Information we collect
We collect information you choose to submit, such as your name, work email, phone number, practice or group name, role, facility count, and demo-request notes. We may also collect routine website and security data such as IP address, device/browser information, pages viewed, referring pages, timestamps, and basic usage logs.
How we use information
We use information to respond to inquiries, schedule demos, provide and improve Otangeles Notes+, support customers, protect our services, maintain auditability, comply with legal obligations, and communicate about relevant product or service updates. We do not sell your personal information.
Protected health information
When Otangeles processes protected health information ("PHI") for a covered entity or customer practice, we do so as a business associate under a Business Associate Agreement ("BAA"). In that context, the BAA and customer agreement control our permitted uses and disclosures of PHI. We use PHI only to provide the contracted service, support the customer, maintain security and compliance, and perform other activities permitted by the BAA or required by law.
Provider + mobile app
Provider + is an invitation-only mobile application for authorized healthcare providers and practice staff. It supports assigned visits, encounter documentation, Scribe collaboration, review, and provider sign-off. It is not intended for patients to use directly. Providers may use it to access or create patient information, including information about pediatric patients, as part of care delivered by their practice. This notice supplements the applicable customer agreement and BAA.
Information handled through Provider +
Depending on the features used and the provider's permissions, Provider + may handle provider account details such as name, work email, user ID, role, practice, and assigned facilities; patient and clinical information made available by the practice, such as identifiers, visit and encounter details, diagnoses, allergies, medications, observations, notes, Scribe status, review instructions, and signature status; and content a provider enters, dictates, or sends, including encounter drafts, questions, and revision instructions.
When a provider uses facility check-in or proximity features, the app may handle location coordinates, accuracy, capture time, facility, and encounter identifiers. When dictation is used, audio and transcription data may be processed by the device's speech-recognition service or a service provider engaged through Otangeles. The app also handles technical and security information needed to operate and protect the service, such as device, network, authentication, and audit information.
Provider + use and sharing
Otangeles uses Provider + information to authenticate invited users, apply access controls, display practice-authorized visits and records, save and send encounter documentation, support Scribe collaboration, enable review and signature workflows, support facility check-in, maintain security and auditability, and provide customer support. Information may be made available to authorized users of the provider's practice and to service providers that operate or support the service, subject to applicable agreements and access controls.
If a provider uses Ask SAGE, the app sends the question and selected workflow scope to the authenticated Otangeles service. That service may assemble authorized provider, facility, encounter, patient, and note context and forward it to the configured SAGE service to return a read-only workflow response. Ask SAGE is not a clinical decision-maker. Providers and practices remain responsible for appropriate access, review, and clinical decisions.
Mobile permissions, storage, and retention
Providers control the app's operating-system microphone and foreground-location permissions. If dictation is unavailable or permission is declined, providers can type where the workflow supports it; location-dependent check-in may be limited. The app may store session, preference, workflow, draft, and retry information on the provider's device. Some retryable note data is encrypted locally and is designed to expire after seven days; this is separate from clinical records held by the service or practice.
Server, audit-log, backup, and service-provider retention and deletion are governed by applicable customer agreements, BAAs, operational schedules, and legal or clinical record-retention requirements. Provider accounts are created by a Practice Admin, who manages account access and deletion. For requests about a patient's clinical record, contact the relevant practice. For questions about a provider account, contact the Practice Admin or support@otangeles.com.
How we share information
We may share information with service providers that help us host, secure, operate, support, or analyze the website and product; with customer-authorized users; with integration partners authorized by a customer; in connection with a business transaction; or where required to comply with law, enforce agreements, protect rights, or prevent harm. Service providers are expected to use information only for the services they provide to us.
Security and retention
We use administrative, technical, and physical safeguards designed to protect information, including role-based access controls, logging, and audit trails. Data-protection measures vary by service and storage location. We retain information for as long as needed to provide services, meet legal and contractual obligations, resolve disputes, support security, and maintain records. PHI retention and deletion are handled according to the applicable BAA, customer agreement, and clinical record-retention requirements.
Your choices
You may ask us to update, delete, or provide access to personal information you submitted through the website by contacting us. Some requests may be limited by legal, security, clinical, contractual, or record-retention requirements. If your request concerns PHI held for a practice, we may direct you to the relevant covered entity.
Cookies and analytics
We may use cookies or similar technologies for site functionality, security, analytics, and performance. If marketing or analytics tools are added, this policy should be updated to identify the relevant categories of tools and any opt-out choices.
Contact
Questions or requests can be sent to support@otangeles.com. We may update this policy from time to time, and the updated version will be posted on this page.