Privacy Policy
How we collect, use, and protect your personal information
Privacy Policy
At Cymbiose AI, we are deeply committed to protecting the privacy of the clinicians and organizations we serve, as well as the individuals whose data they manage. This Privacy Policy outlines how Cymbiose AI, Inc. ("Cymbiose," "we," "us," or "our") collects, uses, shares, and safeguards information through our website, platform, and related services (collectively, the "Services").
By using our Services, you consent to the practices described here. This policy works in tandem with our Terms of Service [Link to Terms of Service] and is meant to be transparent, clear, and aligned with the expectations of clinical care providers.
When you use Cymbiose to process information about your clients (such as uploading session notes or audio), we act as your HIPAA-compliant service provider. That means your organization's privacy practices apply, and our Business Associate Agreement (BAA) governs how we protect your clients' PHI. We do not control or make decisions about that data. If you're a client or patient, please ask your provider how they use Cymbiose in their workflow.
By using Cymbiose, you're agreeing to how we describe data use here. We keep things simple, secure, and aligned with the values of ethical, privacy-forward care.
A. Information We Collect
Cymbiose collects only the information and technical data necessary to support your clinical work, enhance your experience, and maintain a secure platform. Here's what that includes:
Information you choose to share.
When you sign up, we collect basic details like your name, email address, and practice information so we can set up your account. You may also add optional information to your profile, like your phone number, clinical role, note preferences, or supervision status—to help tailor the platform to your needs.
Session recordings, transcripts, and notes.
If you upload session recordings (whether recorded through Cymbiose or elsewhere), those files are securely processed to generate transcripts and documentation. If you use our AI tools to generate notes or summaries, or message with our support or documentation assistant—we collect what you type or upload solely to power that feature. Your content is not used to train any external models.
Support messages and emails.
If you reach out to us, we'll collect what you send, such as your name, email address, and any message or attachment. Occasionally, we may track email performance (e.g., open rates or link clicks) to make sure we're communicating clearly and respectfully, but we don't share that data or use it for advertising.
Payments.
If you subscribe to Cymbiose, your payment information is handled by a trusted third-party processor. We don't store your credit card details ourselves, but we may receive confirmation of successful transactions or failed payments to help manage your account.
Session Recordings
If you choose to record a session using Cymbiose, the audio is securely captured, transcribed, and analyzed by our AI tools to generate notes, insights and surface trends.
Device and browser information.
We collect technical details such as your IP address, browser version, device type, and operating system. This helps us protect your account, support secure logins, and troubleshoot technical issues across different devices and systems.
Platform usage activity.
We log general usage patterns, like which features you use, how often, and when, to understand engagement and make informed improvements to the platform. We do not use this information to create individual user profiles or track behavior outside of Cymbiose.
Cymbiose is built with privacy in mind, always. You stay in control of your information, and we commit to using only what's necessary to deliver safe, helpful, and ethically-designed tools for your practice.
B. How We Use Your Information
At Cymbiose, we use the information you share with us to support secure, effective, and personalized clinical workflows. Specifically, we use your data to:
- •Deliver and maintain the core functionality of the platform, including note generation, customization, and transcription;
- •Personalize your experience based on saved settings, note preferences, and usage patterns;
- •Improve platform performance and reliability by analyzing general usage trends (never identifiable client content);
- •Communicate with you about service updates, account activity, or support requests;
- •Generate de-identified, aggregate insights to inform responsible product design and improve future features;
- •Protect the security of your account and the platform overall by detecting misuse or unauthorized access;
- •Fulfill our legal obligations and uphold our Terms of Service if necessary.
If we ever introduce new uses, you'll receive clear notice and have the ability to opt in.
C. How We Share Information
Cymbiose only shares information when necessary to deliver our Services securely and ethically. Information may be shared in the following limited circumstances:
Trusted service providers.
We may share information with infrastructure, transcription, or AI vendors who help us run core features of the platform. All vendors are bound by HIPAA-compliant agreements and cannot use your data for any purpose other than delivering contracted services.
Legal obligations.
If required by law, court order, or regulatory request, we may disclose relevant information to comply with applicable legal processes. When possible, we will notify you of such requests.
AI processing partners.
To support secure and accurate documentation, some de-identified content may be sent to AI systems that generate summaries, insights, or notes. These partners do not train their models using your content and are contractually restricted from retaining or repurposing your data.
Business transitions.
In the event of a company merger, acquisition, or restructuring, your information may be shared with relevant parties for due diligence or transition purposes. If such a change occurs, we will continue to honor the privacy protections outlined in this policy.
Usage analytics.
We may use privacy-focused analytics tools to understand general usage trends, such as feature adoption or load times, to improve performance. This data never includes session content or client identifiers.
With your consent.
In any other circumstance, we will only disclose your information if you explicitly give us permission.
Your Choices & Other Considerations
Email Preferences.
You can opt out of non-essential communications, such as newsletters or product updates, at any time by clicking "unsubscribe" at the bottom of those emails. You will still receive essential service-related communications, such as notices about your account, security alerts, or legal updates.
Third-Party Links.
Cymbiose may include links to external websites, tools, or services not operated by us. If you choose to engage with those third-party platforms, their privacy policies will govern your data. We encourage you to review their practices, as Cymbiose is not responsible for how they handle your information.
Children's Privacy.
Cymbiose is not intended for individuals under the age of 18. If you become aware that a minor has used our Services or submitted information, please contact us at legal@cymbiose.ai so we can take appropriate action.
International Use.
Cymbiose is built and hosted in the United States. If you access our platform from outside the U.S., please be aware that your information will be processed in accordance with U.S. laws. By using the platform, you acknowledge this transfer and understand that privacy protections may differ from those in your local jurisdiction.