Privacy Policy

DocBen Dictation mobile application

Last updated: August 3, 2026

This Privacy Policy describes how DocBen (“we,” “us,” or “our”) collects, uses, and protects information when you use the DocBen Dictation mobile application (the “App”). The App is a clinical voice dictation companion that helps physicians create PhilHealth CF4 claim documentation through speech-to-text transcription and AI-assisted field extraction. By installing or using the App, you agree to the practices described in this Policy.

1. Information We Collect

1.1 Information You Provide

• Account credentials. When you sign in, we collect your Cognito username and authentication token to verify your identity.
• Patient information. You may enter patient identifiers (name, birth date, sex, chart number) and clinical details needed for CF4 documentation.
• Dictation content. Voice recordings and the resulting transcripts, along with any AI-extracted CF4 fields you review and finalize.

1.2 Information Collected Automatically

• Device and usage data. App version, device model, operating system, and crash logs used to diagnose and fix errors.
• Audio recordings. Microphone audio captured during an active dictation session, with your explicit permission.

2. How We Use Information

• To authenticate your account and authorize API requests.
• To transcribe your dictation and extract structured CF4 fields using AI services.
• To save and retrieve patient records and dictation history linked to your hospital group.
• To operate offline features, such as caching the patient list and queuing failed saves for retry.
• To improve reliability, diagnose crashes, and maintain the App.

3. How We Store and Protect Information

Dictation recordings are stored locally on your device during a session and are deleted from the device after you save or discard the record. Transcripts and finalized records are transmitted over HTTPS to our backend, where they are stored in encrypted AWS DynamoDB tables. Sensitive patient fields may be additionally protected with AWS KMS field-level encryption.

Authentication is handled through Amazon Cognito. We do not store your password on the device. If you enable biometric quick re-login, only a secure reference to your credentials is retained using the platform secure storage.

4. Data Sharing and Disclosure

We do not sell your information. We share data only:

• With our cloud infrastructure providers (AWS, OpenAI) strictly to operate the transcription, extraction, and storage features.
• To comply with legal obligations or respond to lawful requests from public authorities.
• In connection with a merger, acquisition, or asset sale, subject to confidentiality protections.

5. Third-Party Services

The App relies on the following third-party services, each governed by its own privacy policy:

• Amazon Cognito — authentication and user identity.
• Amazon Web Services (DynamoDB, S3, KMS) — data storage and encryption.
• OpenAI — AI-powered CF4 field extraction from transcripts.
• expo-speech-recognition — on-device speech-to-text transcription.

6. Your Rights and Choices

• Microphone permission. You can grant or revoke microphone access at any time through your device settings. Revoking access disables dictation.
• Biometric login. You can disable biometric quick re-login from the App settings at any time.
• Data deletion. You may delete patient records and dictation history from within the App. Account deletion requests can be sent to the contact below.

7. Data Retention

Local audio recordings are deleted after save or discard. Finalized dictation records are retained on the backend for as long as needed to support your hospital’s CF4 documentation workflow, or until you delete them. Account and authentication data is retained for the lifetime of your Cognito account.

8. Children’s Privacy

The App is intended for use by licensed healthcare professionals and is not directed at children under 18. We do not knowingly collect personal information from children.

9. International Data Transfer

Your data is processed and stored on AWS infrastructure, which may be located outside your country of residence. By using the App, you consent to such transfers in accordance with this Policy.

10. Security

We use industry-standard safeguards including TLS encryption in transit, AES-256 encryption at rest, and optional KMS field-level encryption for sensitive patient fields. No method of transmission or storage is completely secure, but we work to protect your information using reasonable technical and organizational measures.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. We encourage you to review this page periodically.

12. Contact Us