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ClickNotes Privacy Policy

Last Updated: December 2025

Introduction

This Privacy Policy explains how ClickNotes (“we”, “us”, “our”) handles personal information when you use our website and software.

ClickNotes is designed to minimise data collection and keep your information under your control.

By using the ClickNotes website or software, you agree to this Privacy Policy.

This website and the ClickNotes application are owned and operated by:
The Nerve Solution Pty Ltd (ABN 63 118 369 841)

1. Overview: Privacy by Design

ClickNotes is a local-first application. This means:

  • Your panels, buttons, and templates are stored only on your device
  • We do not have access to your content
  • We do not transmit your clinical data to our servers
  • You maintain complete control over your information

This Privacy Policy explains what limited data we do collect and how we use it.

2. What We Do Not Collect

The ClickNotes desktop application does not:

  • Transmit patient data, clinical records, or Protected Health Information (PHI) to us
  • Upload your panels, buttons, or templates to our servers
  • Access your clinical files or documentation systems
  • Read or monitor the content you type into other applications
  • Track the text you insert using ClickNotes

We do not see, receive, or store:

  • Patient names, identifiers, or medical record numbers
  • Clinical notes, diagnoses, or treatment plans
  • The actual text content you insert using buttons
  • Your panel layouts, button configurations, or text templates

These remain on your device only, under your sole control.

3. Data Stored Locally by the App

ClickNotes stores certain data locally on your Mac to function properly, including:

  • Panel definitions and layout files (stored as JSON files)
  • Button labels and the text they insert
  • Panel ordering, positioning, and display preferences
  • Application settings and user preferences
  • Automatic backup files (stored locally in your Application Support directory)

Your Responsibilities:

  • You can back up, export, move, or delete these files at any time
  • Backup files may contain sensitive information — secure them appropriately using:
    • Device passwords and FileVault encryption
    • Secure cloud storage (if you choose to back them up)
    • Access controls if used in multi-user environments
  • We do not automatically receive, access, or back up these files

4. Permissions and Accessibility

On macOS, ClickNotes requires Accessibility permission to function. This permission allows ClickNotes to:

  • Insert text into the currently active application when you click buttons
  • Simulate keyboard input to type your predefined text

ClickNotes does NOT use Accessibility permission to:

  • Read your screen contents
  • Monitor your activity in other applications
  • Capture keystrokes or passwords
  • Access data beyond what is necessary to insert text

Managing Permissions:

You can review or revoke Accessibility permission at any time in:
System Settings > Privacy & Security > Accessibility

Revoking this permission will prevent ClickNotes from inserting text into other applications.

5. Information We Collect

5.1 Subscription and Payment Information

When you subscribe to ClickNotes:

  • Payment processing is handled by Lemon Squeezy (operated by Stripe), our merchant of record
  • Lemon Squeezy processes your payment and manages your subscription on our behalf
  • We receive:
    • Confirmation that a valid subscription/license exists
    • Subscription status (active, expired, cancelled)
    • Your name and email address (for license delivery and support)
    • License key and activation status
  • We never directly receive or store your:
    • Credit card numbers or full payment details
    • Bank account information
    • Billing address

Your license key is used to activate ClickNotes on your devices (Mac, Windows, and iPad). Activation sends your license key and a device identifier to Lemon Squeezy’s servers to verify your subscription — no clinical data or panel content is transmitted during this process.

You can manage your subscription (update payment method, cancel, view invoices) at any time through the Lemon Squeezy customer portal at clicknotes.lemonsqueezy.com/billing.

Lemon Squeezy’s Privacy Policy applies to payment data: https://www.lemonsqueezy.com/privacy

5.2 Crash Reports and Diagnostics (Optional)

ClickNotes may collect anonymous crash reports to help us identify and fix bugs. These reports may include:

  • macOS version and hardware specifications
  • Stack traces and error logs (technical diagnostic information)
  • App version and configuration settings

Crash reports do NOT include:

  • Your panel content, button text, or templates
  • Patient data or clinical information
  • Personal identifiers
  • The content of documents you’re working with

Opt-Out:
You can disable crash reporting in: ClickNotes > Settings > Privacy > Crash Reports

5.3 Anonymous Usage Analytics (Optional)

With your consent, we may collect anonymous usage statistics to understand how ClickNotes is used and to improve the product. This may include:

  • Which features are used most frequently
  • App performance metrics (launch time, responsiveness)
  • General usage patterns (number of panels, buttons per panel)

Analytics do NOT include:

  • The actual content of your panels or buttons
  • Text you insert into other applications
  • Personal or clinical information
  • Information that can identify you

Opt-Out:
You can disable analytics in: ClickNotes > Settings > Privacy > Usage Analytics

6. Website Data Collection

Our website (clicknotes.app) collects limited information to operate and improve the site.

