Welcome to ChiroHD, a software platform operated by ADIO Software, LLC. We are committed to protecting your privacy and providing clear, transparent information about how your data is collected, used, and safeguarded. By using our website, AI tools, communication features, or any ChiroHD software (the “Services”), you agree to the practices described in this PrivacyPolicy.
1. What Information ChiroHD Collects
1.1 Personal Information
We collect Personal Information such as your name, email address, phone number, accountlogin credentials, communication preferences, and billing details.
1.2 Device & Usage Information
We automatically collect technical information about your interaction with our Services, including your IP address, browser type, device type, session activity, navigation behavior, andother usage data that helps us understand how our platform is accessed and used.
1.3 AI & Interaction Data (Transcriptions, Audio, Prompts)
ChiroHD uses AI-driven features to support transcription, audio-to-text conversion, automated summaries, workflow automation, and enhanced support interactions. To provide these capabilities, we may collect, process and store audio recordings, transcriptions, user prompts, chat inputs, AI-generated summaries, and metadata such as timestamps and routing information. This information is used solely to operate and improve ChiroHD’s AI-enhanced services. ChiroHD shall ensure that all AI-driven features comply with applicable laws regarding non-discrimination, implement measures to prevent algorithmic bias, maintain transparency regarding the use of AI in processing PHI, and conduct regular reviews and revisions of AI systems to maximize accuracy and reliability.
1.4 Protected Health Information - HIPAA
ChiroHD is not a Covered Entity as defined under the Health Insurance Portability andAccountability Act of 1996 and its implementing regulations (“HIPAA”); however, we may act asa “Business Associate” under HIPAA when we provide the Services to healthcare providers,health plans, or other entities that qualify as “Covered Entities” or to their Business Associates.As such, some features of the Services may enable the creation, receipt, maintenance,transmission, or processing of protected health information (“PHI”) as defined under HIPAA. Insuch instances, our use and disclosure of PHI is subject to HIPAA and governed by a BusinessAssociate Agreement (“BAA”). Users should not enter or provide PHI through the Servicesunless or until a BAA is in place between such users and ChiroHD. If you are, or act on behalfof, a Covered Entity or Business Associate (each, as defined under HIPAA) and PHI will betransmitted in connection with your use of the Services, such PHI will be handled in accordancewith HIPAA and the applicable BAA executed between the relevant Covered Entity or BusinessAssociate and ChiroHD, which controls with respect to any use and disclosure of PHI and isexpressly incorporated by reference herein.Users are responsible for (1) determining that the Services are appropriate for PHI and that theuses and disclosures of PHI by such user are in accordance HIPAA and applicable BAA, (2)obtaining all necessary authorizations, consents, and permissions, including, but limited to, anypatient authorizations required by law, and (3) ensuring compliance with applicable state andfederal laws, including HIPAA with respect to such user’s access and use of the Services. Tothe extent that ChiroHD receives or maintains PHI in the course of providing the Services,ChiroHD applies privacy and security safeguards required by applicable law to protect andsafeguard the confidentiality of such PHI and ensure that PHI is secured, used and disclosed(1) only as necessary to perform the Services, (2) as permitted or required by HIPAA or theBAA, and (3) in accordance with ChiroHD’s legal obligations under applicable law. Any PHIprocessed by any AI-driven features described in Section 1.3 in connection with our Services isused solely to provide those Services as described in this Privacy Policy and in accordance withany applicable BAA, HIPAA, and applicable state law requirements.If you are a patient of any healthcare provider customer that uses our Services, our processingof information on behalf of all our healthcare provider customers is governed by the agreementswe enter into with such healthcare provider customers, including this Privacy Policy and eachapplicable BAA. Your healthcare provider may also have its own privacy practices and/orpolicies that govern its collection and use of your information. We are not responsible for howyour healthcare provider treats your information, and we recommend you review their privacypolicies. For any patients using our Patient Application, please reference our Patient AppPrivacy Policy, which describes our policies and procedures on the collection, use anddisclosure of information relating to your use of the Patient Application.
1.5 Information from Third-Party Integrations
We may receive data from third parties, including Amazon Web Services (AWS), ElevenLabs,EHR/EMR systems, payment processors, and communication providers such as Zoom. Thisinformation helps support secure hosting, transcription operations, and communicationworkflows. If any data received or exchanged by third-parties constitutes PHI, we will enter intoBAAs with such third parties and any use or disclosure of such PHI will be governed by theapplicable BAA and HIPAA.
