Privacy Policy

Last Updated: 6/10/2025

1. Introduction

Dictation Direct ("we," "our," or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services related to DAX Copilot, the AI-powered medical documentation solution created by Nuance, a Microsoft company.

2. Information We Collect

We may collect the following types of information:

• Personal Information: Information that identifies you as an individual or relates to an identifiable individual, including:
• Name and contact information
• Professional credentials and affiliations
• Organization details
• Billing and payment information
• Technical Information: Information automatically collected when you interact with our services, including:
• IP addresses and location data
• Browser type and device information
• Usage data and analytics
• Protected Health Information (PHI): When using DAX Copilot, audio recordings and transcriptions are processed directly by Nuance/Microsoft on HITRUST certified servers. Dictation Direct does not have access to or store any PHI.

3. How We Use Your Information

We use your information to:

• Provide and maintain our services
• Process transactions and send related information
• Send technical notices and support messages
• Respond to your comments and questions
• Provide customer support and training
• Improve our services and develop new features
• Comply with legal obligations

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information in the following situations:

• With Nuance/Microsoft: To facilitate DAX Copilot services and support
• Service Providers: With trusted third parties who assist us in operating our business
• Legal Requirements: If required by law or in response to valid legal process
• Business Transfers: In connection with any merger, sale of company assets, or acquisition
• With Your Consent: When you give us explicit permission to share your information

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no method of transmission over the Internet or electronic storage is 100% secure.

6. HIPAA Compliance

DAX Copilot is HIPAA compliant, with all patient data processing handled by Nuance/Microsoft on HITRUST certified servers. Dictation Direct, as a reseller, does not access, store, or process any Protected Health Information (PHI). All PHI is handled directly between your organization and Nuance/Microsoft's secure infrastructure.

7. Your Rights and Choices

You have the right to:

• Access and receive a copy of your personal information
• Correct or update your personal information
• Delete your personal information (subject to legal requirements)
• Object to or restrict processing of your personal information
• Withdraw consent where processing is based on consent
• Opt-out of marketing communications

8. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

10. Third-Party Links

Our services may contain links to third-party websites. We are not responsible for the privacy practices of these third parties.

11. Cookies and Tracking

We use cookies and similar tracking technologies to track activity on our services and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of any material changes via email or through our service. Your continued use of our services after such modifications constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

For privacy-related inquiries specific to DAX Copilot functionality, please contact Nuance/Microsoft support directly through your DAX Copilot application.