Last updated: April 22, 2026
This Privacy Policy explains how CliniQuill Mobile collects, uses, and protects personal and health information when you use the app to capture clinical encounters and support AI-assisted documentation.
1. Introduction and Scope
CliniQuill Mobile is a secure companion app to the CliniQuill AI Scribe platform. It is designed for individual healthcare providers and authorized members of healthcare organizations who use CliniQuill to support clinical documentation.
The app supports point-of-care capture in community-based, remote, and disconnected settings — including isolated communities with limited or no internet connectivity. With CliniQuill Mobile, you can:
- Capture audio recordings of clinical encounters or provider dictation
- Capture clinical photos
- Capture clinical videos
- Optionally record basic client identification details to associate media with the correct documentation session
When you are offline, you can continue capturing encounter media. Once Wi‑Fi or cellular connectivity is available, you can securely synchronize your recordings with the CliniQuill platform for AI-assisted documentation generation.
This Privacy Policy applies to the CliniQuill Mobile app only. It does not apply to the CliniQuill web platform, CliniQuill's web services, or other products, each of which is governed by its own privacy policy.
Account access: CliniQuill accounts — whether individual or organizational — are created and managed through the CliniQuill web platform. The mobile app does not support account registration.
2. Data We Collect
CliniQuill Mobile collects the minimum information necessary to capture encounter media and associate it with the correct documentation session when you sync.
Optional Client Identification
All client identification fields in CliniQuill Mobile are optional. You may choose to enter any or all of the following to link a recording session to a specific client:
- Last name
- Given name
- Middle name
- Date of birth
- Gender
- ID (such as a personal health number or other client identifier chosen by the clinician)
- Email address
- Preferred phone number
- Mobile phone number
- Home phone number
You are not required to enter any of these fields to capture audio, video, or photos. If you choose not to enter client identification, media files are captured without client association and can be linked to a record manually after syncing.
2A. Consent Capture
Before beginning any recording that involves a client, CliniQuill Mobile prompts the clinician to record the basis on which the session is being captured. The following options are available:
- Client consented for this session — the client has provided consent for digital transcription during the current encounter only. The consent prompt will be presented again at the start of the next session with this client.
- Client consented for all sessions — the client has provided consent for digital transcription for all future encounters. The consent prompt will not be displayed again for subsequent sessions with this client; the standing consent is applied automatically.
- I want to record myself — the clinician is recording their own dictation only. No client is present or being recorded. Client consent is not required for this capture mode. The consent prompt will be presented again at the start of the next session with this client.
The consent prompt is displayed to the clinician before recording begins. It is the responsibility of the clinician to obtain and accurately record the client's consent in accordance with applicable professional and legal obligations. CliniQuill Mobile records the consent selection as part of the session log but does not independently verify or validate client consent.
The consent selection made for each session is transmitted to the CliniQuill web platform when you sync and is retained there as part of the session record. Where a client has consented for all sessions, this preference is also stored locally on the device so that the consent prompt is suppressed in future sessions with the same client.
Once a consent selection has been recorded in CliniQuill Mobile, it cannot be modified within the mobile app. If a client withdraws or changes their consent, or if a recorded consent selection needs to be corrected, this must be done through the CliniQuill web platform. Clinicians should ensure consent is accurately captured before beginning a recording session.
Clinical Media
Depending on your workflow and what you choose to capture, the app may process:
- Audio recordings of clinical encounters or provider dictation
- Clinical photos (for example, wound images or clinical observations)
- Clinical videos (for example, mobility or functional assessments)
Audio: When you record audio, CliniQuill Mobile creates an encrypted audio file stored locally on your device using AES-256 encryption, with encryption keys managed in the device's hardware-backed secure vault. When you sync, audio files are transmitted securely to CliniQuill's servers, where they are transcribed and processed for documentation generation. No transcription or AI processing occurs on your device.
Photos: Clinical images are stored locally on your device using AES-256 encryption until you sync. When you sync, images are transmitted securely to CliniQuill's servers to support documentation generation.
Video: Video recordings are stored locally on your device using AES-256 encryption until you sync. When you sync, video files are transmitted securely to CliniQuill's servers for documentation generation.
3. Why We Collect This Information
We collect only what is necessary to support your clinical documentation workflow:
- Optional client identification helps associate captured media with the correct client documentation session, reducing manual matching after sync
- Consent selections create a record of the basis on which recording occurred, supporting your professional and regulatory obligations
- Audio recordings allow you to capture encounter audio or provider dictation for AI-assisted transcription and documentation generation
- Photos and videos allow you to capture clinical observations and functional assessments for documentation support
3A. How We Use Health Data
We process personal and health information only to deliver AI-assisted documentation services to you or your organization.
