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Privacy Policy

PsyFi Scribe

Effective Date: March 9, 2026 · Last Updated: March 9, 2026

PsyFi Scribe ("the Extension") is a Chrome browser extension developed by PsyFi Technologies ("we," "us," or "our"). This privacy policy explains what data we collect, how we use it, and how we protect it.

1. What We Collect

Account Information

  • Email address and authentication credentials used to sign in via AWS Cognito (email/password or Google Sign-In)
  • Subscription plan and entitlement details associated with your PsyFi account

Session Audio

  • Microphone audio and browser tab audio captured during a recording session
  • Audio is captured only when the user explicitly clicks "Start Recording" and stops when the user clicks "Stop Recording"

Transcript Data

  • Transcripts generated from your recorded audio, including speaker identification labels
  • SOAP note summaries generated from the transcript
  • Session metadata: session title (if provided), meeting platform, recording duration, and timestamp

2. How We Use Your Data

All data collected is used solely to provide the transcription service:

  • Audio is streamed to our transcription server during recording, processed by OpenAI Whisper for transcription and speaker diarization, then deleted from the server after processing is complete. We do not retain raw audio files.
  • Transcripts and SOAP notes are stored in your PsyFi account so you can review them later. They are associated with your user ID and accessible only to you.
  • Authentication data is used to verify your identity and subscription status. Passwords are handled entirely by AWS Cognito and are never stored by the Extension or our servers.
  • Session metadata (title, platform, duration) is stored alongside transcripts to help you organize your sessions.

3. What We Do NOT Do

  • We do not sell or transfer your data to third parties
  • We do not use your data for advertising, analytics, or profiling
  • We do not use your data to determine creditworthiness or for lending purposes
  • We do not record audio without your explicit action (clicking "Start Recording")
  • We do not track your browsing history — the active tab URL is checked once at recording start solely to detect the meeting platform (Zoom, Google Meet, or SimplePractice)

4. Data Storage and Security

  • Authentication tokens are stored locally in Chrome's extension storage and are transmitted over HTTPS
  • Audio is transmitted via encrypted WebSocket (WSS) connections
  • Transcripts are stored in our database and accessible only to the authenticated account owner
  • All server communication uses HTTPS/TLS encryption

5. Data Retention

  • Audio recordings: Deleted from the server immediately after transcription is complete. Not retained.
  • Transcripts and SOAP notes: Retained in your account until you delete them.
  • Authentication tokens: Stored locally and cleared when you sign out.

6. Third-Party Services

The Extension uses the following third-party services:

Service Purpose
AWS Cognito User authentication and identity management
OpenAI Whisper Speech-to-text transcription (self-hosted, audio is not sent to OpenAI)

Whisper runs on our own servers — your audio is not sent to OpenAI or any other third-party API.

7. Your Rights

You may:

  • Access your transcripts and session data through your PsyFi account
  • Delete individual sessions or your entire account by contacting us
  • Sign out at any time to clear local authentication tokens
  • Uninstall the Extension to remove all locally stored data

8. HIPAA Considerations

PsyFi Scribe is designed with healthcare privacy in mind. Audio is encrypted in transit, processed server-side, and not retained after transcription. Transcripts are stored in a secured database accessible only to the authenticated user. A Business Associate Agreement (BAA) is automatically accepted when you create a PsyFi account.

9. Changes to This Policy

We may update this privacy policy from time to time. Changes will be reflected by updating the "Last Updated" date above. Continued use of the Extension after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this privacy policy or your data, contact us at:

Email: support@psyfitechnologies.com
Website: psyfitechnologies.com