This Privacy Policy is designed to comply with the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and CalOPPA. California residents have specific rights described throughout this document. SomaSyncAI does not sell personal information.
Under California law, we are required to provide notice of the categories of personal information collected at or before the point of collection. SomaSyncAI collects the following categories of personal information:
| Category | Examples | Purpose |
|---|---|---|
| Identifiers | Name, email address, account login | Account management, authentication |
| Professional Information | Practice type, clinician role, license details | Service personalisation |
| Audio / Voice Data | Voice input during clinical sessions | AI documentation generation |
| Health-Related Notes | Session observations, SOAP note content | Clinical documentation assistance |
| Usage Data | Platform interactions, session duration, features used | Product improvement, analytics |
| Device & Technical Data | IP address, browser type, operating system | Security, troubleshooting |
| Payment Information | Billing details (processed by third-party providers) | Subscription management |
We collect this information to provide AI-powered clinical documentation services, maintain secure user accounts, and improve platform functionality. We do not sell personal information.
Information you provide directly:
Information collected automatically:
SomaSyncAI's core functionality includes real-time voice input processing. This section provides full disclosure of how audio data is handled.
How voice data is used:
Audio retention:
We do not sell your personal or health-related data to third parties. We do not use clinical documentation content for targeted advertising.
SomaSyncAI does not sell, rent, or trade personal information to third parties for monetary or other valuable consideration.
Under the California Privacy Rights Act (CPRA), certain categories of information are classified as "sensitive personal information" and are subject to heightened protections. The following data processed by SomaSyncAI may qualify:
This sensitive information is used solely to provide our documentation assistance services and improve system performance. California residents have the right to limit our use of sensitive personal information to what is necessary to perform the services requested.
To exercise this right, contact: privacy@somasyncai.com
California residents have the following rights under the CCPA and CPRA. These rights are available to you at no charge and may be exercised up to twice per 12-month period:
Request disclosure of the categories and specific pieces of personal information we have collected about you, and how it has been used or shared.
Request deletion of personal information we have collected, subject to certain legal exceptions.
Request correction of inaccurate personal information we maintain about you.
Receive a copy of your personal information in a portable, machine-readable format.
Opt out of the sale or sharing of personal information. We do not sell data, but you may opt out of sharing for cross-context advertising purposes.
Limit the use of sensitive personal information to purposes strictly necessary to provide the requested services.
Non-Discrimination: We will not discriminate against you for exercising any of these rights. You will not receive a different level of service or pricing as a result of making a privacy request.
To submit a request, email privacy@somasyncai.com with the subject line "California Privacy Request." We will verify your identity and respond within 45 days (extendable by an additional 45 days with notice).
We retain personal information only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law.
| Data Type | Retention Period |
|---|---|
| Account data | Duration of account + 30 days after deletion request |
| Clinical session notes | Duration of account; deleted within 90 days of account closure upon request |
| Voice-derived data | Retained as text output only; raw audio not stored beyond real-time processing |
| Usage and analytics data | Up to 24 months in identifiable form; anonymised thereafter |
| Payment records | As required by applicable financial and tax law (typically 7 years) |
| Backup copies | Up to 12 months in secure, encrypted storage |
No security system is impenetrable. In the event of a data breach affecting your information, we will notify you as required by California law and applicable regulations.
Under CalOPPA, we disclose how we respond to Do Not Track signals and our cookie practices.
Do Not Track: SomaSyncAI currently does not respond to browser-level Do Not Track (DNT) signals, as there is no uniform industry standard for DNT compliance. You may manage tracking preferences via your account settings or browser controls.
SomaSyncAI is a professional platform intended exclusively for licensed healthcare practitioners. It is not directed at individuals under the age of 16. We do not knowingly collect personal data from minors. If you believe a minor has submitted information to us, contact us immediately at privacy@somasyncai.com.
Material changes to this Privacy Policy will be communicated via email to your registered address and a prominent notice upon login. The "Last Updated" date at the top of this page will always reflect the most recent revision. Continued use of SomaSyncAI after changes take effect constitutes acceptance.
For all privacy-related requests, questions, or concerns — including California rights requests — contact our Privacy Office.
Submit California rights requests, data deletion requests, or general privacy enquiries.
privacy@somasyncai.comSomaSyncAI · somasyncai.com
Response within 45 days as required by California law.