Who we are
Voxpital Health, LLC ("Voxpital", "we", "us") is a Wyoming limited liability company. Our mailing address is 1309 Coffeen Avenue, STE 20765, Sheridan, WY 82801, United States. Privacy questions can be sent through our Support page, with "Privacy" in the subject line, or by mail.
What this policy covers
This policy covers the website at voxpital.ai (the "Site") and the Voxpital application for hospital physicians and departments, including the iOS app and the department web application (together, the "Service").
Two roles: the hospital and Voxpital
Voxpital is used by hospitals. When the Service processes information about patients, the hospital is the covered entity and the controller of that information. Voxpital processes it on the hospital's behalf, under a written business associate agreement and the hospital's instructions. The hospital's own notice of privacy practices governs how patient information is handled, and patients should direct questions about their information to their hospital.
The Site
The Site is informational and has no forms. Email links open your own mail application. Our content delivery provider keeps standard request logs (the requesting IP address, browser type, the page requested, and the time) for security and operations, and those logs are kept for a limited period.
We use Google Analytics to understand how visitors use the Site: the pages viewed, approximate location, device and browser type, and the site that referred the visit. For most visitors, Google Analytics sets first-party cookies to recognize a returning browser. For visitors in the European Economic Area, the United Kingdom, and Switzerland, it does not set analytics cookies. Google Analytics does not store IP addresses, and we have turned off Google signals and every advertising feature, so this information is not used for advertising or to follow you across other sites. You can block these cookies in your browser settings or with Google's opt-out browser add-on. How Google uses information from sites that use its services is explained by Google. The Voxpital app does not use Google Analytics.
Who uses the Service
The Service is used by physicians and hospital staff. Accounts are created by a hospital administrator; there is no self-signup. Patients are never users of the Service.
Information processed in the Service
| Category | What it includes | Where it comes from |
|---|---|---|
| Account and contact data | Name, work email address, role, department, hospital | Provided by the hospital when it creates the account |
| Device and diagnostic data | Device model, operating system and app version, crash reports and performance diagnostics collected by a crash-reporting component that is configured to exclude patient information | Generated by the app |
| Dictation audio | Speech captured when a physician chooses to dictate | Captured by the app at the physician's request |
| Transcripts and drafts | Text produced from dictation, and the action items drafted from it | Produced by the Service |
| Action items and work records | Confirmed items, the department they were routed to, their status, and notes; these may contain protected health information | Created by physicians and departments |
| Activity and audit logs | Who did what, and when, within the Service | Generated by the Service; required for accountability |
How we use information
- To operate the Service for the hospital: capture, draft, route, track, and escalate action items.
- To keep the Service secure, prevent misuse, and investigate incidents.
- To provide support to hospital administrators and users.
- To improve the Service through proposals that a person reviews and either keeps or discards.
- To meet legal obligations and the obligations in our agreements with hospitals.
Automated processing and AI
The Service uses automated processing, including artificial intelligence, to turn dictation into text and to draft action items. Every draft is reviewed by a physician, who confirms, edits, or discards it. Nothing is dispatched automatically. Hospital data is not used to train models.
What we do not do
- We do not sell personal information or protected health information.
- We do not use information for advertising, and we do not share it for marketing.
- We do not train models on hospital data.
- We do not put protected health information in notifications; an alert says that something needs attention, not who or what.
- We do not write to the patient's medical record.
Sharing
We share information only as follows:
- With the hospital. The hospital owns and controls its data and can access it through the Service.
- With service providers. Providers that help us run the Service, such as hosting, speech-to-text, and AI processing, act under written agreements that limit their use of the information, including business associate agreements where the law requires them.
- When required by law. To comply with a legal obligation, a court order, or a lawful request from a public authority, or to protect the rights, safety, and security of users, the hospital, or Voxpital.
- In a corporate transaction. If Voxpital is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to the commitments in this policy.
Retention
Information processed on behalf of a hospital is kept for as long as our agreement with that hospital and applicable law require, and is then deleted. Site request logs are kept for a limited period for security and operations.
Security
We protect information with encryption in transit and at rest, role-based access and least-privilege controls, audit logging, data minimization, workforce training, and an incident-response process. If a security incident affects hospital data, we notify the hospital as our agreements and the law require. No system is perfectly secure, and we keep improving ours.
Your choices and rights
If you are a physician or hospital staff member using the Service, requests about your account go to your hospital's Voxpital administrator first; the administrator can also contact us on your behalf. If you are a patient, contact your hospital, which controls your information. Where state privacy laws give you rights over personal information, we honor them, and we refer requests about hospital data to the hospital. You can reach us at any time through our Support page.
Children
The Site and the Service are not directed to anyone under 18, and we do not knowingly create accounts for them.
Where information is processed
Information is processed and stored in the United States.
Changes to this policy
When we change this policy, we publish the new version here with a new effective date. Material changes that affect the Service are communicated through the hospital.
Contact
Voxpital Health, LLC
1309 Coffeen Avenue, STE 20765
Sheridan, WY 82801, United States
Online: voxpital.ai/support