2. How ChiroHD Uses Your Information
We use the information we collect (including, but not limited to personal data and PHI) tooperate our platform, provide our internal and private AI-powered features, enable transcriptionand communication services, improve performance, resolve issues, enhance user support,develop new capabilities, and comply with legal or contractual requirements. All information isused strictly for operational and service-related purposes. Any PHI processed by our AI-powered features in connection with our Services is used solely to providethose Services as described in this policy and in accordance with applicable BAAs and HIPAArequirements. We do not use PHI (unless it has been de-identified in accordance with HIPAA)for the development, training, or improvement of our AI-powered features, nor do we use yourdata to train third-party AI models or for any purpose unrelated to the delivery and improvementof our Services.
3. How ChiroHD Shares Information
3.1 Service Providers
We share information with trusted service providers who help us deliver, secure, and supportthe platform. These partners process information strictly on our behalf and are not permitted touse it for their own purposes. Our service providers include AWS for secure hosting and AIcomputation, ElevenLabs for audio transcription and processing, SMS and communicationcarriers such as Zoom, customer support tools, and payment processing platforms. To theextent such information contains PHI, we maintain subcontractor BAAs with such partners toprotect and safeguard the confidentiality of such PHI in accordance with HIPAA and applicablestate law.
3.2 Legal or Compliance Requirements
We may disclose information when and as required by law, regulation, subpoena, or other legalProcesses.
3.3 Business Transfers
If ChiroHD is involved in a merger, acquisition, or asset transfer, your information may betransferred to the acquiring party as part of the transaction to the extent permitted by applicableLaw.
3.4 With Your Authorization
We may share information with third parties when you explicitly authorize or request us to doSo.
4. ChiroHD Does Not Sell Personal Information
ChiroHD does not sell, rent, trade, or license Personal Information to third parties. We do notshare information for marketing, advertising, data monetization, behavioral targeting,cross-context profiling, or for training any external AI models. We also prohibit service providers from reusing or repurposing your data for their own benefit. This policy complies with SMScarrier requirements, including those established by Zoom and The Campaign Registry.
5. Marketing and Communication Preferences
ChiroHD may send service updates, product announcements, or messages related to our platform. You may opt out of these communications at any time using the unsubscribe linkprovided in our emails and text messages. We do not sell or share your Personal Information or any PHI with outside organizations so they can market their products or services to you.
6. Cookies, Tracking, and Analytics
ChiroHD uses cookies and analytics technologies to maintain website functionality, enhanceperformance, understand usage trends, and improve user experience. These technologies arenot used to sell or share your information with advertisers and do not track you for advertisingpurposes.
7. How ChiroHD Protects Your Data
We apply health care regulatory and industry-standard security measures to safeguard yourinformation and mandate our employees to receive compliance training in accordance withapplicable law. These measures include encryption in transit and at rest, secure AWS hosting,authentication controls, audit logging, and secure software development practices.AI-processed data receives enhanced protections and is handled with strict access controls.
8. AI Processing Disclosure (AWS & ElevenLabs)
ChiroHD uses AI technologies to support transcription, automation, summarization, andworkflow improvements. Our AI infrastructure relies on Amazon Web Services for securecomputation and cloud hosting, and ElevenLabs for enterprise-grade audio and languageprocessing. These partners operate under strict contractual requirements and may use yourinformation only to support ChiroHD’s Services, including to train our AI technologies, providedthat no PHI (unless it has been de-identified in accordance with HIPAA) will be used to train ourAI technologies. They are not permitted to train unrelated or public AI models with yourinformation, nor may they disclose your data to third parties. ChiroHD does not authorize anyvendor to use customer data for model training beyond the scope of the contracted service.
9. Your Privacy Rights
Depending on your jurisdiction, you may have the right to access, correct, delete, or obtain acopy of your Personal Information, as well as the right to opt out of marketing communicationsor request additional details about how your data is used. To exercise your rights, contact us at support@chirohd.com.
10. Data Retention
We retain Personal Information only for as long as necessary to provide our Services, complywith legal or contractual requirements, and support product functionality and improvement andas otherwise permitted by applicable law. AI transcripts and interaction data may be retained toenhance service quality unless a customer agreement specifies otherwise.
11. Mobile Data
No mobile data will be shared with third parties/affiliates for marketing/promotional purposes at any time
12. Children’s Privacy
ChiroHD does not knowingly collect or process Personal Information from children under theage of 13. If you believe a child has provided information to us, please contact us so we canremove it promptly.
13. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in technology, legalrequirements, or our business operations. When changes occur, we will revise the “LastUpdated” date at the top of this page.
14. Contact Us
If you have questions about this Privacy Policy or would like to exercise your privacy rights, youmay contact us at:
ChiroHD (ADIO Software, LLC)
Email: support@chirohd.com
