Vinyl Health — Privacy Policy
Effective Date: April 29, 2026
Last Updated: May 27, 2026
Vinyl Health, Inc. (“Vinyl Health,” “Vinyl,” “we,” “us,” or “our”) operates the Vinyl Health mobile application, the website located at https://www.vinylhealth.ai/, and related healthcare technology services (collectively, the “Services”).
This Privacy Policy explains how we collect, use, disclose, protect, and process personal data including health information when you use our Services.
At Vinyl Health, privacy is foundational to our mission. We believe your health information belongs to patients. We do not sell personal data including health information, and we will never share or monetize such data without your explicit direction or consent.
By using the Services, you acknowledge that you have read and understood this Privacy Policy.
This Privacy Policy does not apply where Vinyl Health processes personal data as a service provider (or an equivalent role under the various Privacy Laws, such as data processor or business associate). When we function as a service provider, the privacy requirements of the relevant customer and our agreements with such customer will govern our processing of such personal data.
1. Our Philosophy
Healthcare data is deeply personal. Vinyl Health was built around the principle that patients and families should control their own health story.
We design our systems, business model, and technology architecture to align with that principle:
You control your health information through your health journey;
You decide how to use the Services to share your information;
We do not sell identifiable health information to advertisers, data brokers, or marketers;
We do not build advertising profiles based on your health data;
We use your information only to provide, improve, and secure the Services and as otherwise described in this Privacy Policy.
2. How We Collect Personal Data
The categories of personal data we collect depend on how you interact with Vinyl Health and the Services you choose to use.
We collect personal data that you provide directly to us when you create an account, use the Services, upload information, communicate with us, share information with caregivers, Healthcare Providers, family members, supporters, or other individuals through the Services, subscribe to paid features, respond to surveys, contact support, or otherwise interact with Vinyl Health.
This information may include account and profile information, health-related information, healthcare recordings and transcripts, communications, uploaded documents, information about people you choose to share information with through the Services, payment-related information, and any other information you choose to provide through the Services.
We also collect information automatically when you interact with the Services. This may include information about your device, browser, operating system, app version, usage activity, interactions with features, authentication activity, crash reports, diagnostics, and general geographic region derived from IP address.
We, and our third-party partners, use automatic data collection technologies to collect information when you use the Services, including cookies, web beacons, pixels, embedded scripts, mobile SDKs, location-identifying technologies, and logging technologies. Information collected automatically may be combined with other personal data we collect directly from you or receive from other sources.
In certain circumstances, we may receive information from third parties or integrated services, including authentication providers, payment processors, healthcare technology integrations, analytics providers used on our public-facing marketing website, or individuals you authorize to participate in your care experience.
Accuracy and Integrity of Information
You can keep your account information and self-reported information accurate, complete, and up to date through your account settings. Information in your Vinyl Health account sourced directly from a third party, such as a Healthcare Provider, health plan, or other health data source, cannot be changed by you or Vinyl Health; however, you may upload updated information, including updated health records.
Sensitive Personal Data
Certain personal data we collect may be classified as “sensitive” under applicable privacy laws, including health information such as your health records, medical history, audio and transcripts of meetings with your healthcare professionals, and any other health-related information you provide to us. We use sensitive personal data for the purposes set forth in this Privacy Policy. Subject to certain legal limitations and exceptions, you may be able to withdraw your consent for our processing of sensitive personal data by contacting us at privacy@vinylhealth.ai.
HIPAA Protected Health Information
Certain demographic, health and/or health-related information that Vinyl Health collects about individuals as part of providing the Services may be considered “protected health information” or “PHI” under the Health Insurance Portability and Accountability Act (“HIPAA”). Specifically, when Vinyl Health, acting as a “business associate” (as such term is defined in HIPAA) receives identifiable information about an individual from or on behalf of a Covered Entity such as the individual’s physician or healthcare organization (collectively, “Healthcare Providers”), this information is considered PHI. Personal data that an individual provides to Vinyl Health outside of the foregoing context is not PHI. For example, when you provide information directly to us via the Services, such as when creating an account or using our interactive tools; or when you voluntarily provide information through the Services; or when you send us an email or otherwise contact us, that information is not PHI. In order for us to fully provide the Services to individuals whose PHI is being collected, such individuals must sign a HIPAA Authorization Form which will be presented upon account registration to support our full collection, use and disclose of such PHI.
3. How We Use Personal Data
We use personal data to operate, maintain, secure, personalize, and improve the Services; provide healthcare organization and coordination tools; generate AI-assisted outputs; create accounts; authenticate users; organize health records; maintain sharing permissions and access controls; deliver summaries, transcripts, and insights; process payments; communicate with users regarding the Services; respond to support requests; comply with legal obligations; prevent fraud and misuse; maintain system security; protect the safety and rights of others; conduct analytics and quality improvement; and develop new features and functionality.