6.1 Contact Forms and Email

If you contact us or subscribe to updates, we may collect:

  • Your name
  • Email address
  • Practice or business name (if provided)
  • Message content

We use this information to:

  • Respond to your enquiries
  • Send product updates and educational content (you can unsubscribe anytime)
  • Provide customer support

We do NOT:

  • Sell your email address or contact information
  • Share your information with third parties for marketing purposes
  • Send unsolicited communications (all emails include unsubscribe links)

6.2 Cookies and Website Analytics

Our website uses cookies and analytics tools to understand visitor behaviour and improve the site.

We use:

  • Session cookies: Temporary cookies that expire when you close your browser
  • Preference cookies: Remember your settings (if applicable)
  • Analytics cookies: Track anonymous usage patterns

Analytics Tools We Use:

  • Google Analytics 4 (with IP anonymization enabled)

Cookies do NOT:

  • Track you across other websites (no third-party advertising cookies)
  • Contain personal or clinical information

Managing Cookies:

You can control cookies through your browser settings:

  • Chrome: Settings > Privacy and Security > Cookies
  • Safari: Preferences > Privacy > Manage Website Data
  • Firefox: Settings > Privacy & Security > Cookies

Learn more: https://www.allaboutcookies.org/

6.3 Panel Library Access

When you browse or download panels from the Panel Library:

  • We may log anonymous download statistics (panel name, download count)
  • We do NOT track which specific panels you download
  • We do NOT associate downloads with your identity

6.4 Website Hosting and Services

Our website is hosted by third-party providers. Your interactions with our website may involve data being processed by:

Hosting Provider: crazydomains.com.au

7. How We Use Information

We use the limited information we collect for the following purposes:

Website and Communication:

  • Respond to support requests and enquiries
  • Send product updates, tips, and educational content (with consent)
  • Improve website content and user experience
  • Monitor and prevent abuse or fraudulent activity

App Improvement:

  • Identify and fix bugs through crash reports
  • Understand feature usage to guide development priorities
  • Improve app performance and stability

Legal Compliance:

  • Comply with applicable laws and regulations
  • Respond to legal requests or court orders (if required)

8. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information.

We may share information only in the following limited circumstances:

8.1 Service Providers

We may share information with trusted third-party service providers who assist with:

  • Website hosting and maintenance
  • Email delivery (if you subscribe to updates)
  • Analytics and crash reporting services

These providers:

  • Are contractually obligated to protect your information
  • May only use data for the specific services they provide
  • Cannot use your data for their own purposes

8.2 Legal Requirements

We may disclose information if required by law, including:

  • In response to a valid subpoena, court order, or legal process
  • To comply with regulatory obligations
  • To protect our rights, property, or safety, or that of others
  • To investigate fraud or security issues

8.3 Business Transfers

If The Nerve Solution Pty Ltd is acquired, merged, or sells its assets, your information may be transferred to the new owner. You will be notified of any such change.

9. Data Security

We take reasonable steps to protect the information we collect.

Website and Server Security:

  • Secure HTTPS connections (SSL/TLS encryption)
  • Regular security updates and patches
  • Access controls and password protection
  • Reputable, secure hosting providers

Your Responsibilities for Local Data:

Since ClickNotes stores data locally on your device, you are responsible for:

  • Using strong device passwords
  • Enabling FileVault disk encryption on macOS
  • Securing backup files (local and cloud)
  • Restricting physical access to your devices
  • Following your organisation’s data security policies (if applicable)

No Guarantee:

Despite our efforts, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of information transmitted over the internet or stored electronically.

