Data Processing & Patient Notification Guidance

1. Introduction

HearScribe processes voice data differently from traditional recording systems. This document explains our unique architecture and helps clinicians understand their compliance position regarding patient notification.

Key Insight

HearScribe's architecture means no patient audio is ever stored on HearScribe servers. Voice data follows two parallel paths: local browser recording (never transmitted) and live transcription (processed transiently by Google, not stored).

2. How HearScribe Processes Voice Data

When you use HearScribe's transcription feature, your voice data is processed through two parallel systems:

Data Flow Overview

Microphone Input

↓

Browser (Your Device)

↓ Splits into two parallel paths:

Path 1: Local Recording

Audio → MediaRecorder API → Browser Memory (RAM)

Never sent to any server. Destroyed on tab close or "Next Patient".

Path 2: Live Transcription

Audio → Web Speech API → Google's Speech Recognition

Processed in memory. Google does not store customer audio data.

Text returned → Your Browser

2.1 Local Recording (MediaRecorder API)

Storage location: Browser memory (RAM) only
Transmission: Audio is NEVER sent to any server
Persistence: Destroyed when browser tab closes or "Next Patient" is clicked
Download option: User can choose to download the recording to their device

2.2 Live Transcription (Web Speech API)

Processing: Audio streamed to Google's Web Speech API for real-time text conversion
Storage: Google processes audio in memory and does not store customer audio data
Cookies: No cookies are sent with speech recognition requests
Stateless: Processing is transient - data exists only during the API call

2.3 Note Generation (Google Gemini API)

Input: Transcribed text (not audio) sent to Google Gemini API
Processing: Stateless - no data retained after generation
Output: AI-generated notes returned to your browser only

2.4 Patient Identifiable Data

Patient names, identifiers, and other personal information you enter remain exclusively in your browser and are not transmitted to HearScribe servers, except where you explicitly choose to send documentation using the optional Email Notes feature (see Email Delivery below).

3. Two Operating Modes

HearScribe offers two modes that affect how audio recordings are handled after you stop recording:

Mode A: Audio Player Visible (Default)

After stopping recording, audio playback controls and download button are available.

The recording exists in browser memory until:

User clicks "Next Patient" (clears all data)
User closes the browser tab
User downloads the file (then it's on their device)

Patient could potentially see or hear the playback during the consultation
Recording can be downloaded and retained

Recommendation: Inform patients that a recording is being made, as they could potentially access it during the consultation.

Mode B: Audio Player Hidden (Privacy Mode)

Audio playback controls and download button are not displayed after recording.

Recording still exists in browser memory during session but is inaccessible
Clicking "Next Patient" or closing the tab destroys all audio data
No persistent recording is ever created
No way to play back or download the audio

Recommendation: Patient notification is at the clinician's discretion. The data processing is equivalent to mentally processing speech and writing notes - no accessible recording exists.

You can switch between these modes in your Account Settings under Privacy Settings.

4. Third-Party Data Processing

HearScribe uses Google's Web Speech API for live transcription. When you use the transcription feature, audio is streamed to Google's servers for real-time processing.

Google's Data Handling

According to Google's Chrome Privacy Whitepaper and Cloud Speech-to-Text documentation:

Audio processing: Processed in memory, not stored
Data retention: Google does not store customer audio data
Cookies: No cookies are sent with speech recognition requests
Processing type: Transient and stateless

For more details, see Google's official documentation: Google Cloud Speech-to-Text Data Usage FAQ

4.1 Email Delivery (optional)

Email Notes Feature

When you use the Email Notes feature, documentation is sent via ZeptoMail (Zoho's transactional email service, EU data centres) over an encrypted TLS connection. HearScribe stores no copy of the email. If a message cannot be delivered, the sender receives an automated non-delivery notification. This is encrypted in transit but is not an NHS-accredited secure email service.

Message content: Content storage is disabled on our ZeptoMail account - the body of your notes emails is not retained after delivery
Delivery logs: Sender, recipient, subject line and delivery status are retained by ZeptoMail for 60 days for delivery troubleshooting, then deleted. Note that subject lines include the patient name you entered
Safeguards: GDPR-compliant service holding ISO/IEC 27001, ISO/IEC 27701 and SOC 2 Type II certifications, covered by Zoho's Data Processing Addendum
Account emails: HearScribe account emails (confirmations, password resets and team invitations) are also delivered via ZeptoMail; these contain no patient information

If you prefer not to use the email feature, you can copy your notes and send them through your own systems. For more details, see Zoho's ZeptoMail GDPR documentation.

5. Patient Notification Guidance

5.1 When Notification is Recommended

Audio player is visible (recording can be played back or downloaded)
You intend to keep a copy of the recording
Your professional body or employer requires it
Local regulations mandate disclosure of any recording

5.2 When Notification May Not Be Required

Audio player is hidden (Privacy Mode enabled)
No recording will be retained
You are only using transcription to assist with note-taking
The data processing is equivalent to mental processing of speech

Important Caveat

This guidance reflects our understanding of the technical data flows. HearScribe cannot provide legal advice. Clinicians should consult their professional body guidelines and, where necessary, legal counsel for definitive compliance requirements in their jurisdiction.

6. Compliance Framework Positioning

HearScribe's browser-only architecture provides a strong foundation for compliance across multiple jurisdictions:

Regulation	HearScribe Position
UK GDPR	No patient data stored on servers = reduced data controller obligations for HearScribe. You remain the data controller for patient data on your device.
HIPAA (USA)	No Protected Health Information (PHI) stored by HearScribe. Audio processing via Google's HIPAA-eligible services.
Privacy Act (Australia)	Browser-only processing minimises privacy impact. No cross-border transfer of patient audio to HearScribe.
PIPEDA (Canada)	Similar browser-only architecture benefits. Personal health information remains under your control.

7. Frequently Asked Questions

Does HearScribe store my patient's audio recordings?

No. Audio recordings exist only in your browser's memory and are never transmitted to HearScribe servers. They are automatically destroyed when you close the browser tab or click "Next Patient".

What happens to audio sent to Google for transcription?

Audio is streamed to Google's Web Speech API for real-time processing. According to Google's documentation, audio is processed in memory and not stored. The processing is transient and stateless.

Can I use HearScribe without notifying patients?

This depends on your jurisdiction and professional requirements. With Privacy Mode enabled (audio player hidden), no accessible recording exists, making the process more analogous to traditional note-taking. However, consult your professional body guidelines for definitive guidance.

What's the difference between Audio Player Visible and Hidden modes?

In Visible mode (default), you can play back and download recordings after stopping. In Hidden mode (Privacy Mode), the audio player and download options are not displayed, meaning no accessible recording exists - it's destroyed when you move to the next patient or close the tab.

Is HearScribe HIPAA compliant?

HearScribe's architecture means no Protected Health Information (PHI) is stored by HearScribe. Audio processing uses Google's services. For HIPAA compliance, ensure your use of the transcription feature aligns with your organisation's policies.

Where can I enable Privacy Mode?

Go to Account Settings and look for the "Privacy Settings" section. Toggle "Hide Audio Player" to enable Privacy Mode.

Does Privacy Mode affect transcription quality?

No. Privacy Mode only affects whether the audio player is displayed after recording. The transcription process works identically in both modes.

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