Privacy Policy

Last updated: March 19, 2026

Clinical Encounter Notes ("we", "us", "our") is a clinical documentation tool operated by Ylunga Consulting. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We collect the following categories of information:

• Account information: Username, full name, email address, and encrypted password when you create an account.
• Clinical documentation data: Session transcripts, client identifiers (title and last name only), clinician names, session dates, and generated clinical notes that you choose to save.
• Usage data: Session counts, login timestamps, and subscription status.
• Payment information: Payment method selection and confirmation status. Credit card details are processed directly by Stripe and are never stored on our servers.

2. How We Use Your Information

• To provide and operate the clinical note generation service.
• To manage your account and subscription.
• To send subscription-related reminders to your registered email.
• To process payments through our payment partners (Stripe, Zelle, PayPal).

3. Data Processing & Third Parties

When you generate a clinical note, your session transcript is sent to Anthropic's Claude API for processing. Anthropic processes this data according to their own privacy policy and API terms. We recommend you review Anthropic's privacy policy.

We do not sell, rent, or share your personal information or clinical data with any other third parties, except as required by law.

4. Data Storage & Security

Your data is stored in a secured PostgreSQL database. Passwords are hashed using bcrypt, an industry-standard algorithm. All data is transmitted over HTTPS (TLS encryption).

While we implement reasonable security measures, no method of electronic storage is 100% secure. We encourage you to use strong, unique passwords.

5. Healthcare Data Disclaimer

This application is a documentation aid, not a medical records system. Clinical Encounter Notes is designed to assist clinicians and Community Support Workers in drafting session notes. It is the responsibility of the clinician to review, edit, and verify all generated content before including it in official records.

Users should avoid entering more Protected Health Information (PHI) than is necessary for documentation purposes. We recommend using client titles and last names only, rather than full identifying information.

6. Data Retention & Deletion

Your account data and saved notes are retained as long as your account is active. You may request deletion of your account and all associated data by contacting us at the email below. We will process deletion requests within 30 days.

7. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your account and data.
• Withdraw consent for email communications.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email.

9. Contact

For privacy-related inquiries, contact us at our contact page.