10. Data Retention

Local App Data:

  • Stored on your device indefinitely until you delete it
  • You can delete panels, buttons, and backups at any time

Website Contact Information:

  • Email addresses: Retained until you unsubscribe or request deletion
  • Contact form submissions: Retained for 2 years for support purposes

Analytics Data:

  • Google Analytics: 14 months (automatically deleted)
  • Crash reports: 12 months

Account Data After Subscription Ends:

  • Your local app data remains on your device
  • We do not maintain server-side accounts or user profiles

11. Your Rights and Choices

Under Australian privacy law and other applicable regulations, you have certain rights regarding your personal information.

11.1 Access and Correction

You have the right to:

  • Request access to the personal information we hold about you
  • Request correction of inaccurate or incomplete information
  • Ask questions about how we handle your information

To exercise these rights, contact us at: support@clicknotes.app

11.2 Deletion and Erasure

You can request deletion of your personal information, subject to legal retention requirements. This includes:

  • Email addresses from mailing lists (unsubscribe links provided in all emails)
  • Contact form submissions
  • Any other information you’ve provided through our website

For locally stored app data: You control this directly and can delete it at any time from your device.

11.3 Opt-Out Options

Marketing Emails:

Crash Reports:

  • Disable in ClickNotes > Settings > Privacy > Crash Reports

Usage Analytics:

  • Disable in ClickNotes > Settings > Privacy > Usage Analytics

Website Cookies:

  • Manage through your browser settings

11.4 Data Portability

You can export your ClickNotes panels and templates at any time:

  • File > Export Panel
  • File > Export All Panels
  • Manually copy files from: ~/Library/Application Support/ClickNotes/

12. Privacy Law Compliance

12.1 Australian Privacy Principles (APP)

We comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth). This Privacy Policy is designed to meet APP requirements for transparency and accountability.

Making a Privacy Complaint:

If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us at support@clicknotes.app.

We will:

  • Acknowledge your complaint within 7 days
  • Investigate and respond within 30 days
  • Work with you to resolve the issue

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au
Phone: 1300 363 992

12.2 GDPR (for European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

Legal Basis for Processing:

  • Consent: For analytics, crash reports, and marketing emails
  • Contractual necessity: For providing the ClickNotes service
  • Legitimate interests: For website functionality, security, and fraud prevention

Your GDPR Rights:

  • Right to access your data
  • Right to rectification (correction)
  • Right to erasure (“right to be forgotten”)
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent at any time

Data Controller:
The Nerve Solution Pty Ltd (ABN 63 118 369 841)

EU Representative:
Not applicable – we do not specifically target EU users.

International Data Transfers:

Some of our service providers (such as Google Analytics) are based in countries outside Australia, including the United States. These transfers are subject to:

  • Standard Contractual Clauses (SCCs)
  • Privacy Shield Framework (where applicable)
  • Adequacy decisions by the European Commission

12.3 HIPAA (United States Healthcare Users)

Important Notice for U.S. Healthcare Providers:

ClickNotes is NOT a HIPAA-covered entity and does NOT act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA).

Why:

  • ClickNotes does not receive, store, transmit, or process Protected Health Information (PHI) on our servers
  • All data is stored locally on your device
  • We do not have access to your clinical data

Your HIPAA Obligations:

If you are a HIPAA-covered entity (healthcare provider, health plan, or healthcare clearinghouse):

  • You remain solely responsible for HIPAA compliance
  • You must implement appropriate safeguards for PHI stored locally on your devices
  • You should conduct your own risk assessment for using ClickNotes in your practice
  • Consider consulting with your privacy/compliance officer

We recommend:

  • Using FileVault encryption on your Mac
  • Strong device passwords
  • Physical security for devices
  • Regular backups to secure, encrypted storage
  • Staff training on proper use of ClickNotes with PHI

13. International Data Transfers

Our website and services may involve data being transferred to, stored in, or processed in countries outside of Australia, including:

United States:

  • Google Analytics servers
  • Website hosting infrastructure (if applicable)

Data Transfer Safeguards:

When we transfer data internationally, we ensure appropriate protections through:

  • Service provider privacy policies and contractual commitments
  • Standard Contractual Clauses (where applicable)
  • Adequacy decisions (where available)

Your Consent:

By using ClickNotes and our website, you consent to these international transfers as described in this Privacy Policy.

