Sign up today and get your first 5 notes free. No credit card required 🎉
numa notes

Privacy Policy

Privacy Statement
Effective Date: January 1, 2024

Table of Contents

  1. Introduction
  2. Data Protection Officer
  3. How we collect and use (process) your personal information
  4. Use of numanotes.com website
  5. Cookies and tracking technologies
  6. Use of the Numa Notes services
  7. When and how we share information with third parties
  8. Transferring personal data to the U.S.
  9. Data Subject rights
  10. Security of your information
  11. Data storage and retention
  12. Questions, concerns, or complaints

Introduction

Numa Notes is a platform for mental health professionals that automatically writes your progress notes. Instead of writing notes yourself, you can quickly dictate the important parts of your session, and Numa Notes formats this into a structured (ie, SOAP) note that can be easily copied into your EHR. You don’t need to switch your telehealth platform or EHR system.

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Notice describes the Numa Notes’ policies and practices regarding its collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

Data Protection Officer

Numa Notes is headquartered in the United States. Numa Notes has appointed an internal data protection officer for you to contact if you have any questions or concerns about Numa Notes’ personal data policies or practices. If you would like to exercise your privacy rights, please direct your query to Numa Notes’ data protection officer. Numa Notes’ data protection officer’s name and contact information are as follows:
  • Christina Ng
  • christina@numanotes.com

How we collect and use (process) your personal information

Numa Notes collects personal information about its website visitors and customers. With a few exceptions, this information is generally limited to:
  • name
  • job title
  • employer name
  • work address
  • work email
  • work phone number
We use this information to provide prospects and customers with services.
We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.
From time to time, Numa Notes receives personal information about individuals from third parties. Typically, information collected from third parties will include further details on your employer or industry. We may also collect your personal data from a third party website (e.g. LinkedIn)

Use of the Numa Notes Website

As is true of most other websites, Numa Notes’ website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Numa Notes’ website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.
Numa Notes has a legitimate interest in understanding how members, customers and potential customers use its website. This assists Numa Notes with providing more relevant products and services, with communicating value to our sponsors and corporate members, and with providing appropriate staffing to meet member and customer needs.

Cookies and tracking technologies

Numa Notes uses cookies to enhance your experience. We primarily use cookies to enable and support your log-in functionality. This helps us recognize you as a returning user and maintain your logged-in state. We do not use cookies for tracking or any other purpose. You can manage your cookie preferences in your browser settings. Please note that disabling cookies may affect your ability to use certain features of our website, including log-in functionalities. Any changes to our cookie policy will be posted on this page.

Sharing information with third parties

The personal information Numa Notes collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval. On occasion, Numa Notes engages third parties to send information to you, including information about our products, services, and events.
A list of our third party sub processors can be found here:
We do not otherwise reveal your personal data to non-Numa Notes persons or businesses for their independent use unless: (1) you request or authorize it; (2) it’s in connection with Numa Notes-hosted and Numa Notes co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for marketing or promotional purposes.

Transferring personal data to the U.S.

Numa Notes has its headquarters in the United States. Information we collect about you will be processed in the United States. By using Numa Notes’ services, you acknowledge that your personal information will be processed in the United States. The United States has not sought nor received a finding of “adequacy” from the European Union under Article 45 of the GDPR. Pursuant to Article 46 of the GDPR, Numa Notes is providing for appropriate safeguards by entering binding, standard data protection clauses, enforceable by data subjects in the EEA and the UK. These clauses have been enhanced based on the guidance of the European Data Protection Board and will be updated when the new draft model clauses are approved.
Depending on the circumstance, Numa Notes also collects and transfers to the U.S. personal data with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Numa Notes in a manner that does not outweigh your rights and freedoms. Numa Notes endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with Numa Notes and the practices described in this Privacy Statement. Numa Notes also enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate. Since it was founded, Numa Notes has received zero government requests for information.
For more information or if you have any questions, please contact us at support@numanotes.com

Data Subject rights

The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:
  • Right to be informed
  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right of data portability
  • Right to object
  • Rights related to automated decision making including profiling
This Privacy Notice is intended to provide you with information about what personal data Numa Notes collects about you and how it is used.
If you wish to confirm that Numa Notes is processing your personal data, or to have access to the personal data Numa Notes may have about you, please contact us.
You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Numa Notes might have received the data from Numa Notes; what the source of the information was (if you didn’t provide it directly to Numa Notes); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Numa Notes if it is inaccurate. You may request that Numa Notes erase that data or cease processing it, subject to certain exceptions. You may also request that Numa Notes cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Numa Notes processes your personal data. When technically feasible, Numa Notes will—at your request—provide your personal data to you.
Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Numa Notes will provide you with a date when the information will be provided. If for some reason access is denied, Numa Notes will provide an explanation as to why access has been denied.
For questions or complaints concerning the processing of your personal data, you can email us at support@numanotes.com. Alternatively, if you are located in the European Union, you can also have recourse to the European Data Protection Supervisor or with your nation’s data protection authority.

Data storage and retention

Your personal data is stored by the Numa Notes on its servers, and on the servers of the cloud-based database management services the Numa Notes engages, located in the United States. The Numa Notes retains service data for the duration of the customer’s business relationship with the Numa Notes and for a period of time thereafter, to analyze the data for Numa Notes’ own operations, and for historical and archiving purposes associated with Numa Notes’ services. Numa Notes retains prospect data until such time as it no longer has business value and is purged from Numa Notes systems. All personal data that Numa Notes controls may be deleted upon verified request from Data Subjects or their authorized agents. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at: support@numanotes.com

Data storage and retention of Personal Health Information

Numa Notes processes Personal Health Information (PHI), and requires entering with us a Business Associate Agreement. Numa Notes collects the following information on your behalf, but is not limited to:
  • Recordings of your client and/or yourself
  • Text regarding your client
  • Information regarding your client, including their full name
Numa Notes stores and processes the following information on your behalf, but is not limited to:
  • Transcripts, summaries, and other contextualized information generated automatically

Numa Notes retains recordings until its text transcript is generated. The recording is then immediately and irrecoverably deleted.

Numa Notes stores PHI for a given Note or generation request, including the transcript summaries, and other contextualized information generated automatically, for a maximum period of 90 days, after which it is immediately deleted. The Covered Entity is fully responsible for abiding by all data retention requirements required by law, and does not hold Numa Notes responsible for failing to retain client records as required.

Disclaimer

Numa Notes uses generative artificial intelligence algorithms for creating inferred summaries, transcripts, and other related information. While Numa Notes validates its models for safety, we provide no guarantee that outputs are truthful or accurate. Numa Notes models are not guaranteed against producing output considered harmful, hurtful, or inaccurate.
Numa Notes is not an Electronic Health Record (EHR) service, nor should the information contained on the Numa Notes platform be considered official record for any legal, criminal, or insurance-related purposes. The Covered Entity is responsible for reviewing the information provided by Numa Notes, approving, amending, and storing the required information as official record.

Children’s data

We do not knowingly attempt to solicit or receive information from children.

Questions, concerns or complaints

If you have questions, concerns, complaints, or would like to exercise your rights, please contact us at:
  • Numa Notes
  • 228 Park Ave S
  • PMB 64181
  • New York, New York 10003-1502 US
  • support@numanotes.com
  • numanotes.com