Privacy Policy

Effective Date: 2025-09-15

Entity: Neatly Health, Inc. ("neatly," "we," or "us")

1. Introduction

Your privacy matters to us. This Privacy Policy explains how neatly collects, uses, and protects your information.

By using neatly, you agree to the practices described here. If you do not agree, do not use our services.

2. Information We Collect

We may collect:

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Conversation recordings (doctor-patient visits you choose to record).
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Transcriptions and notes generated from those recordings.
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Derived insights we create to help you understand your care.
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Usage data (e.g., app activity, device type, browser type, IP address, crash logs).
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Location information (e.g., to help find nearby clinical trials and other resources, and ensure legal compliance).
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Photos you upload (e.g., pictures of medications or lab reports to build your health profile).
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Health records from electronic health records or health information exchanges (if you authorize the connection).
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Optional information you provide (e.g., account details, feedback, survey responses).

3. How We Use Information

We use your information to:

1.
Provide and personalize our services.
2.
Surface suggested questions and guidance.
3.
Improve and develop new features.
4.
Share insights with researchers and partners using data that's been combined from many users and had all identifying information removed (following HIPAA standards that remove all 18 types of identifiers like names, dates, locations).

We will never sell or share your individually identifiable information without your permission.

4. How Long We Keep Your Information

We keep your recordings and notes as long as you have an account - so you can always go back and listen to past visits or review your notes.

If you want something deleted, just ask us and we'll remove it within 30 days. If you close your account, we'll delete everything within 90 days.

5. Optional Opportunities

You may choose to opt in to receive opportunities from third parties, such as:

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Clinical trial recruitment.
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Patient support programs.
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Other healthcare-related outreach.
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This is entirely optional and requires your explicit consent.
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You will be shown what information will be shared, who it will be shared with, and for what purpose before you decide.
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You can withdraw your consent at any time. Withdrawing will stop future sharing but cannot undo past disclosures.
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Once data is shared with third parties, their privacy policies apply. neatly cannot control how they use your information.

6. Use of Third-Party Vendors

We use trusted service providers for hosting, AI processing, and analytics. These vendors:

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Process data only on our behalf
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Cannot use your health data for their own marketing or business development
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Follow industry-standard security practices

7. How Our AI Helps You

Our AI does three main things:

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Transcribes: Turns your recording into text
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Summarizes: Creates organized notes from your visit
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Suggests: Offers questions you might want to ask next time, or other personalized insights

If you find mistakes in the transcription or notes, contact us for help.

Remember: Our AI is here to help you understand and organize information, not to give medical advice. Always talk to your doctor about medical decisions.

8. HIPAA and Other Standards

We are not a HIPAA Covered Entity. However, we apply HIPAA-grade safeguards (encryption, access controls, audit logs) to protect your data.

9. Your Rights

Depending on your location, you may have specific rights:

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California (CCPA/CPRA): Rights to know, delete, correct, and opt out of sale/sharing.
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Washington (My Health My Data Act): Rights to control the collection, sharing, and sale of health data, including deletion and withdrawal of consent.
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Other states/countries: We will honor rights provided under applicable law.

10. How to Exercise Your Rights

To make a request to access, delete, correct, or opt out, contact us at:

We will verify your request and respond within legal timelines.

11. Security

We use safeguards including:

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Encryption in transit and at rest.
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Role-based access controls.
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Monitoring and audit logs.

No system is perfectly secure, but we take reasonable measures to protect your data.

If there's ever a security issue affecting your data, we'll notify you within 72 hours.

12. Changes to this Policy

We may update this Privacy Policy. If changes are material, we will notify you by email or in-app.

13. Contact Us

Questions?