14. Healthcare-Specific Privacy Considerations

ClickNotes is designed for use by healthcare professionals. If you use ClickNotes to create or insert content related to patient care:

You Are the Data Controller:

  • You are solely responsible for determining how patient information is handled
  • ClickNotes is a tool under your control, not a medical records system
  • You remain the custodian and controller of any PHI or clinical data

Our Role:

  • We provide software that runs locally on your device
  • We do not have a data processing relationship with respect to your clinical data
  • We cannot and do not provide HIPAA Business Associate Agreements (BAAs)

Your Obligations:

You must ensure that your use of ClickNotes complies with:

  • Australia: Australian Privacy Principles, My Health Records Act
  • United States: HIPAA Privacy and Security Rules
  • European Union: GDPR, national health data protection laws
  • Canada: PIPEDA, provincial health information acts
  • Other jurisdictions: Applicable privacy and health information laws

Recommendations:

  • Consult your privacy officer or legal counsel before using ClickNotes with PHI
  • Review your organisation’s policies on use of productivity tools
  • Implement appropriate device security (encryption, passwords, physical security)
  • Train staff on proper use of ClickNotes in clinical contexts
  • Do not include actual patient identifiers in panel templates (use placeholders instead)

15. Data Breach Notification

In the unlikely event of a data breach affecting personal information we hold:

Our Obligations:

We will:

  • Assess the breach and determine if notification is required under applicable law
  • Notify affected individuals if the breach is likely to result in serious harm
  • Notify the Office of the Australian Information Commissioner (OAIC) if required
  • Take reasonable steps to contain and remedy the breach

Your Responsibilities:

If your device is lost, stolen, or compromised:

  • You are responsible for reporting any potential breach of PHI or clinical data to the appropriate authorities
  • This may include notifying patients, regulatory bodies, or law enforcement
  • ClickNotes cannot assist with breach notification for locally stored data, as we do not have access to it

16. Children’s Privacy

ClickNotes is intended for use by adult healthcare professionals and business users aged 18 and over.

We do not knowingly collect personal information from individuals under 18 years of age.

If you are under 18, do not:

  • Use ClickNotes
  • Subscribe to our mailing list
  • Submit information through our website

If we become aware that we have collected personal information from someone under 18, we will take steps to delete it promptly.

Parents/Guardians:

If you believe your child has provided us with personal information, please contact us at support@clicknotes.app.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices
  • New features or services
  • Legal or regulatory requirements
  • User feedback

How We Notify You:

  • The “Last Updated” date at the top of this page will be revised
  • For material changes, we may notify you via:
    • Email (if you’ve subscribed to updates)
    • In-app notification
    • Prominent notice on our website

Your Continued Use:

Your continued use of ClickNotes or our website after changes are posted constitutes your acceptance of the updated Privacy Policy.

Reviewing Changes:

We encourage you to review this Privacy Policy periodically. Previous versions may be available upon request.

18. Third-Party Links

Our website and app may contain links to third-party websites, services, or resources (for example, links to Apple’s privacy policy or healthcare documentation standards).

We are not responsible for:

  • The privacy practices of third-party websites
  • Content or functionality of external sites
  • How third parties collect, use, or protect your information

Your Responsibility:

Please review the privacy policies of any third-party websites you visit. Their practices may differ significantly from ours.

19. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

Email: support@clicknotes.app

The Nerve Solution Pty Ltd
ABN 63 118 369 841

Privacy Complaint Process:

  1. Email us at support@clicknotes.app with “Privacy Complaint” in the subject line
  2. Provide details of your concern and any relevant documentation
  3. We will acknowledge your complaint within 7 days
  4. We will investigate and respond within 30 days
  5. If you’re not satisfied, you may escalate to the OAIC (details in Section 12.1)

20. Definitions

For clarity, the following terms are used in this Privacy Policy:

  • Personal Information: Information that identifies you or can reasonably be used to identify you, such as your name, email address, or device identifiers.
  • PHI (Protected Health Information): Health information that is created, received, or maintained by a covered entity under HIPAA and contains identifiers that could be used to identify an individual (U.S. only).
  • Local Storage: Data stored on your device (Mac computer) rather than transmitted to remote servers.
  • Anonymized Data: Information that has been processed to remove or obscure personal identifiers, making it impossible or impractical to identify individuals.
  • Cookies: Small text files placed on your device by websites to remember preferences and track usage.

This Privacy Policy was last updated on December 2025.

This website and the ClickNotes application are owned and operated by:
The Nerve Solution Pty Ltd (ABN 63 118 369 841)

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