOT use your identifiable patient data to train our AI models. We do NOT sell your data to third parties. We do NOT use your data for advertising purposes.

HIPAA Compliance & Security

HIPAA Measures:

• Business Associate Agreements with all staff

• Regular HIPAA training and strict access controls

• Comprehensive audit trails and breach procedures

• Available BAA for your organization

Security Features:

• End-to-end encryption (TLS/SSL in transit, AES-256 at rest)

• Secure regional data centers with 24/7 security

• Multi-factor authentication and role-based access

• Regular security testing and automated backups

• PCI-compliant payment processing via PayPal

Your role: Use strong passwords, enable two-factor authentication, and access services over secure connections.

We are willing to sign a Business Associate Agreement with your healthcare organization upon request.

Information Sharing

Service Providers: Cloud infrastructure, payment processing, and communications—all under signed Business Associate Agreements.

Legal Requirements: When required by law, court orders, or to prevent fraud and protect safety.

Business Transfers: If we merge or are acquired, with prior notification.

We never: Sell your information, share for advertising, or provide PHI to unauthorized parties.

Data Storage & Retention

Regional Storage: Dedicated servers in US, UK, Canada, Australia, and India—your data stays in your country.

Retention Periods:

• Active accounts: Retained while active

• Deleted files: Automatically removed after 30 days

• Closed accounts: Data deleted within 90 days (except legal requirements)

Your Privacy Rights

You can access, correct, delete, or port your data, object to processing, and withdraw consent. California residents have additional CCPA rights. EU/UK residents have GDPR protections.

Exercise your rights: Use account privacy settings or email support@cloudzon.com We respond within 30 days.

Cookies & Tracking

We use essential, functional, analytics, and security cookies. You can manage preferences through your browser settings.

Types of Cookies We Use:

• Essential Cookies: Necessary for the website to function (cannot be disabled)

• Functional Cookies: Remember your preferences and settings

• Analytics Cookies: Help us understand how you use our services to improve them

• Security Cookies: Protect against fraud and unauthorized access

Children's Privacy

Our services are for healthcare professionals only, not for individuals under 18. We don't knowingly collect children's information.

International Users

• Standard Contractual Clauses approved by the European Commission

• Data Protection Impact Assessments

• Adequate safeguards for cross-border data transfers

• Compliance with local data residency requirements

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We advice you to read the Privacy Policy from time to time to keep yourself updated. When we make significant changes, we will notify you via email or app notification and may require acceptance before continued use.

Contact Us

Questions about privacy? Reach us at support@cloudzon.com or through your account support options.