Privacy Policy
Effective date: October 5, 2026
Venkata Technologies LLC ("we," "us") operates RoundCompanion, a clinical documentation app for physicians, and the website roundcompanion.com. This policy explains what information we collect, how we use it, and your choices.
Information We Collect
- Account information, such as your name and email address.
- Information you enter, such as patient details, dictation, notes, medications, labs, tasks, and photographs you choose to capture, for example of a patient list or a prior note.
- Usage information, such as the features you use, app performance, and survey responses.
- Device information, such as device type, operating system, and app version.
- Website contact information, such as your name, email address, and message when you contact us through roundcompanion.com.
How We Use Information
We use information to provide and secure the app, to generate the drafts and summaries you request, to improve the app, to communicate with you (for example, sign-in codes and support replies), and to meet legal obligations. We do not use your information for advertising, and we do not use patient information to train AI models.
How We Share Information
We do not sell your information. We share it only with service providers that help us run the app, under written agreements, including business associate agreements where required, that limit how they may use it. These providers are Amazon Web Services (AI processing through Amazon Bedrock, and email delivery), OpenAI (speech-to-text for dictation), Deepgram (speech-to-text for the optional ambient listening feature), Google (reading photos of patient lists and notes, through Vertex AI), and Convex (application database and backend hosting). We also share information with other users when you choose to share within the app, for example when you hand off a patient to a colleague, and when required by law.
Health Information
RoundCompanion is used by physicians to document the care of their patients. When you enter patient information, Venkata Technologies LLC handles it only to provide the app to you, as a business associate of you or of the practice or facility you work for. Our infrastructure and AI providers are covered by business associate agreements. We do not use protected health information for any purpose other than providing, securing, and supporting the app. The EHR remains the permanent medical record; RoundCompanion is a documentation companion, not a records system.
Data Retention
Patient information in the app is temporary by design. Clinical content expires automatically on a rolling schedule. In hospital mode, no patient information remains in the app more than 36 hours after you last worked on that patient's chart. In nursing-home mode, the app keeps your last two visits for each resident so you can see what has changed. You can delete a patient at any time, which removes that patient's information from the app immediately. Encrypted backups are kept up to 7 days for disaster recovery. Account information is kept while your account is active and deleted when you close it, except for records we must keep for security or legal reasons.
Security
We use reasonable administrative, technical, and physical safeguards to protect information, including encryption in transit and at rest, one-time sign-in codes, device lock with Face ID or a PIN, and access logging. No system is completely secure.
Your Choices
You can delete your account in the app under Settings, or by emailing vikram@roundcompanion.com. You can turn off device permissions, such as microphone or camera, in your device settings.
Children
RoundCompanion is intended for licensed physicians and is not directed at children.
Changes
We may update this policy and will post the new effective date here.
Contact Us
Venkata Technologies LLC
vikram@roundcompanion.com