DocuRounds is operated by Medical Automation Technologies, LLC, an Oklahoma limited liability company formerly named EDSCRIBE PRO LLC. An amendment of its articles of organization was filed with the Oklahoma Secretary of State on October 28, 2026. The amendment changes the company name only.

DocuRounds is a clinical documentation logic engine for emergency medicine. The public website at edscribepro.com may collect contact and demo request information such as name, work email, organization, role, message, and campaign attribution.

When DocuRounds processes Protected Health Information on behalf of a covered entity, it is intended to operate under a Business Associate Agreement. Public website lead forms should not be used to submit clinical chart content or patient information.

The authenticated application may include optional voice calibration features for providers. If enabled by an organization and accepted by the provider, DocuRounds may collect short voice calibration recordings and derive a voice profile or embedding to improve recognition of that provider's speech in noisy clinical environments. Voice calibration is optional, can be skipped, and is not required to use typed or pasted Direct Input.

Voice calibration data is treated as sensitive. Raw calibration recordings are intended to be stored only temporarily in encrypted AWS storage with lifecycle expiration. Derived voice profiles are intended to be encrypted, associated with the provider account, and removable through account controls. DocuRounds does not use public website lead forms for voice calibration and does not use optional voice calibration to replace clinician review, attestation, or EHR signing obligations.

We do not sell PHI. We use website lead information to respond to inquiries, schedule demos, understand demand, and improve the website experience.

Security controls include encryption in transit, limited access, metadata-only operational logging, and separation between the public marketing site and the authenticated clinical application.

Referral Program Data

Draft, pending counsel review — October 15, 2026

If you participate in the DocuRounds referral program, we collect and process the following referral-related information. Referral program information is not Protected Health Information (PHI) and is kept separate from any patient information we process for customers under Business Associate Agreements.

Information You Provide

• Contact information you manually enter or select from your device: When you invite someone to DocuRounds, you may enter their name and email address manually, or you may select contacts from your device's address book using the native contact picker. We upload only the name and email address of the contacts you explicitly select. We do not upload your entire address book or any contacts you do not choose to invite.
• Your unique referral code: We generate and store your referral code to track referrals attributed to your account.

Information We Track

• Sign-up and payment attribution: When someone signs up using your referral code or link, we record that attribution. We track whether the referred user signs up, verifies their account, and makes their first successful payment to determine eligibility for referral rewards.
• Referral status shared with you: We display limited referral status information in your referral management dashboard, including the referred contact's name (as you entered it), whether they signed up, and whether they became a paying subscriber. We do not share the referred user's account details, usage data, or clinical activity with you.
• Stripe Connect account status: If you connect a Stripe Express account to receive payouts, we store your Stripe account ID and account status (e.g., onboarding complete, payouts enabled).

Information Shared with Stripe

To process referral reward payouts and comply with tax reporting requirements, we share your payout information with Stripe, Inc., our payment processor. Stripe collects tax identification information (W-9) and identity verification information directly from you during the Stripe Express account onboarding process. DocuRounds never collects or stores your Social Security number, tax ID, or banking information; those are collected and stored by Stripe under Stripe's privacy policy and Connected Account Agreement.

How We Use Referral Data

• To send invitations: When you send a referral invitation through our platform, we use the contact information you provide to deliver the invitation via email. We do not send automated text messages or phone calls from our servers. You may share your referral link personally through any channel you choose, subject to applicable laws.
• To track referral outcomes: We track sign-ups, payment events, and eligibility for rewards.
• To calculate and process payouts: We use referral attribution and payment data to calculate reward amounts, apply hold periods, and initiate Stripe transfers.
• To display your referral dashboard: We show you the status of your invitations and rewards in the referral management interface.
• For CRM and support: Referral contacts may be stored in our internal CRM for customer relationship management and support purposes. This data is personal information processed for marketing, not PHI.

How We Use Referred Contact Information

When you invite someone to DocuRounds through our platform, we use their contact information (name and email) only to:

• Deliver the email invitation you initiated, including identification of you as the referrer, DocuRounds's physical address (620 Wedge Dr., Stillwater, OK 74075), and a clear unsubscribe link (as required by the CAN-SPAM Act)
• Track whether they sign up using your referral code
• Notify them of the referral attribution when they create an account

If a referred contact does not sign up within 30 days, we automatically delete their information (except a minimal record if they opted out, which we keep to honor that request). We do not use referred contacts' information for unrelated marketing, and referred contacts may opt out of further communications at any time by following the unsubscribe link in emails or by contacting support@docurounds.com.

