Privacy Policy

Last Updated: August 10, 2026

Introduction

Mental Note AI ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application, Microsoft Word add-in, and related services designed to generate AI-powered clinical documentation for mental health professionals.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our service. By accessing and using Mental Note AI, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

How We Store and Protect Your Data

Mental Note AI operates on a principle of data minimization: we encrypt Protected Health Information (PHI) in transit and at rest, process it under Business Associate Agreements, and minimize how long we retain it. Session information you provide is processed by our AI service providers under BAAs to produce clinical documentation.

We restrict internal access to your data, never sell it, and never use it to train AI models. You can request deletion of your data at any time, and a Business Associate Agreement is available for clinical customers.

Information We Collect

We collect information necessary to operate Mental Note AI and provide you with a secure, personalized experience. The types of information we collect include:

Account Information: When you create an account with Mental Note AI, we collect your email address and basic profile information required for account management and authentication.
Usage Data: We collect technical and analytical data about how you use Mental Note AI, including features accessed, add-in performance metrics, bounded error categories, and technical session status. This data helps us improve our service and diagnose issues. It does not include clinical note, document, prompt, transcription, recording, or generated-content text.
Optional Measurement and Attribution Data: In the MentalNote web app, and only when the relevant optional choice is active, we may collect content-safe campaign, landing-page, and referrer information; Google advertising identifiers (gclid, gbraid, and wbraid); the Microsoft/Bing click identifier (msclkid); bounded ad, campaign, network, and device identifiers; and, when available, Google Analytics client and session identifiers. We also record the time, policy version, and MentalNote surface associated with an advertising-measurement grant or withdrawal.
Payment Information: If you subscribe to a paid plan, we collect billing information. However, we do not directly process or store credit card information. All payment processing is handled by third-party payment processors through secure, encrypted channels. We receive transaction and billing status and the identifiers needed to manage your subscription; the limited checkout-attribution metadata is described below.
Device Information: We automatically collect information about the device and software you use to access Mental Note AI, including your operating system version, Word version, browser type, and IP address.

How We Use Your Information

Mental Note AI uses the information we collect for specific, legitimate purposes aligned with healthcare compliance and service delivery:

To create, maintain, and manage your account and subscription
To process payments and send billing information
To deliver, maintain, and improve Mental Note AI services and features
To diagnose and resolve technical issues and provide technical support
To understand how users interact with our service and optimize user experience
To send you important account, service, and legal notifications
To comply with legal obligations and enforce our Terms of Service
To prevent fraud, security breaches, and other harmful activity

We are committed to using your information only for these specified purposes. We do not sell, rent, lease, or share your personal information with third parties for marketing purposes.

Web Application and Microsoft Word Add-in Processing

Mental Note AI is available as both a web application and a Microsoft Word add-in. In either surface, clinical information that you choose to submit is sent over an encrypted connection to Mental Note AI and our contracted AI service providers to generate clinical documentation under the safeguards and Business Associate Agreements described in this policy. Generation does not occur solely within your browser, Word document, or Microsoft's systems.

When you use the Word add-in, Microsoft Word and Microsoft 365 provide the host interface and may process information needed for that integration in accordance with your organizational settings and Microsoft's privacy terms. When you use the MentalNote web application, it is not a Microsoft Word surface; its clinical processing is governed by this Privacy Policy and any applicable Business Associate Agreement. We recommend reviewing Microsoft's privacy documentation for the information Microsoft processes through Word and Microsoft 365.

HIPAA Compliance

Mental Note AI is designed to support HIPAA compliance for mental health professionals and organizations. We understand the critical importance of protecting Protected Health Information and have built our service with healthcare privacy requirements at its core.

Our commitment to HIPAA compliance includes:

Data-minimization controls designed to keep PHI out of analytics, advertising measurement, and attribution records
Secure data transmission using industry-standard encryption (HTTPS/TLS)
Strict access controls and authentication mechanisms
Regular security assessments and vulnerability testing
Administrative safeguards and workforce security training
Audit logs and monitoring for unauthorized access attempts

For organizations requiring a Business Associate Agreement (BAA) with Mental Note AI, we provide a standard BAA that outlines our responsibilities as a business associate and ensures compliance with HIPAA Privacy and Security Rules. Organizations using Mental Note AI in a HIPAA-regulated context should execute a BAA before processing PHI. Please contact us at support@mentalnote.ai to request a BAA.

