Last updated: October 26, 2026
This Privacy Policy explains what information ScaffoldNote (the "Service"), operated by ScaffoldNote LLC, collects about you, why we collect it, who we share it with, and what you can ask us to do about it. It covers the ScaffoldNote website and application. It sits alongside our Terms and Conditions, which govern your use of the Service.
Account information. Your email address and a password, which you provide when you create an account. Passwords are handled by our authentication provider and are never stored by ScaffoldNote in a readable form. You may optionally set a display name, and we store which discipline you are working in (physical, occupational, or speech therapy) so the application shows you the right content.
Subscription information. Your subscription status, plan, current billing period end, trial end date, whether a cancellation is scheduled, and the identifiers our payment processor uses for your customer and subscription records. We never receive or store your card number, expiry date, or security code. Those go directly to our payment processor and are never transmitted to us.
Content you create. The clinical phrases, sentence builders, custom categories and sections, saved combinations, treatment and technique entries, and field preferences you save in the Service. This is the substance of the product: it is your own professional language, stored so you can reuse it.
How often you use your own content. We count how many times you use each saved phrase or option, because sorting your library by what you actually reach for is a core feature. These are counts attached to your own entries, not a record of your browsing.
Edit and deletion history. When you change or delete something you have saved, we keep the previous version so that the change can be undone. This history contains the same kind of content as the entries it came from.
Patient-information guard events. ScaffoldNote checks what you save for things that look like patient-identifying information. When a check stops a save, we record which check fired and whether you dismissed it — never the text that matched. If you report a flagged term as standard clinical terminology, we do store that term, because reviewing reported terms is how the clinical vocabulary improves.
Survey responses. If you answer a documentation-time survey, we store your answers and when you gave them, so we can measure whether the Service actually saves clinicians time.
Technical logs. Our hosting and infrastructure providers generate standard server logs, which can include IP addresses, timestamps, and request information, as a normal part of operating and securing a web service.
We do not use artificial intelligence or language models. ScaffoldNote assembles text from your own saved phrases using fixed templates. Nothing you write is sent to any AI or machine-learning service, and nothing you write is used to train any model.
We do not use analytics, advertising, or tracking technologies. There are no third-party analytics scripts, advertising pixels, or cross-site trackers in the Service.
We do not sell, rent, or trade your personal information to anyone, for any purpose.
We do not connect to your EMR. ScaffoldNote never reads from or writes to any electronic medical record, billing system, or other system of record. You copy finished text into your own systems yourself.
ScaffoldNote is designed never to store patient-identifiable information, and the guard described in section 2 exists to help keep it out. That guard is an aid, not a guarantee: it cannot catch everything, and you remain responsible for what you type or paste into the Service. Section 4 of our Terms and Conditions sets out that responsibility in full.
We use what we collect only to:
We use a small number of providers to run the Service. They process information on our behalf, under their own terms, and only for the purposes below.
We will name these providers specifically in this section before this policy is published. We may also disclose information where we are legally required to, or to protect the rights, safety, or property of ScaffoldNote or others.
ScaffoldNote sets only the cookies needed to keep you signed in and to keep your session secure. There are no advertising cookies, no analytics cookies, and no cross-site tracking. Clearing these cookies signs you out; it does not delete anything you have saved.
Every table holding your content enforces row-level access rules, so your rows can only be read by your own account. Traffic between your browser and the Service is encrypted in transit. Passwords are handled by our authentication provider and are never stored by us in a readable form.
No service can promise perfect security. If we ever become aware of a breach affecting your information, we will notify you and any regulator we are required to notify, without undue delay.
We keep your account information and saved content for as long as your account exists, because the content is the reason you have an account.
Edit and deletion history is kept so that recent changes can be undone, and is deleted automatically after 90 days.
Survey responses are kept for as long as your account exists, because their value is in measuring change over time. If your account is deleted we keep the answers themselves, with your identity removed: they are stored against a random identifier that is not derived from your account and cannot be traced back to you. One person's answers stay connected to each other, so that a baseline can still be compared with a later response, but they are no longer connected to a person.
Dormant accounts. If you do not sign in for twelve months, we will email you to say the account is scheduled for deletion, and delete it 30 days later. Signing in at any point before then cancels that, and so does the link in the email. This never applies to anyone who has paid us — if you have ever been charged for a subscription, your account is not deleted for dormancy.
You can delete your account yourself at any time from your account page, and it happens immediately rather than being queued for review. Some records may persist briefly in encrypted backups, and we may keep what we are legally required to keep — for example, billing records retained for tax purposes.
You can view and edit everything you have saved from inside the Service, and you can export your content at any time from the export screen. You can cancel your subscription from the billing screen.
You can delete your account and everything in it yourself, immediately, from your account page. You can also ask us for a copy of the information we hold about you, or ask us to correct it, by contacting us at support@scaffoldnote.com. We will respond within 30 days. Depending on where you live, you may have additional rights over your personal information; we will honour any request we are legally required to honour, and we will not treat you differently for making one.
ScaffoldNote is a professional tool for licensed and student clinicians and is not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a child has created an account, contact us at support@scaffoldnote.com and we will delete it.
If we change this policy we will update the date at the top of this page. If a change materially affects how we handle information you have already given us, we will tell you by email or in the application before it takes effect.
Questions about this policy can be sent to support@scaffoldnote.com.