Bittsi Scribe — Privacy Policy

Last updated: July 28, 2026

This Privacy Policy explains how Bittsi Inc. ("Bittsi," "we," "us") collects, uses, and shares information when you use the Bittsi Scribe app, the scribe.bittsi.com website and handoff pages, and related services (the "Service").

At a glance: We collect your account details, the visit recordings and clinical records you create, billing status, and app-usage data. We use them to run the product — nothing else. Audio is processed by vetted AI service providers under contracts that prohibit them from training on your content, and we never use your content to train AI models either. We don't sell personal information and we don't run ads. You can export everything or permanently delete your account yourself, in the app, at any time.

1. Information we collect

Account information. Name, email address, and sign-in credentials (authentication is handled by AWS Cognito; we never see your password). If you tell us which practice-management system (PIMS) your clinic uses, we store that to personalize the app.

Visit content. Audio you record, transcripts, and the AI-generated and user-edited clinical documentation derived from them (e.g., SOAP notes, dental charts, anesthesia records, charge items, discharge instructions), plus the patient and client details you enter (such as pet names, species, weights, and pet-owner names or contact details).

Billing information. Payments are processed by Stripe. We store your subscription plan, status, and billing history — never your full card number.

Usage and device data. Product analytics events (via PostHog) tied to your account — for example which features are used and funnel steps — plus device model, OS version, app version, and crash/error diagnostics (via Sentry). We use this to fix bugs and improve the product.

Support communications. Messages you send us.

2. Client (pet-owner) information you enter

Bittsi Scribe is a tool for veterinary professionals. When you enter information about your clients or their animals, you are responsible for having the right to do so and for your own professional obligations to those clients. We process that information only to provide the Service to you. Pet owners who have questions about records held in a veterinary practice's account should contact that practice; they may also contact us at support@bittsi.com.

3. How we use information

Provide the Service: record, upload, transcribe, and generate clinical documentation; sync your workspace; power features you invoke (e.g., discharge instructions, Sage assistant, the Handoff Bridge).
Billing and account management: subscriptions, plan limits, receipts, dunning.
Communications: transactional email such as verification codes and account notices; product updates you can opt out of.
Reliability and security: debugging, crash analysis, abuse and fraud prevention, rate limiting, audit logging.
Product improvement: aggregated, account-level analytics on feature usage.
Legal compliance: where required by law.

We do not use your visit content to train AI models, and we do not sell personal information or show ads.

4. AI processing

Before any audio leaves your device, the app asks for your explicit consent to third-party AI processing. When you record a visit:

Audio is uploaded over encrypted connections to our cloud environment (AWS, U.S. regions).
It is transcribed and processed by AI services — cloud speech-to-text and large-language-model providers (currently AWS AI services and Anthropic, accessed through commercial APIs).
The result is returned to your workspace as draft documentation for your review.

Our AI service providers process your content solely to provide the service to us and are contractually prohibited from using it to train their models. AI output can be inaccurate — the app requires professional review, and the responsibility for final records remains with the treating professional (see our Terms of Service).

5. The Handoff Bridge

When you start a handoff, a short-lived, view-only session of that day's records can be opened in a browser using a one-time code. Sessions are read-only, expire automatically (codes within minutes; sessions within a bounded window), can be ended from your app at any time, and store nothing on the viewing computer (pages are served with no-store caching and keep no local data). Treat an active pairing code like the records themselves and only redeem it on computers you trust.

6. When we share information

We share personal information only with:

Service providers (subprocessors) that run the product for us, bound by contracts limiting their use of your data: Amazon Web Services (hosting, storage, transcription, AI infrastructure — U.S. regions), Anthropic (AI text generation via commercial API), Stripe (payments), PostHog (product analytics), Sentry (crash reporting), and — if you use social sign-in when available — Apple or Google (authentication only).
Your clinic, for records created in Clinic Mode under your clinic's Bittsi PIMS subscription (governed by the clinic's agreement).
Recipients you choose, such as when you share a discharge PDF or open a handoff session.
Authorities, if required by law, subpoena, or to protect rights, safety, or the integrity of the Service.
A successor entity, in connection with a merger, acquisition, or sale of assets (your data remains subject to this policy or one at least as protective, with notice of material changes).

We do not sell personal information and do not share it for cross-context behavioral advertising.

7. Retention and deletion

We keep your account information and visit content while your account is active so your records are there when you need them.

You can permanently delete your account yourself in the app (Account → Delete account). Deletion removes your content and account data — records, audio, exports, authentication identity, and billing profile — from our active systems immediately, with residual copies in encrypted backups purged on a rolling basis within a limited period (no longer than 35 days). You can export your complete data as a ZIP archive in the app before deleting. Limited billing records may be retained where required for tax and accounting law, and minimal fraud-prevention or legal-hold records where legally necessary.

8. Security

We use industry-standard safeguards: encryption in transit (TLS) and at rest, tenant isolation enforced at the database layer, least-privilege access controls, short-lived credentials, rate limiting, and monitoring. No system is perfectly secure; if we learn of a breach affecting your personal information we will notify you as required by law.

9. Your rights and choices

Access / portability: export your full data in-app at any time.
Correction: edit your records and account details in-app.
Deletion: delete your account in-app; or contact us and we will verify and process the request.
Marketing opt-out: unsubscribe links in non-transactional email.
Analytics: usage analytics are first-party and product-scoped; contact us with questions or objections.

We honor these rights without discrimination. To exercise any right by email instead, contact support@bittsi.com; we will verify your identity via your account email.

California residents: the categories we collect are identifiers, professional content you provide (including audio), commercial information (subscription status), and internet-activity/device information, for the purposes in Section 3. We do not sell or share personal information as defined by the CCPA/CPRA, and we do not use or disclose sensitive personal information for purposes requiring a right to limit. You may exercise rights to know, delete, correct, and port through the in-app tools or by contacting us; authorized agents may submit verified requests.

10. Children

The Service is a professional tool for adults 18 and over and is not directed to children. We do not knowingly collect personal information from children; if you believe a child has provided us information, contact us and we will delete it.

11. International use

The Service is currently offered in the United States and hosted in U.S. data centers. If you access it from elsewhere, you understand your information is processed in the U.S.

12. Changes to this policy

We may update this policy as the product evolves. For material changes we will provide notice in the app or by email before they take effect. The current version is always at scribe.bittsi.com/privacy.

13. Contact

Bittsi Inc. · 1706 Cranbrook Ct., Lathrop, California 95330 · support@bittsi.com