Privacy Policy – Hikigai AI Companion App

1. Introduction and Scope

Hikigai AI ("Hikigai," "we," "us," or "our") is committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the Hikigai AI Companion App (the "Companion App"). The Companion App is designed exclusively for authorized healthcare professionals to record patient consultations and sync AI-generated transcriptions with the AIScribe / CarePilot web applications.

This Privacy Policy applies only to the Companion App and should be read together with the Privacy Policy governing the AIScribe Web Apps. In case of conflict, this policy governs mobile-specific functionality.

2. Who We Are

Legal Entity: Hikigai, Inc.

Business Address: Novi, Michigan, United States

Contact Email: info@hikigai.ai

Hikigai provides AI-powered clinical documentation tools for healthcare providers.

3. Who Can Use the Companion App

The Companion App is intended only for licensed healthcare professionals who already have authorized access to AIScribe / CarePilot web applications. Patients and the general public are not permitted to use this app.

4. Our Role Under Privacy Laws

Depending on the context, Hikigai acts as:

• Business Associate (HIPAA): When handling Protected Health Information (PHI) on behalf of healthcare providers.
• Service Provider / Processor: For operational and technical data.
• Controller: For app security, analytics, and compliance.

All PHI is processed strictly under a Business Associate Agreement (BAA) with the healthcare provider.

5. Information We Collect

5.1 Information You Provide

• Authentication via QR code generated in AIScribe / CarePilot.
• Recording actions (start, pause, stop)
• App permissions (microphone access)

The Companion App does not require separate account creation.

5.2 Audio and Transcription Data

• Live audio recordings of doctor–patient consultations
• Real-time transcription data generated from recorded audio

Audio is captured only when the doctor explicitly starts recording and stops immediately when recording is ended.

5.3 Automatically Collected Information

• Device type, OS version
• App version
• Session timestamps
• Network status (for sync reliability)
• Crash logs and error diagnostics

We do not collect contacts, photos, background audio, or unrelated device data.

6. How We Use Information

We use information solely to:

• Generate AI-assisted transcriptions
• Sync recordings and notes in real time to the linked web app
• Ensure continuity between mobile and desktop workflows
• Comply with legal and regulatory obligations

7. Audio Handling and Consent

• The Companion App records audio only with explicit user action
• Recording indicators are clearly visible at all times
• Hikigai does not secretly or passively record audio
• Doctors are responsible for obtaining any patient consent required under local laws

8. AI and Transcription Processing

• Audio is processed using AI models to generate clinical transcripts
• PHI is never used to train general AI models
• Any de-identified data used internally follows HIPAA standards
• AI outputs are intended to assist—not replace—clinical judgment

9. Data Sharing

We do not sell Personal Information or PHI.

We may share data only with:

• The authorized healthcare organization linked via QR code
• Cloud infrastructure providers under strict data-processing agreements
• Legal authorities when required by law

All vendors are contractually obligated to meet HIPAA-grade security standards.

10. Data Security

We implement administrative, technical, and physical safeguards including:

• End-to-end encryption (TLS in transit, AES-256 at rest)
• Role-based access controls
• Audit logs
• Secure session expiration
• Regular security assessments

11. Data Retention

• Audio and transcription data retention is governed by the healthcare provider's configuration in the web app
• Temporary mobile data is cleared after successful sync
• Logs and diagnostics are retained only as long as necessary for compliance and security

12. Your Rights

As a healthcare professional, your rights depend on context:

• HIPAA rights related to PHI are exercised through your healthcare organization
• For non-PHI data, you may request access, correction, or deletion by contacting us

13. International Use

The Companion App is intended for use in the United States and India. By using the app, you consent to processing and storage of data in these jurisdictions.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the app or web platform. Continued use indicates acceptance of the updated policy.