Retention of Referral Data

• Referral codes and attribution: Retained for the life of your account or as long as needed for tax reporting, fraud prevention, and dispute resolution (generally 7 years).
• Invited contact information for non-signups: Automatically deleted after 30 days unless the person signs up. Opt-out records are retained indefinitely to honor unsubscribe requests.
• Invited contact information for signups: Retained for the life of the referred user's account.
• Payout records: Retained for as long as required by tax, accounting, audit, and legal record-keeping obligations (generally 7 years).
• Device contacts not selected for invitation: Not uploaded or stored on our servers.

Platform Compliance

Our contact selection features comply with Apple App Store Review Guidelines and Google Play User Data policies by using native contact pickers where available, providing prominent disclosure before requesting permission, and uploading only explicitly selected contacts for the limited purpose of sending invitations.

Data Retention

We retain user data only for as long as needed to provide DocuRounds, meet legal and contractual obligations, protect the service, and support healthcare customers under applicable Business Associate Agreements.

Account profile, preference, entitlement, roster workspace, and optional voice calibration data are retained while the account is active unless the user deletes the data sooner through available account controls.

Protected Health Information and De-identification

Clinical notes containing Protected Health Information are retained only for the period needed to deliver the documentation service to the covered entity. Under the Business Associate Agreement, PHI notes remain in identifiable form for up to fourteen (14) days from creation, or for a shorter period if the covered entity so instructs. After that retention period, DocuRounds either deletes the identifiable copy or de-identifies it under the Safe Harbor method at 45 CFR 164.514(b)(2).

When a note is de-identified, all direct identifiers are removed: patient names, medical record numbers, account numbers, device identifiers, dates (except year), ages over 89, geographic subdivisions smaller than state, email addresses, phone numbers, fax numbers, Social Security numbers, photographs, and other identifiers listed in 45 CFR 164.514(b)(2)(i). Audio recordings, photographs, and identifiers removed during de-identification are not retained on the de-identified copy. Metadata-only remnants that cannot be reconstructed into a clinical note are not rehydrated into Protected Health Information.

DocuRounds may assign a sequential History number to de-identified notes as a re-identification code under 45 CFR 164.514(c). The History number is a sequential integer not derived from the patient's name, medical record number, date of birth, or other identifier. The code, the mapping mechanism, and the linkage to the original chart are not disclosed and are stored separately from de-identified notes. Roles and systems used to analyze de-identified notes do not have access to the re-identification code map or to de-identification audit records that still contain chart identifiers.

Once a note is de-identified under Safe Harbor, it is no longer Protected Health Information and is no longer part of the legal medical record. Oklahoma hospital record retention requirements remain with the covered entity and the covered entity's electronic health record or other system of record. De-identified notes may be retained to improve the Platform's reliability, security, clinical accuracy, and service quality.

Within the DocuRounds History interface, de-identified chart rows may display a De-Identified badge and the sequential History number. The Process Notes and facesheet edit controls are disabled on de-identified rows.

Operational logs and security audit records are retained for security, troubleshooting, compliance, and abuse-prevention purposes and are kept only for the period reasonably required for those purposes. Billing, tax, payment, audit, support, and legal records may be retained for the period required by law, contract, accounting rules, dispute resolution, fraud prevention, or security obligations.

Data Deletion Requests

Users can request deletion of their account and associated personal data at any time. To delete an account from inside DocuRounds, sign in, open Settings, choose Workspace tools, and use the Delete account option in the Danger zone. The app requires the current password and the typed confirmation DELETE before deletion begins.

If you cannot access your account, email support@docurounds.com with the subject line Account and Data Deletion Request from the email address associated with your DocuRounds account. Include your full name, account email address, and organization or facility if applicable. We verify that the request came from the account holder before deleting anything, and we respond to support deletion requests within 30 days.

What Account Deletion Removes

Account deletion removes the user's account credentials and sign-in identity, provider profile and preferences, personal snippets and roster workspace data, optional voice calibration recordings and any derived voice profile (if enrolled), and facility memberships and entitlements tied to the account. Account deletion also removes any remaining Protected Health Information that the Business Associate Agreement requires returned or destroyed.

What Account Deletion Does Not Remove

Account deletion does not require deletion of:

• Records we are legally required to keep, such as billing, tax, security audit, support, and legal records, retained only for as long as the law requires
• Clinical documentation governed by the covered entity under a Business Associate Agreement; deletion of organizational clinical records is directed by the covered entity, not by individual user requests
• De-identified notes under Safe Harbor (45 CFR 164.514(b)(2)) that no longer identify the user or a patient

Additional deletion instructions are available at https://edscribepro.com/deletedata/. Users may also delete optional voice profile data from Settings without deleting the account.