Third-Party Services and Data Sharing

Mental Note AI uses third-party service providers to operate our platform and provide services on our behalf. These vendors have access only to information necessary to perform their functions and are contractually obligated to maintain the confidentiality and security of your data.

Key third-party services include:

Microsoft: We rely on Microsoft for Word add-in delivery and for certain infrastructure and authentication services. Microsoft's privacy terms apply to information Microsoft processes through those services; the Word-specific terms do not describe all processing in the separate MentalNote web application.
Payment Processors: Payment processing is handled by PCI-DSS compliant third-party payment processors. We do not store or have direct access to your credit card information.
Hosting and Cloud Infrastructure: We use secure cloud infrastructure providers to host our services and maintain system reliability.
Web-App and Add-in Operational Telemetry: Microsoft Application Insights provides cookie-less operational telemetry using content-free action names, counts, status values, and bounded error categories. If you independently enable Product analytics in the web app, Google Analytics processes privacy-filtered page paths and product events. If you enable Advertising measurement in the web app, MentalNote may process Google and Microsoft/Bing click identifiers and, when Product analytics is also active, a current Google Analytics client/session pair. Microsoft Clarity is not loaded in the MentalNote web app or Word add-in, and Google Analytics is not loaded in the Word add-in.
Marketing-Site Analytics: If you independently enable Analytics in Cookie settings, Google Analytics may process marketing-site visit data and Microsoft Clarity may process pseudonymous interaction data on the narrow static-page allowlist described below. Microsoft and its relevant affiliates receive and process Clarity data as our analytics service provider/processor, subject to Microsoft's terms and privacy statement. We exclude clinical, document, form, recording, generated-content, and other user-content flows from Clarity.

We carefully select service providers that meet healthcare compliance standards and maintain appropriate data processing agreements. We do not share your personal information with third parties for their independent marketing purposes.

Data Retention

Mental Note AI retains information only as long as necessary to provide services, comply with legal obligations, and protect our legitimate interests. Our data retention practices are designed to minimize the amount of personal information we hold:

Account Information: Retained for the duration of your account and for a reasonable period afterward to comply with accounting and legal requirements.
Marketing-Site Analytics: Provider retention periods depend on the data type and our provider settings. Microsoft states that ordinary Clarity playback data is retained for up to 30 days; a limited randomly selected or favorited subset of recordings, and Clarity heatmap/click data, may be retained for up to 9 months. Other operational usage data is retained only as needed for service improvement, security, and legal obligations.
Web-App Raw Click and Ad Identifiers: In the consent-v2 web-app path, current raw Google and Microsoft click identifiers and bounded ad-entity identifiers are available for measurement for no more than 30 days in browser and application records. At the boundary they are ignored, and a recurring application cleanup removes expired database fields. Content-safe campaign, landing, and referrer fields are not raw ad identifiers and may follow longer account and operational retention schedules.
Google Analytics Association: A current Google Analytics client/session pair is accepted only with current Advertising measurement evidence. The application limits ordinary session association to eight hours and checkout-related purchase association to 24 hours. Withdrawal or expiry clears or invalidates the pair for measurement.
Advertising-Measurement Consent Evidence: A web-app grant or withdrawal timestamp is active for exactly 90 days. Immediately after the 90-day boundary it no longer authorizes measurement, and a new affirmative choice is required for another 90-day grant. Product analytics has a separate saved choice and is not represented by this advertising timestamp.
Payment Information: Retained only as long as required for billing, accounting, and tax purposes, typically for 7 years to comply with regulatory requirements.
Historical Stripe Metadata: The current checkout flow sends Stripe content-safe campaign fields and, when purchase measurement qualifies, a random one-time binding token. It does not write current raw click/ad identifiers or Google Analytics client/session identifiers to Stripe. Some older Stripe objects may still contain raw click or Google Analytics identifiers written by legacy code. Current code neither reads nor adds those legacy fields, and the 30-day browser/application window does not cover those historical provider-side copies. Their inventory and deletion require a separate controlled Stripe cleanup.
Technical Logs: System logs and error reports are retained for a limited period to diagnose issues and improve service reliability.

We will not retain information longer than necessary. When you request deletion of your account, we will remove your personal information from our systems, except where retention is required by law or regulation.

