Privacy that feels as serious as the clinical work it protects.

Scope

This Privacy Policy applies to our website, demo requests, communications, and hosted services unless a separate written agreement states otherwise. If you are using Clovara through an employer, hospital, clinic, or other organization, that organization may control the account and the related data, and our processing may be governed by additional enterprise, data protection, or healthcare compliance terms.

Information We Collect

We may collect information you provide directly, information generated through use of the service, and certain technical information collected automatically.

• Contact and account information such as your name, email address, organization, job title, phone number, billing contact details, and login credentials.
• Service data such as audio, transcripts, prompts, notes, clinical preferences, workflow settings, support messages, and related metadata submitted through the platform.
• Device and usage information such as IP address, browser type, operating system, session logs, feature interaction data, and diagnostic events.
• Commercial information such as subscription tier, invoices, payment status, tax details, and transaction records processed through us or our payment providers.

How We Use Information

We use information to provide and operate the service, authenticate users, support customers, monitor reliability and security, personalize workflows, send important notices, process transactions, comply with legal obligations, and improve our products and documentation. We may also use de-identified, aggregated, or otherwise non-identifiable information for analytics, benchmarking, service tuning, and business planning.

Healthcare Data and Sensitive Information

Customers are responsible for determining whether they may upload protected health information, patient data, or other regulated content into Clovara and for entering into any required business associate or equivalent agreements with us before doing so. Where we act as a processor, service provider, or business associate on behalf of a healthcare organization, we process that regulated information only as permitted by the applicable customer agreement and documented instructions.

Disclosure and Sharing

We do not sell personal information. We may disclose information to trusted service providers and infrastructure partners that help us host, secure, analyze, support, and bill for the service, subject to confidentiality and security obligations. We may also disclose information if required by law, to protect rights or safety, in connection with an audit or corporate transaction, or with your direction or consent.

Security Safeguards

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, misuse, loss, alteration, or disclosure. These safeguards may include encryption in transit and at rest, role-based access controls, audit logging, vendor reviews, environment isolation, and incident response procedures. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Data Retention

We retain information for as long as reasonably necessary to provide the service, maintain the customer relationship, meet legal or regulatory obligations, resolve disputes, enforce agreements, and support internal recordkeeping. Retention periods may vary depending on the type of data, your account settings, the applicable contract, and legal requirements. We may retain de-identified or aggregated data for longer periods where permitted by law.

International Transfers

Clovara may process information in countries other than the country in which it was collected. When we transfer personal information across borders, we take steps designed to provide an appropriate level of protection under applicable law, which may include contractual commitments, access controls, data minimization, and other supplementary safeguards.

Your Rights and Choices

Depending on your location and relationship with Clovara, you may have rights to request access, correction, deletion, portability, restriction, or objection with respect to your personal information, and you may also have the right to withdraw consent where processing depends on consent. We may need to verify your identity and may limit our response where permitted by law or where we act only on behalf of a customer organization. To make a request, contact us at om@clovara.care.

Cookies and Analytics

We may use cookies, local storage, and similar technologies to remember preferences, maintain sessions, measure traffic, diagnose performance issues, and improve the user experience. You can usually manage cookies through your browser settings, though disabling some technologies may affect functionality.

Children's Privacy

Clovara is intended for use by professionals and organizations and is not directed to children. We do not knowingly collect personal information directly from children through our website or services. If you believe a child has provided information to us without appropriate authorization, contact us and we will review the matter.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or business practices. When we make material updates, we will post the revised version here and update the effective date above. Your continued use of the website or services after the updated policy becomes effective constitutes acceptance of the revised policy, to the extent permitted by law.