Privacy Policy

Effective Date: April 13, 2026

Doctilio (“we,” “our,” or “us”) provides a medical dictation application (“App”) that allows healthcare professionals to record voice dictations, transcribe them into text, and manage medical reports. This Privacy Policy explains how we collect, use, store, and protect your information when you use our App.

By using Doctilio, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the App.

IMPORTANT NOTICE: Doctilio is not a HIPAA-covered entity and does not claim HIPAA compliance. Do not include patient-identifiable information such as names, dates of birth, addresses, social security numbers, or any other protected health information (PHI) in your dictations. You are solely responsible for ensuring your use of the App complies with applicable healthcare privacy laws in your jurisdiction.

1. Information We Collect

1.1 Account Information

When you sign in using Google Sign-In, we receive and store:

• Name
• Email address
• Profile picture

1.2 Profile Information

During onboarding, we may collect additional information you voluntarily provide:

• Phone number

1.3 Transcription Data

• Voice recordings: Audio is captured temporarily on your device for real-time transcription. Voice data is processed entirely on-device using offline speech recognition technology and is not transmitted to our servers.
• Transcribed text: The text output generated from your dictations is stored locally on your device and synced to our cloud servers for backup, cross-device access, and AI-powered text improvement.

1.4 Usage and Subscription Data

We collect information related to your subscription status and plan type to manage access to App features.

1.5 Device and Technical Data

We may automatically collect limited technical data required for the App to function, including:

• Device type and operating system version
• Authentication tokens (stored locally on your device)

2. How We Use Your Information

• Authentication: To verify your identity and manage your account via Google Sign-In.
• Transcription services: To provide on-device speech-to-text transcription and sync transcribed reports to our servers.
• AI text improvement: To process your transcribed text through our AI service for grammar correction, formatting, and medical terminology enhancement.
• Account management: To manage your subscription, profile, and preferences.
• Service improvement: To maintain, improve, and ensure the reliability of our App.

3. How We Store and Protect Your Information

• On-device storage: Authentication credentials, cached reports, and preferences are stored locally on your device using Android’s SharedPreferences, accessible only to the App.
• Cloud storage: Transcription data and account information are stored on our secure cloud servers.
• Encryption in transit: All data transmitted between the App and our servers is encrypted using HTTPS/TLS.
• Access tokens: We use short-lived access tokens and refresh tokens (valid for 30 days) to secure your sessions. Expired sessions are automatically logged out.

While we implement reasonable security measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

4. Third-Party Services

We use the following third-party services:

• Google Sign-In (Google Credential Manager): For authentication. Google’s privacy policy applies to data processed by Google.

We do not use third-party analytics, advertising, or tracking services within the App.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Service providers: With trusted service providers who assist in operating our backend infrastructure, subject to confidentiality obligations.
• Legal requirements: When required by law, regulation, legal process, or governmental request.
• Safety: To protect the rights, safety, or property of Doctilio, our users, or the public.

6. Data Retention

• Account data: We retain your account information for as long as your account is active.
• Transcription data: Your transcriptions are retained on our servers for as long as your account exists, unless you delete them.
• Local data: Data stored on your device is removed when you log out or uninstall the App.

If you wish to delete your account and all associated data, please contact us at support@doctilio.com.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data and account.
• Portability: Request a copy of your data in a portable format.
• Withdraw consent: You can stop using the App at any time and request account deletion.

To exercise any of these rights, contact us at support@doctilio.com.

8. Children’s Privacy

Doctilio is designed for use by healthcare professionals and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data, we will take steps to delete such information promptly.

9. International Data Transfers

Our servers may be located in different countries. By using the App, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by updating the “Effective Date” at the top of this page. Your continued use of the App after changes are posted constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Doctilio
Email: support@doctilio.com