Last updated: June 18, 2026
This Privacy Policy explains how the BestNotes mobile application (“the App”), provided by BestNotes, LLC (“BestNotes,” “we,” “us”), handles information. It applies to the people who log in and use the App, such as clinicians and staff at the healthcare organizations that subscribe to BestNotes. It is separate from the privacy policy on our website, which covers visitors to www.bestnotes.com.
The App is a secure connection to your organization’s BestNotes account. It does not maintain a separate copy of your information. The information you view, enter, or add through the App is stored in your organization’s BestNotes account, which BestNotes holds and protects on your organization’s behalf as its business associate.
This policy does not address information about patients or clients. Patient and client information is part of the health record that your organization controls, and our handling of that information is governed by our agreement with your organization, including our Business Associate Agreement under the Health Insurance Portability and Accountability Act (HIPAA).
The App is intended for authorized users of organizations that subscribe to BestNotes. The App does not offer account creation or registration. You cannot sign up yourself; your organization creates your account and provides your login. When you use the App, BestNotes acts as a service provider, or business associate, to your organization, and your organization controls the information associated with your use.
The App does not collect your information into a separate store controlled by BestNotes. It connects directly to your organization’s BestNotes account, and the information involved is stored in that account. This includes:
● Account and login information. Your username, used to sign you in and identify your activity.
● Technical information. Your IP address at login, used to keep the connection secure.
● Content you add. Files you upload and camera photos you take within the App to update client charts. You choose when to add this content, and it is saved to your organization’s account.
The App does not access this information for any purpose other than connecting you to your organization’s BestNotes account and operating securely.
Because the App is a connection to your organization’s BestNotes account, your information is used to:
● Sign you in and keep your account and the connection secure
● Let you view and add content within your organization’s account
● Operate, maintain, and troubleshoot the App
● Meet our legal, regulatory, and contractual obligations as your organization’s business associate
We do not sell your information, and we do not use or share it for advertising or marketing purposes.
Your information is held within your organization’s BestNotes account and used to provide the service to your organization. We may share it with service providers that host or support BestNotes under contracts that require them to protect it, and we may disclose information when required by law.
Your information is stored in your organization’s BestNotes account, therefore it is kept for as long as your organization maintains an active subscription. The specific retention period for user information is governed by the agreement between BestNotes and your organization and by applicable law, including HIPAA. Retention requirements vary by organization and by record type, BestNotes does not apply a single fixed retention period to all user information.
Because BestNotes serves healthcare organizations, we may be required to retain certain information to meet HIPAA, other legal, and contractual obligations, even after an account is closed. When your organization ends its use of BestNotes, your user account information is deleted or returned in accordance with that agreement.
The App does not offer account creation, so there is no self-service signup or account to delete from within the App. Your account is created and managed by your organization, and your organization, not the individual user, controls deletion of user information.
Neither individual users nor their organizations can request on-demand deletion of user information while it is subject to retention requirements. As a HIPAA-regulated service, BestNotes and the organizations it serves are required to retain this information for the periods set by HIPAA, other applicable laws, and the agreement between BestNotes and your organization. When those retention obligations end, or when your organization ends its use of BestNotes, the associated user information is deleted or returned in accordance with that agreement.
If you have questions about deleting your information, please contact your organization’s BestNotes account administrator.
We use administrative, physical, and technical safeguards designed to protect the information in the App. No system can be guaranteed to be completely secure, but we work to protect your information consistent with our obligations as a HIPAA business associate.
The App is intended for use by authorized staff of subscribing organizations and is not directed to children.
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and post the current version at the link provided in the App’s store listing.
If you have any questions about this Privacy Policy, contact BestNotes at 866.543.6646 or by submitting a ticket at help.bestnotes.com.
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