Your Privacy Rights and Choices

We believe you should have control over your personal information. Depending on your location and applicable law, you may have the following rights:

Right to Access: You have the right to request a copy of the personal information we hold about you.
Right to Correction: You have the right to request correction of inaccurate personal information in our systems.
Right to Deletion: You have the right to request deletion of your personal information, subject to certain legal and operational exceptions.
Right to Data Portability: You have the right to obtain your personal information in a structured, commonly used, machine-readable format.
Right to Opt-Out: You have the right to opt out of non-essential communications and analytics collection.

To exercise any of these rights, please contact us at support@mentalnote.ai with your request. We will respond to your request within 30 days or as required by applicable law. We may need to verify your identity before fulfilling your request.

Cookies and Tracking Technologies

Mental Note AI uses essential storage for authentication, security, billing, privacy preferences, and core product operation. Product analytics and Advertising measurement are independent optional categories. A missing or expired optional choice is treated as denied.

MentalNote Web Application

At app.mentalnote.ai, the available choices are:

Essential: Necessary storage remains active. MentalNote also uses Microsoft Application Insights for cookie-less operational telemetry and product events; the browser telemetry SDK is configured not to use cookies or browser storage.
Product analytics: If you enable this category, Google Analytics may receive privacy-filtered page paths, device and browser information, and product interaction events. This choice is independent from Advertising measurement.
Advertising measurement: If you enable this category, MentalNote may store the raw Google identifiers gclid, gbraid, and wbraid; the Microsoft/Bing identifier msclkid; and bounded ad-entity fields. MentalNote may connect content-safe visit information with a later sign-up. If Product analytics is also enabled and a current Google Analytics client/session pair is available, MentalNote may use that pair to associate a settled purchase with the consented visit.

For the Google tag, ad_storage and ad_user_data are granted only while Advertising measurement is allowed. These signals support Google Analytics and Google Ads measurement where configured. ad_personalization is always denied. MentalNote does not use these choices for personalized ads or remarketing. The current application does not directly upload offline-conversion files to Google Ads or Microsoft Advertising.

MentalNote does not send note text, document text, audio, transcriptions, prompts, or generated clinical content to Google Analytics, Microsoft Application Insights, Microsoft Clarity, Google Ads, Microsoft Advertising, Stripe attribution metadata, or the attribution account record. Measurement events may indicate that a note was completed, copied, or exported and may include a bounded note-format label, but not the note's content. Clinical content used to provide the product is processed separately as described elsewhere in this policy.

Advertising-measurement consent evidence is valid for exactly 90 days. It becomes inactive immediately after the 90-day boundary, and MentalNote asks you to make a new choice; consent is not renewed automatically. Product analytics has a separate saved choice and does not inherit an advertising grant.

Use Privacy choices in the web-app footer to change or withdraw either optional choice at any time. Withdrawal takes effect immediately in the current tab: the relevant Google consent signals are denied, disallowed identifiers stop being used, and MentalNote attempts to scrub the local advertising-attribution record. When browser storage and messaging APIs allow it, storage events synchronize both choices across other open MentalNote tabs and an additional browser channel propagates advertising withdrawal if an ordinary storage write fails. If the browser refuses both removal and overwrite, optional measurement remains denied in the current tab and the privacy controls display a warning to clear this site's data before reloading; page code alone cannot guarantee invalidation of a surviving browser-stored grant. For a signed-in account, MentalNote also attempts to send a withdrawal record to the application service so the earlier advertising-consent epoch and related measurement identifiers no longer authorize linkage.

Mental Note AI Microsoft Word Add-in

The Word add-in does not load Google Analytics or Microsoft Clarity. It uses Microsoft Application Insights for cookie-less operational telemetry needed to monitor reliability and product operation. That telemetry is limited to content-free action names, counts, status values, and bounded error categories; it does not include raw clinical input or output, account email, chat or document identifiers, or user-facing error text. Clinical information sent to provide the product is processed separately through the encrypted product service and contracted providers described above.

Mental Note AI Marketing Site

On mentalnote.ai, Analytics and Advertising measurement are also separate optional choices, with essential preference storage always active. A saved marketing-site preference expires at the 90-day boundary, after which the site asks again. The current marketing-site attribution bridge does not persist raw click or ad-entity identifiers; it retains only validated campaign and visit context when Advertising measurement is enabled.

