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Privacy Policy

Last updated: March 15, 2026

MyDotPhrases ("we", "our", "us") is committed to protecting your privacy. This policy explains what information we collect, how we use it, and your rights regarding your data.

What We Collect

When you create an account and use MyDotPhrases, we collect:

  • Account information: your email address and display name, used for authentication and identifying your account.
  • Dot phrase content: the template text, shortcuts, titles, folder names, and team associations you create within the application.
  • Usage data: phrase use counts and timestamps to power features like "Recent" and "Most Used" sorting.

What We Do NOT Collect

  • Protected Health Information (PHI): MyDotPhrases stores only generic documentation templates with placeholder variables (e.g., [PATIENT_NAME]). Patient-specific data is entered only when you paste a completed phrase into your EMR. We never receive, process, store, or transmit PHI.
  • Payment information: if you subscribe to a paid plan, payment is processed entirely by Stripe. We never receive or store your full credit card number. We only store your Stripe customer ID and subscription status so we can manage your plan.
  • Advertising data: we do not use third-party advertising trackers or ad networks. We do not sell your data to advertisers.

How We Use Your Data

  • To provide and maintain the MyDotPhrases service.
  • To authenticate your account and enforce access controls.
  • To enable team sharing features when you choose to join a team.
  • To diagnose and fix bugs via error monitoring (Sentry).
  • To understand aggregate usage patterns and improve performance via anonymous analytics (Vercel Analytics).
  • To process payments and manage subscriptions for paid plans (Stripe).

We do not sell, rent, or share your personal data with third parties for marketing purposes.

Data Storage & Security

  • Your data is stored in Supabase (hosted on AWS) with row-level security (RLS), meaning your phrases are only accessible to you and any teams you join.
  • All data is encrypted in transit (TLS) and at rest (AES-256).
  • Authentication is handled by Supabase Auth with secure session management.

For more details, see our Security & HIPAA page.

Your Rights

You have the right to:

  • Access your data: view all your phrases, folders, and templates in the dashboard.
  • Export your data: export your entire phrase library as JSON at any time from the dashboard.
  • Delete your data: delete individual phrases, folders, or your entire account from the settings page. Account deletion permanently removes all associated data.
  • Correct your data: edit any phrase, folder, or account information at any time.

Browser Extension

The MyDotPhrases browser extension expands your dot phrase shortcuts directly in the text fields you type into. Because it runs on charting surfaces, its data handling is deliberately narrow:

  • Nothing you type is ever transmitted. The extension downloads your own phrase library once and matches shortcuts entirely on your device. Keystrokes, note text, and any patient information you enter never leave your computer, are never sent to us, and are never sent to any third party.
  • No telemetry or analytics. The extension contains no tracking, no usage reporting, and no error reporting. There is no analytics code in the typing path, by design.
  • One network request. The extension contacts a single endpoint — MyDotPhrases — to download your phrases, using a token you generate in Settings. It cannot contact any other server.
  • What is stored locally. Your phrase library, your access token, and your per-site on/off preferences are kept in the browser's own extension storage on your device. Removing the extension deletes all of it.
  • Site access is opt-in, one site at a time. The extension installs with access to no websites at all. You turn it on for a specific site from its toolbar menu, and your browser asks you to confirm. It can only read or edit text on sites you have explicitly allowed, you can see the full list at any time, and you can remove any of them in one click. It never activates in password fields, and it is excluded from MyDotPhrases itself.
  • Revoking access. Delete the extension token in Settings and the extension can no longer download your phrases.

Analytics

We use Vercel Analytics and Vercel Speed Insights to understand aggregate usage patterns and page performance. These tools collect anonymous, non-personally-identifiable data such as page views, web vitals, and device type. No cookies are set for analytics purposes, and no data is shared with advertisers.

Cookies

We use only essential cookies required for authentication and session management. We do not use advertising or cross-site tracking cookies.

Third-Party Services

Children's Privacy

MyDotPhrases is designed for licensed healthcare professionals. We do not knowingly collect data from individuals under 18.

Changes to This Policy

We may update this policy from time to time. We will notify registered users of material changes via email. The "Last updated" date at the top of this page reflects the most recent revision.

Contact

Questions about this privacy policy? Email us at privacy@mydotphrases.com.