HIPAA Notice of Privacy Practices

How we protect and handle your health information

Last Updated: November 2025

Entity: DoctorNote Health LLC

Address: 30 N Gould St, STE R, Sheridan, WY 82801, USA

Contact: support@doctornote.health | +1 (415) 969-4010

Introduction

DoctorNote Health LLC ('DoctorNote Health,' 'we,' 'our,' or 'us') values your privacy and is committed to protecting your health information. This Notice of Privacy Practices ('Notice') describes how we collect, use, disclose, and safeguard your Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations. By using our services, you acknowledge that you have read and understood this Notice.

Your Protected Health Information (PHI)

PHI includes any information that identifies you and relates to your past, present, or future physical or mental health condition, the provision of healthcare to you, or payment for healthcare services. Examples include your name, email, phone number, consultation details, and issued doctor notes.

How We Use and Disclose Your PHI

We use and share your PHI only as permitted by law or with your authorization. The main purposes include:

Treatment: To connect you with licensed healthcare professionals who review your case and issue doctor notes or recommendations.
Payment: To process your payments securely through trusted, HIPAA-compliant payment processors.
Healthcare Operations: To manage internal business operations such as recordkeeping, verification processes, quality improvement, and compliance audits.
Verification: To allow employers, professors, or institutions to verify the authenticity of your doctor's note, only when you have consented to share verification data.
Legal Requirements: We may disclose PHI if required by law, court order, or government regulation, but only to the extent legally necessary.

Your Rights Under HIPAA

Access: You can request a copy of your health information maintained by DoctorNote Health.
Amendment: You may request corrections to incomplete or inaccurate information.
Restrictions: You can request limits on certain uses or disclosures of your PHI.
Confidential Communication: You can choose how we communicate with you (email, phone, etc.).
Accounting of Disclosures: You may request a record of when your PHI has been shared.
Right to a Paper Copy: You can request a printed copy of this Notice at any time.

Data Security and Safeguards

DoctorNote Health uses industry-standard encryption (SSL/TLS), HIPAA-compliant data storage, and access controls to protect your information.

All communications between you and your healthcare provider occur over secure, encrypted connections.
Our servers are hosted in HIPAA-compliant environments with continuous monitoring, restricted access, and audit trails.
We do not sell, rent, or lease your PHI to any third parties.

Authorized Third Parties

We may engage third-party service providers (e.g., payment processors, hosting providers) who assist in delivering our telehealth services. Each partner signs a Business Associate Agreement (BAA) ensuring HIPAA compliance and safeguarding of your PHI.

Retention of Records

We retain your health records only as long as necessary to fulfill the purpose for which they were collected or as required by law.

Changes to This Notice

DoctorNote Health reserves the right to update or modify this Notice at any time. Any changes will be posted on www.doctornote.health with the updated 'Last Revised' date. Continued use of our services after changes indicates acceptance of the revised Notice.

Questions or Complaints

If you believe your privacy rights have been violated, you can contact our Privacy Officer at:

Privacy Officer

DoctorNote Health LLC

30 N Gould St, STE R, Sheridan, WY 82801, USA

hello@doctornote.health

You may also file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. DoctorNote Health will not retaliate against anyone who files a complaint.