Privacy policy

Summary. Midline does not receive the names of the individuals your session notes describe. Client names are entered into, held by, and discarded by your browser. The remainder of this policy describes that design and the limited categories of information Midline does process. Where this summary and the sections below differ, the sections below govern.

1. Scope and application

This Privacy Policy (“Policy”) governs the collection, use, disclosure and retention of information by Midline (“Midline”, “we”, “us”) in connection with the Midline web application and the midlinenotes.com website (together, the “Service”). It applies to persons who create an account and to visitors to the website. By accessing the Service you acknowledge the practices described herein. Midline is operated from and its data is processed in the United States.

2. Definitions

• “Account Information” means the identifiers and preferences associated with a registered user, enumerated at Section 3.
• “Selections” means the structured values chosen by a user from the Service’s menus, such as a skill worked on, a prompt level, or a participation state.
• “Client Identifier” means a name, an initial, a nickname, a date of service, or any other datum capable of identifying the individual to whom a session note relates.
• “Generated Note” means the narrative text produced by the Service from a set of Selections.

3. Information we collect

Midline collects only the following categories of information, and collects each for the purpose stated at Section 5:

• Account Information. Electronic mail address and display name, obtained from your authentication provider; subscription plan; and a referral code assigned at registration.
• Usage records. One record per Generated Note, comprising a timestamp and numeric counts, maintained for the purpose of administering plan allowances. Such records contain neither Generated Note text nor Selections.
• Personalization data. Menu items a user has pinned or added, and stated style preferences including note length, tone, and any wording the user has directed the Service to avoid. User-authored items are programmatically rejected where they appear to contain a Client Identifier.
• Rated notes, where affirmatively enabled. Where and only where a user has enabled the relevant setting, the de-identified form of a Generated Note that the user has rated, retaining the placeholder token and never a form into which a Client Identifier has been substituted.
• Subscription records. Plan, billing interval, and the occurrence of subscription lifecycle events including commencement of a trial, conversion of a trial, and cancellation.

4. Information we do not collect

The following are not transmitted to, stored by, or otherwise available to Midline. This is a function of the Service’s architecture and not merely of policy:

• Client Identifiers of any kind. A client name entered into the Service is retained in browser storage on the user’s device, is substituted into the Generated Note by the browser at the time of display, and is discarded when the browser tab is closed. No request transmitted to Midline contains it.
• Dates of service, client rosters, treatment goals, or any record of one session in relation to another.
• The content of generation requests. The route which produces a Generated Note does not write request payloads to any log, including on error paths.
• Payment card numbers or other payment instrument data, which are submitted directly to our payment processor.

5. Purposes of processing

Account Information is processed to authenticate users, to administer subscriptions, and to provide support. Usage records are processed to enforce plan allowances. Personalization data is processed to render the Service according to user preference. Rated notes, where enabled, are processed to evaluate and improve output quality. Subscription records are processed to administer billing and to detect abuse of promotional offers. Midline does not sell personal information, does not share personal information for cross-context behavioral advertising, and operates no advertising trackers.

6. Service providers and disclosure

Midline engages third-party service providers to perform functions on its behalf. Such providers are bound to process information only as instructed and only as necessary to perform the relevant function. The categories engaged are:

• cloud application hosting and content delivery;
• managed database hosting;
• identity and authentication services;
• large language model inference, accessed through an intermediary gateway, which receives Selections and the placeholder token and to which no Client Identifier is transmitted;
• payment processing, in which capacity the provider acts as merchant of record for subscription transactions and receives payment instrument data directly from the user; and
• product analytics and support messaging.

A current list identifying each subprocessor by name is furnished to account holders and to prospective institutional customers upon written request to privacy@midlinenotes.com. Because no Client Identifier is transmitted to Midline, no such provider receives protected health information by operation of the Service.

Midline may further disclose information where compelled by law, where necessary to establish or defend a legal claim, or in connection with a merger, acquisition or sale of assets, in which event this Policy continues to govern the information transferred.

7. Analytics and session recording

Midline employs a product analytics provider, and such employment includes session recording: a reconstruction of pages viewed, interactions performed, and scrolling within a visit.

The client name field and the Generated Note are excluded from such recordings. Input fields, including the client name field and the free-text field, are masked prior to transmission from the browser, and the rendered Generated Note is affirmatively excluded from capture. Recording is restricted by configuration to the production hostnames. Automatic interaction capture, which would record the textual content of elements activated by a user, is disabled.

Subscription lifecycle events described at Section 3 are recorded with the associated user identifier, plan and billing interval, and contain no information concerning any session.

8. Support communications

The support messaging facility permits free-form user input which Midline does not and cannot filter prior to receipt. Users are directed not to transmit any Generated Note or any Client Identifier through that facility. Communications received in contravention of this direction are deleted rather than retained or replied to in thread.

9. Cookies and local storage

• Authentication session. Strictly necessary to maintain a signed-in session.
• Draft Selections. Retained in browser storage to preserve work in progress. Such drafts expire after twenty-four hours and may be purged immediately by the user.
• Client name. Retained in session storage separately from drafts and discarded upon closure of the browser tab.
• Referral code. Where a user arrives by a referral link, retained for thirty days in order that the referral may be attributed following registration. It contains no information concerning the user.

Midline sets no advertising or cross-site tracking cookies, and accordingly presents no consent banner.

10. Free-text input

The free-text field is transmitted to Midline and to the model provider for the purpose of producing a Generated Note. Midline applies automated screening which warns where input appears to contain a name or a date; such screening is advisory and is not exhaustive. Users are directed not to enter Client Identifiers into that field. Initials do not constitute a de-identified substitute; under applicable United States de-identification standards, initials remain an identifier.

11. Retention

Account Information, usage records, personalization data and rated notes are retained for the duration of the account and are deleted upon deletion of the account. Deletion is effected as removal and not as anonymization and retention. Draft Selections expire automatically as described at Section 9. Residual copies may persist in routine backup media until such media are cycled in the ordinary course.

12. Security

Information is encrypted in transit and at rest, and access to production systems is restricted to personnel operating the Service. The principal safeguard, however, is architectural rather than administrative: compromise of Midline’s database would expose Selections, counts and electronic mail addresses, that being the entirety of its contents. No repository of Client Identifiers exists to be compromised.

13. Protected health information

Midline does not represent itself as “HIPAA compliant”; no such certification exists. The Service is constructed so that protected health information is not transmitted to Midline. Should that design change in any material respect, this Policy will be amended in advance of such change and affected users will be notified directly.

14. Children

The Service is offered to practicing clinicians and is not directed to or intended for use by any person under eighteen years of age. The individuals to whom session notes relate are never identified to Midline.

15. Rights of users

Users may request access to, correction of, a portable copy of, or deletion of the information Midline holds concerning them, by written request to privacy@midlinenotes.com. Midline levies no charge for the exercise of these rights and applies no adverse treatment to any user who exercises them. Deletion of an account effects removal of the account record, usage records, rated notes and preferences.

16. Amendment

Midline may amend this Policy from time to time, and the date of last revision appears above. Where an amendment would materially expand the categories of information transmitted to Midline, affected users will be notified directly rather than by publication alone.

17. Contact

privacy@midlinenotes.com