Privacy policy

Who we are

ScribeSync AI is a product of Norm Software, a Florida limited liability company doing business as eMedicalPractice, of 2150 Lake Ida Road, Suite 6, Delray Beach, FL 33445.

This policy covers how we treat personal information collected through this website and through the ScribeSync service. Personal information means information that identifies you — a name, an address, an email address, a telephone number — and that is not otherwise publicly available.

We are committed to protecting the Protected Health Information of the patients of the practices that use ScribeSync. "HIPAA" means the Health Insurance Portability and Accountability Act of 1996, as amended, and the rules and regulations made under it.

Two different relationships

The difference between them decides nearly everything below.

• Practice staff who hold an account — we decide how their account information is handled, and this policy governs it directly.
• Patients of those practices — we handle their information only on the practice’s instructions, as a service provider to it under a Business Associate Agreement. The practice remains responsible for that information, and its own privacy notice governs it.

Calls, recordings and transcripts

ScribeSync answers, places and documents telephone calls for a practice. Where a practice has enabled it, that means we process:

• The audio of a call between a patient and the practice, including calls answered outside opening hours or when the practice cannot take them.
• A written transcript produced from that audio.
• A summary, note or task produced from the call for a member of the practice’s staff to review.
• The caller’s telephone number, and the time, length and outcome of the call.

How that information is used

To provide the service the practice has asked for, and for nothing else. We do not sell personal information. We do not use one practice’s patient information to train models used for another customer.

Automated processing produces drafts for a person to check. Documentation, coding suggestions and call summaries are starting points for review by a qualified member of the practice’s staff; they are not decisions.

Whether calls are recorded, and whether callers are told, is set by the practice. The practice is responsible for obtaining any consent the law of its state requires.

Text messages and mobile information

Where a practice uses ScribeSync to send text messages — an appointment reminder, a confirmation, a reply to a request — those messages are sent on that practice’s behalf to people who have given it their number for that purpose.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third party, and are excluded from every other category of sharing described in this policy.

Message frequency varies with the practice and with the reason for the message. Message and data rates may apply. Reply STOP to any message to stop receiving them, or HELP for help. Carriers are not liable for delayed or undelivered messages.

Opting out of text messages stops texts. It does not stop telephone calls a practice makes about your care, and it does not cancel an appointment.

Visitors to this website

Our web server records information from your browser, including your IP address, cookie information and the pages you request. Email addresses and other information you submit voluntarily — through a form, an email or a registration — are also collected.

Cookies are small text files stored by your browser. We use them for a signed-in experience and for access privileges. IP addresses may be used to analyse trends, administer the site and gather aggregate information; they are not linked to personally identifiable information.

This site contains links to other sites. We are not responsible for their privacy practices, and we encourage you to read the privacy statement of any site that collects information about you.

Who else is involved

Delivering the service requires third parties. Each receives only what its own function requires, under confidentiality agreements, and none may use what it receives for anything else. They fall into four groups: a telephony carrier, an identity provider, storage for recordings and transcripts, and infrastructure hosting.

A practice is entitled to the current list by name, and to be told when it changes. Write to us and we will send it.

We respond to subpoenas, court orders and legal process, and may disclose information where we believe it necessary to investigate or prevent illegal activity, suspected fraud, a threat to somebody’s physical safety, or a violation of our terms. If the business is acquired or merged we will tell you before information about you becomes subject to a different privacy policy.

Security

We take precautions to protect the information you give us, in transit and at rest, and limit access to people who need it to do their jobs. Your account is protected by a password which is set and checked by a specialist sign-in service and does not pass through ScribeSync.

No system can be guaranteed against every circumstance. Protect your password and sign out when you have finished, particularly on a shared computer.

How long we keep things

Retention is configured per practice rather than fixed by us. When a retention period ends the material is removed according to that practice’s settings. Recordings and transcripts are held encrypted throughout.

We will tell any practice where its data is held, and confirm it in writing as part of an agreement.

Your choices

If you are a member of practice staff, you may ask us for a copy of your account information, ask us to correct it, or ask us to delete it where we are not required to keep it.

If you are a patient of a practice that uses ScribeSync, please contact that practice: it holds the relationship and the record, and we act on its instructions. If you contact us directly we will pass your request to them.

To stop receiving promotional email, reply with "unsubscribe" in the subject line or follow the instructions in the message. To stop promotional text messages, reply STOP. Some messages relate to your account and the service itself and are not promotional.

Children

This site is not directed to anyone under the age of eighteen, and we ask that they do not submit personal information through it. We do not knowingly collect information from children under 18 without parental consent.

California residents

California law may give you additional rights over your personal information. See the California Privacy Notice published at emedpractice.com/california-privacy-notice.

Changes, and how to reach us

This policy takes effect on 15 September 2026. If we change it materially we will say so on this page and, where it affects practice staff accounts, by email.

Questions about this policy: privacyofficer@emedpractice.com, with "Privacy" in the subject line.