With marketing-site Analytics consent, Google Analytics may use identifiers such as the _ga cookie to measure visits. On a separate narrow allowlist of reviewed static pages, Microsoft Clarity may reconstruct sessions and produce heatmaps. Clarity typically uses the pseudonymous first-party _clck cookie to recognize a browser on this site and _clsk to connect page views into a session. Microsoft and relevant affiliates receive and process that data for us as an analytics service provider/processor.

Clarity is permitted only on the reviewed static privacy, security, and documentation pages and on the three reviewed, form-free paid-search landing pages for the SOAP-note, progress-note, and session-to-note workflows. On those paid-search pages, the site removes the query string and fragment from the visible URL before Clarity can load. Clarity remains disabled throughout app.mentalnote.ai and on the homepage, pricing, features, HIPAA, tools, support and form flows, guides and clinical-content pages, every other paid-search page, and every page containing a form, editable field, document, note, recording, generated content, or other user content. Ordinary Clarity playback data may be retained for up to 30 days. A limited randomly selected or favorited subset of recordings, and heatmap/click data, may be retained for up to 9 months. See Microsoft's Clarity retention documentation and cookie documentation.

We do not use these technologies to build behavioral profiles linked to patient data, and we do not send PHI or form, note, recording, document, or generated clinical content to marketing-site analytics. Use the Cookie settings button shown on every marketing-site page to accept, reject, independently change, or withdraw either optional category at any time. Withdrawal immediately denies optional measurement in the current tab and attempts to clear accessible measurement cookies and optional attribution storage. When the browser accepts the saved preference update, the choice synchronizes to other open tabs and the page reloads without disallowed tags. If the browser refuses both removal and overwrite, optional measurement remains denied in the current tab and the controls display a warning to clear this site's data before reloading; page code alone cannot guarantee invalidation of a surviving browser-stored grant. You can also use browser controls; disabling essential storage may prevent us from remembering your choice.

Children's Privacy

Mental Note AI is designed for and directed toward healthcare professionals and is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete such information promptly. If you believe we have collected information from a child under 13, please contact us immediately at support@mentalnote.ai.

Security of Your Information

Mental Note AI implements comprehensive technical, administrative, and physical safeguards designed to protect your personal information from unauthorized access, alteration, disclosure, and destruction. Our security measures include:

Encryption of data in transit using TLS/SSL protocols
Secure authentication mechanisms including multi-factor authentication support
Regular security audits and penetration testing
Access controls limiting information to authorized personnel only
Incident response procedures and security monitoring
Employee training on privacy and security practices

While we implement robust security measures, no system is completely secure. We cannot guarantee absolute security of information transmitted over the internet or stored electronically. You are responsible for maintaining the confidentiality of your account credentials and should notify us immediately of any unauthorized access.

Changes to This Privacy Policy

Mental Note AI may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last Updated" date at the top of this policy and, for significant changes, by sending you an email notification to the address associated with your account or by displaying a prominent notice on our website.

Your continued use of Mental Note AI following the posting of changes constitutes your acceptance of the revised Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.

International Data Transfers

Mental Note AI may process and store information in the United States and other countries where we operate. If you use our service from outside the United States, please be aware that your information may be transferred to, stored in, and processed in the United States and other countries, which may have data protection laws different from those in your country of origin. By using Mental Note AI, you consent to the transfer of your information to countries other than your country of residence, which may have different data protection rules.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Mental Note AI
Email: support@mentalnote.ai
Website: https://mentalnote.ai

We will respond to your inquiry within 30 business days. If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.

California Privacy Rights

If you are a California resident, you have additional privacy rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). These laws provide you with the right to know what personal information is collected, the right to delete personal information collected from you, and the right to opt-out of the sale or sharing of your personal information. Mental Note AI does not sell or share personal information as defined under California law. To exercise your rights under CCPA/CPRA, please submit a request to support@mentalnote.ai with "California Privacy Request" in the subject line.

European Users

If you are located in the European Union or United Kingdom, your use of Mental Note AI is governed by the General Data Protection Regulation (GDPR) and UK data protection laws. We process your personal information only with your consent or where we have a legitimate legal basis to do so. You have the right to access, rectify, erase, restrict, or port your personal data. To exercise your rights, please contact support@mentalnote.ai. If you believe we have violated your data protection rights, you have the right to lodge a complaint with your local data protection authority.