This Privacy Policy describes how Ledo Solutions Inc. ("Ledo Solutions," "we," "us," or "our") collects, uses, and protects information when you use SOAP AI (the "Service").
SOAP AI is designed with healthcare privacy and security considerations in mind. Patient information is the most sensitive data we handle, and this policy is intended to be clear about what happens to it.
1. Who This Applies To
This Policy applies to:
- Dental professionals and practice administrators who register and use SOAP AI ("Users")
- Patient information that flows through the Service as part of a clinical encounter ("Patient Data")
If you are a patient whose information is being processed by SOAP AI, your relationship is with the dental practice using the Service. That practice — not Ledo Solutions — is responsible for obtaining your consent and managing your patient records.
2. Information We Collect
Account Information
When you register, we collect:
- Name and email address
- Practice or organization name
- Role (provider, administrator)
- Authentication credentials (passwords are securely hashed and are never stored in plain text)
Encounter Data
When you use the Service to document a patient encounter:
- Audio recordings of the encounter
- Text transcripts generated from those recordings
- Structured SOAP notes generated from the transcripts
- Patient reference identifiers as entered by the provider
- Timestamps, duration, and metadata related to recordings
Usage Data
- Log data (IP address, browser type, timestamps)
- Feature usage and interaction patterns
- Diagnostic and error information
Communications
- Messages you send to us (support inquiries, feedback)
3. How We Use Information
We use the information described above to:
- Provide, operate, and improve the Service
- Generate transcripts and SOAP notes from your recordings
- Authenticate users and prevent unauthorized access
- Maintain audit logs of note review and approval activity
- Respond to support requests
- Communicate service updates and important notices
- Investigate and prevent abuse, fraud, or violations of our Terms
We do not sell your data. We do not use Patient Data to train third-party AI models.
4. Third-Party Service Providers
To operate SOAP AI, we use third-party service providers necessary to operate the Service:
- Cloud hosting and storage — infrastructure for the Service
- Speech-to-text processing — to transcribe audio recordings
- AI language models — to generate SOAP notes from transcripts
- Email delivery — for account and service communications
These providers process information on our behalf under contractual obligations to protect it. We work to limit data access to the minimum necessary for each provider to perform its function.
Service providers may process data in the United States. By using the Service, you understand that information may be transferred to and processed there.
5. Data Retention
- Account data: retained for as long as your account is active
- Encounter data: retained according to your practice's policy and applicable regulations
- Audio recordings: retained until the associated SOAP note is approved, unless otherwise required by practice policy or applicable regulations
- Log data: retained for a limited period for security and diagnostic purposes
You may request deletion of your account and associated data, subject to applicable legal and regulatory retention requirements that may apply to healthcare records.
6. Security
We use industry-standard practices to protect information:
- Encryption of data in transit and at rest
- Role-based access controls limiting who can view what
- Audit logging of access and changes to clinical records
- Regular review of security configurations
No system is perfectly secure. We work continuously to improve our protections, and we will notify affected users in the event of a confirmed data breach as required by applicable law.
7. AI Processing Disclosure
SOAP AI uses automated transcription and AI language models to generate draft clinical documentation. You should understand:
- Generated notes are drafts. They may contain errors, omissions, or inaccuracies.
- Providers are responsible for reviewing and approving every note before it becomes part of the patient record.
- We do not use your Patient Data to train AI models, ours or anyone else's.
- SOAP AI is not intended for emergency medical decision-making or autonomous clinical diagnosis.
8. Your Choices
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Request deletion of your information, subject to applicable retention requirements
- Object to or restrict certain processing
- Receive a copy of your data in a portable format
To exercise any of these rights, contact us at the address below. For Patient Data, requests should typically be directed to the practice that maintains the patient relationship.
9. Cookies and Analytics
The Service uses cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used. You can control cookies through your browser settings, though disabling them may affect functionality.
10. Children
SOAP AI is intended for use by licensed dental professionals and is not directed to children. We do not knowingly collect personal information from anyone under 13.
11. International Users
SOAP AI is operated from the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S., where data protection laws may differ from those in your country.
12. Business Transfers
If Ledo Solutions is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction. We will notify Users of any change in ownership or use of information through the means described in this Policy.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify Users by email or through the Service. Continued use of the Service after changes take effect constitutes acceptance.
14. Contact
Questions about this Privacy Policy or your information:
Ledo Solutions Inc.
Email: privacy@ledosolutions.com