Your data:
- Is used only to provide the core functionality of the CliniQuill platform
- Is never sold
- Is not used for advertising, marketing, or profiling
- Is shared only as necessary to deliver clinical documentation services on your behalf
Important Medical Disclaimer
CliniQuill Mobile is a clinical documentation support tool. It is not a medical device and is not intended for use in the diagnosis of disease or other conditions, or in the cure, mitigation, treatment, or prevention of disease. It does not provide medical advice, diagnosis, or treatment recommendations, and it is not a substitute for the clinical judgment of a licensed healthcare provider.
All documentation generated by CliniQuill must be reviewed and approved by an authorized clinician before being incorporated into any health record.
4. How Your Data Is Used
You can capture media while online or offline.
- When you are offline, all local application data — including media files and any client identification you have entered — is encrypted using AES-256, with encryption keys managed in the device's hardware-backed secure vault
- When connectivity is available, you decide when to sync your data
- Once synced, media is transmitted to CliniQuill's servers for processing; documentation drafts are then generated and made available for your review in the CliniQuill web platform
- After a successful sync, clinical media (audio, photos, and video) is permanently removed from your device. Limited client identification data may be retained locally to support persistent session association and provider workflow.
You remain in control of when media is submitted for processing.
5. App Permissions
Immediately after you sign in for the first time, CliniQuill Mobile displays a prominent disclosure explaining how local storage and the optional use of the camera and microphone support clinical documentation. To use the app, you must acknowledge and accept the local storage conditions and acknowledge the potential use of the camera and microphone. If you do not agree to all three items, you cannot use the app.
Local Storage: All local application data, including captured media, is encrypted using AES-256, with encryption keys managed in the device's hardware-backed secure vault until synchronization occurs.
We request only the permissions needed to support clinical documentation capture.
Camera
You may grant camera access so you can:
- Capture clinical photos such as wound images or clinical observations
- Record clinical videos such as mobility or functional assessments
Microphone
You may grant microphone access to:
- Record audio of clinical encounters
- Record provider dictation for transcription and documentation generation
- Capture audio as part of video recordings
Audio and video are captured only when you actively start a recording. All recordings are encrypted using AES-256 and stored locally on the device, with encryption keys managed in the device's hardware-backed secure vault, until you sync.
Important: CliniQuill Mobile does not perform any transcription or AI processing on your device. All transcription and AI-assisted documentation generation occurs exclusively on CliniQuill's secure servers after you sync. An active internet connection (Wi‑Fi or cellular data) is required for this processing to take place.
The app does not access your contacts or email. If you choose to upload media by selecting files from your device, we access only the specific files you select.
6. Data Storage, Retention, and Residency
Offline Storage
When you work offline, all local application data is encrypted using AES-256, with encryption keys managed in the device's hardware-backed secure vault, allowing you to continue capturing encounters without an internet connection. To minimize the local data footprint, all clinical media — audio, photos, and video — is purged from the device immediately following a successful sync. Limited client identification data may be retained locally to support a persistent session list and provider workflow.
Synchronization and Device Purge
When connectivity is available, you decide when to sync your data.
- Once synced, your media is transmitted to CliniQuill's servers for processing, and documentation drafts are made available in the CliniQuill web platform for your review
- After a successful sync, clinical media included in the sync is permanently deleted from your device
- Limited client identification information may continue to be stored locally to maintain a persistent session list
Platform Retention
Records stored within the CliniQuill platform are retained in accordance with your account agreement and applicable health information laws.
Data Residency
We design CliniQuill Mobile and its processing services to support Canadian health information privacy requirements. Audio recordings, photos, and videos transmitted for processing — and the resulting transcripts and documentation drafts — are handled within Canadian-based cloud infrastructure, configured to remain in Canada.
We use Canadian Cloud Service Providers whose services are configured so that all media processing and transcription data remains in Canada.
7. Security
Certified Security and Compliance
CliniQuill prioritizes the protection of sensitive health data through a rigorous, audited security framework:
- ISO/IEC 27001:2022 Certified: Our Information Security Management System (ISMS) is independently audited and certified to international standards.
- Encryption at Rest and In Transit: Personal health information is encrypted at rest using AES-256 and in transit using TLS 1.2 or higher, including TLS 1.3 where supported.
- Canadian Data Residency for Media Processing: Audio recordings, photos, and videos transmitted for processing — and the resulting transcripts — are handled within Canadian-based infrastructure configured to remain in Canada (see Sections 6 and 8).
