Your information, your choices.

Soothe Note is operated by Teddy Aaron Ventures LLC, a Connecticut limited liability company based in Greenwich, Connecticut. This policy covers the Soothe Note app, website, caregiver-sharing tools, and support communications.

Depending on the features you use, we may handle:

• Account and security information, including email, account ID, display name, and authentication records
• Information you enter about symptoms, medications, doses, supplies, mood, vitals, appointments, treatment, journals, notes, transcripts, and care coordination
• Journal prompts, tags or themes, saved audio, and related file information
• Caregiver connections, nicknames, care notes, pings, sharing activity, stress, sleep, self-care activities, and notes
• Information submitted for AI summaries, change reports, transcription, and visit tools
• Device, browser, operating-system, IP address, time zone, settings, synchronization, feature usage, diagnostic, and security information
• Messages sent to us and records created from calendar or medication files you select for import

We do not require a legal name, but names or other identifiers may appear in display names, email-derived labels, caregiver nicknames, or free-text fields. We do not intentionally collect birth dates, precise location, contacts, Apple Health data, wearable data, or records sent directly by healthcare providers.

Information comes from patients and caregivers, connected users who choose to share, files selected for local import, your device and service requests, and activity generated when you use synchronization, sharing, security, or AI features.

Supported features can be used without an account, with information generally stored on your device. Signing in automatically synchronizes supported information through Supabase. Signing out stops future synchronization, but information already synchronized remains until deleted. Supported calendar and medication files are read locally; original files are not uploaded, although imported records may synchronize. Soothe Note does not currently store original photo, video, or document uploads.

We use information to provide and secure accounts; store, organize, import, export, synchronize, and display records; provide user-requested AI and voice features; enable caregiver sharing; operate support; understand feature usage without using health content for advertising; prevent misuse; maintain reliability; and comply with law.

AI features require a user action. Opening Health Hub alone does not send health information to an AI provider. A requested clinician summary may send trends, medication names, vitals, journal themes, and appointment counts. “What’s changed” may send symptom changes, missed doses, appointment details, journal themes, and caregiver-note excerpts. Visit tools may send consultation audio to Groq for transcription and the transcript for summarization. Voice entry may also use your browser or operating system’s speech-recognition service.

Soothe Note has enabled Groq’s organization-wide Zero Data Retention controls. Groq does not retain prompts or outputs for reliability or abuse monitoring under these controls, but may retain non-content usage metadata. Soothe Note does not permit this content to train AI models. AI results may be inaccurate and are not medical advice.

Patients may connect caregivers using single-use six-character codes that expire after 24 hours. Caregivers receive read-only access to shared patient health records and may see journal tags or themes, but not private journal body text or saved journal audio. Caregivers may create or delete their own care notes, send pings, set private nicknames, record their own self-care information, and download, copy, or email readable care summaries. Patients may revoke access at any time.

Share codes only with people you trust. Soothe Note cannot delete screenshots, downloads, emails, or copies made by another person.

We use Supabase for accounts, synchronization, databases, storage, and functions; Groq for requested AI and transcription features; Vercel for website hosting and limited website measurement; Apple for App Store and selected device services; and browser or operating-system providers when their speech recognition is used. Soothe Note Plus is coming soon. When paid subscriptions become available, Stripe will process payments; pricing and subscription terms will be shown before purchase.

Authorized Soothe Note personnel may access stored information only when needed for support, security, legal compliance, incident response, or operating the service. We do not sell personal or health information, use it for targeted advertising or cross-app tracking, or share it with data brokers. We do not use health entries, journals, saved audio, caregiver notes, or AI inputs for advertising analytics.

Backups, care summaries, and reports are created in readable form. Once downloaded, copied, or emailed, they are outside Soothe Note’s control. Store and share them as carefully as printed medical records.

Daily logs, symptoms, and medication-intake history are scheduled for deletion after about one year. We keep up to the latest 50 care notes per patient. Unused sharing codes expire after 24 hours, and locally stored AI clinician-summary history may remain for up to seven days. Other account records and saved journal audio generally remain while the account is active or until deleted. Support messages are generally kept for up to 12 months. Technical, security, provider, backup, and non-content AI usage records may remain as required for operations, security, legal obligations, and backup rotation.

Depending on where you live, you may request access, correction, export, deletion, restriction, withdrawal of consent, or an appeal of a privacy decision. Email team@soothenote.com or use our contact form. We may verify your identity.

You can delete your account in Soothe Note settings or contact us. Successful deletion removes active account and database records, caregiver connections, related AI usage records, and local app data on that device. It ends access to saved journal audio. Associated media, backups, security records, logs, or support correspondence may remain temporarily while technical cleanup, legal, security, and backup processes are completed.

Information is encrypted in transit and cloud-stored information is encrypted at rest. Additional client-side encryption applies to journal body text; appointment questions, checklists, and post-visit notes; medication notes and side-effect text; medication-intake notes; free-text symptom notes; and locally cached AI summaries. Structured records such as medication names, schedules, appointment details, symptom names and intensity, vitals, journal tags, care notes, and caregiver self-care records use access controls and transport and storage encryption, but not this additional field-level encryption. No system is completely secure.

Soothe Note is intended for people age 13 and older and does not knowingly collect personal information directly from children under 13. Soothe Note is based in the United States and is offered worldwide where available; cloud and AI information may be processed in the United States. Soothe Note is currently a consumer-directed app, does not receive records directly from healthcare providers, and has not entered into a HIPAA business associate agreement. This policy does not claim that Soothe Note is governed by HIPAA.

We may disclose information when reasonably necessary to comply with law, investigate fraud or security incidents, protect users or the public, enforce our terms, or complete a financing, merger, acquisition, reorganization, or asset sale. We will update the date of this policy and provide additional notice when legally required.

For privacy questions or requests, email team@soothenote.com.