- Local Encryption and Key Management: When you work offline, local application data is encrypted using AES-256, with encryption keys managed in the device's hardware-backed secure vault. Clinical media is automatically purged from the device after a successful sync.
- Server-Side Processing Only: No transcription or AI processing occurs on your device. All such processing takes place exclusively on CliniQuill's secure servers.
- Comprehensive Audit Logging: Access, capture, and synchronization events are logged to support security monitoring, transparency, and regulatory accountability.
- Privacy First: The app is designed to support compliance with Canadian federal and provincial health information privacy legislation. The app uses native platform media pickers so it only accesses the specific files you choose to upload.
Authentication and Access Controls
You sign in using your authorized CliniQuill account credentials. Access controls and password security requirements are consistent with healthcare industry standards.
Your access is limited to the CliniQuill account and features authorized under your subscription — individual or organizational seat, as applicable.
Offline Access
When you use the app offline, you must unlock it using a minimum four-digit PIN that you set while online.
Session Security and Device Practices
The app automatically locks after 90 minutes of inactivity. No data is visible and you must re-authenticate to continue:
- Enter your PIN when offline
- Enter your account password when online
While we secure the app itself, the security of information on your device also depends on how you use and protect that device. You are responsible for following applicable mobile device security practices.
At a minimum, we strongly recommend that you:
- Enable biometric authentication (Face ID, Touch ID, fingerprint) or a strong device passcode
- Never leave your device unattended while the app is open
- Immediately report a lost or stolen device to info@cliniquill.ai so your access can be revoked
8. Media Processing and CliniQuill AI Scribe Integration
If you choose to capture audio, photos, or video within CliniQuill Mobile, those media files are encrypted and stored locally on your device — with encryption keys managed in the device's hardware-backed secure vault — until you initiate synchronization.
No transcription or AI processing occurs on your device. All processing takes place exclusively on CliniQuill's secure servers after you sync.
When you sync while online, media files are transmitted securely to CliniQuill's servers, where they are processed as follows:
- Audio recordings are transcribed using Canadian-based cloud speech services, and the resulting transcripts are used for AI-assisted documentation generation
- Photos are processed to support documentation generation
- Video files are processed for documentation generation
- The consent selection recorded at the start of the session is transmitted to the CliniQuill web platform and retained there as part of the session record
CliniQuill does not write documentation back to CliniQuill Mobile. All AI-generated documentation drafts are delivered to the CliniQuill web platform, where they must be reviewed and manually approved by the authorized clinician before being incorporated into any health record.
All processing occurs within Canadian-based infrastructure configured to support Canadian health information privacy requirements.
CliniQuill's supporting service providers act solely on behalf of CliniQuill and are contractually prohibited from retaining, reusing, selling, or disclosing information beyond the delivery of the contracted service.
9. Accounts and Subscriptions
Account Creation
CliniQuill accounts are created and managed through the CliniQuill web platform. The mobile app does not support new account registration.
Free Trial
New CliniQuill accounts include a 30-day free trial during which you may use all features of the platform, including CliniQuill Mobile. At the end of the trial period, continued access requires a paid subscription.
Individual and Organizational Accounts
CliniQuill subscriptions are available to individual healthcare providers and to healthcare organizations that purchase a defined number of user seats and assign them to authorized staff. Seat assignment and organizational account management are handled through the web platform.
10. Your Rights
Your rights regarding personal information held by CliniQuill — including the right to access, correct, or request deletion of your information — are governed by applicable Canadian federal and provincial privacy legislation.
If you are using CliniQuill through an organizational account, requests related to client health information should be directed to your organization in accordance with its policies and applicable law.
If you are an individual account holder, you may direct privacy-related requests to info@cliniquill.ai.
We support all account holders in responding to privacy-related requests in a timely manner.
11. Account Deletion and Data Requests
You can request deletion of your CliniQuill account at any time.
How to Request Deletion
Account deletion requests are handled by the CliniQuill support team to protect the integrity of clinical records and meet applicable regulatory requirements.
You may request deletion by emailing info@cliniquill.ai with the subject line "Account Deletion Request."
Process and Timeline
- We verify your identity before processing any deletion request
- Once verified, your account is deactivated and your personal user data is removed from active systems within 30 days
Note on Clinical Records
Documentation drafts generated by CliniQuill that have been approved and incorporated into a health record by a clinician form part of that legal record and are subject to the retention obligations of the applicable organization or individual provider under Canadian health information law.
12. Contact Us
If you have questions about this Privacy Policy or how your information is handled, contact us at:
Privacy Team Email: info@cliniquill.ai Phone: 587-400-2919