De-Identified and Aggregated Information
We may use personal data to create and use de-identified, anonymized, or aggregated information that cannot reasonably identify you. We may use such de-identified information for analytics, operational improvement, research, healthcare system insights, and product development. We do not attempt to re-identify de-identified information.
We do not use your identifiable health information for third-party advertising purposes.
4. How We Share Personal Data
We disclose or otherwise make available personal data in the following ways:
To People You Share Information with Through the Services
As part of the Services, Vinyl Health allows users to share information with individuals such as caregivers, supporters, family members, Healthcare Providers, care navigators, or other authorized individuals through the Services.
If you choose to share information through Vinyl Health, we may disclose the information you choose to share, including health information, communications, summaries, recordings, care coordination information, and related content, to those individuals in accordance with your settings and permissions.
You control who may access your information through the Services and may revoke access at any time.
To People You Share Information with Outside the Services
The Services may allow you to share information externally through methods such as QR code sharing, exported files, downloads, screenshots, email forwarding, links, printed materials, or other sharing tools.
When you direct Vinyl Health to share information outside the Services, or when you independently share exported information with third parties, the information may no longer be protected by this Privacy Policy or by Vinyl Health’s security controls. Any further use, disclosure, storage, or protection of that information by external recipients is outside of Vinyl Health’s control and responsibility.
You are solely responsible for determining whether and with whom to share your information outside the Services.
To Other Users and the Public
If you interact with Vinyl Health on social media platforms, participate in public-facing discussions, submit testimonials, reviews, or other public content, that information may be visible to others depending on the applicable privacy settings and intended audience of those platforms. Information shared publicly may be copied, reshared, or redistributed by others.
To Third-Party Service Providers
We engage carefully selected third-party service providers to help us operate, host, secure, maintain, support, and improve the Services. Depending on the nature of the services provided, these providers may process personal data on our behalf or may have limited access to personal data solely as necessary to provide services to Vinyl Health.
These providers may include cloud infrastructure and hosting providers, authentication and identity verification providers, payment processors, analytics providers used on public-facing marketing pages, customer support tools, notification delivery providers, and artificial intelligence processing providers.
We contractually require service providers handling personal data to maintain confidentiality, implement appropriate security safeguards, and comply with applicable privacy and healthcare data protection obligations.
AI Service Providers
We use third-party artificial intelligence and machine learning providers to power transcription, summarization, organizational, and content-generation features within the Services.
Audio recordings, transcripts, healthcare narratives, and related contextual information may be processed by AI providers solely for the purpose of delivering the functionality requested by users.
These providers are contractually restricted from using your information to train general-purpose AI models unless expressly authorized.
Business Partners and Integrated Services
Where you choose to connect or interact with third-party services through Vinyl Health, we may share information as reasonably necessary to facilitate those integrations, requests, or transactions.
In Connection with Business Transactions
We may disclose, transfer, or assign information in connection with an actual or proposed merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or other corporate transaction.
To Facilitate Legal Obligations and Protect Rights
We may disclose information to legal advisors, regulators, law enforcement, courts, or other third parties:
to comply with applicable laws or legal process;
to establish, exercise, or defend legal claims;
to enforce our agreements and policies;
to investigate fraud, abuse, misuse, or security incidents;
to protect the rights, property, safety, and security of Vinyl Health, our users, or others; or
as otherwise required or permitted by law.
If we are required to disclose your information because we have been presented with a civil or criminal subpoena, court order, search warrant, or other demand for compulsory disclosure or request from law enforcement, we may, except where prohibited by applicable law, provide you with notice of such a document or demand, to give you an opportunity to object or seek a protective order or other appropriate remedy granted to you by law.
5. Advertising and Analytics
Vinyl Health does not use your health information for targeted advertising.
We do not permit advertising trackers within authenticated environments where personal data is submitted or accessed by you.
Cookies and Online Tracking Technologies
We may use limited analytics technologies on public-facing marketing pages to understand website traffic and improve our website experience. Where analytics providers are used on public marketing pages, they are configured to minimize data collection and advertising-related sharing where feasible.
Vinyl Health uses cookies and similar tracking technologies on our website and Services. We use essential cookies internally to improve your experience, including keeping you signed in, delivering content, providing you with a better experience, understanding how you use our Services, and identifying and remediating technical issues. Because these cookies are essential for the development, improvement, and functioning of our website and Service, you cannot opt out of these cookies; however, this information is used solely for our business purposes and is not shared with third parties.
To the extent that we use marketing cookies on public-facing portions of our website, they may be used to send non-health information about your activity on the website to advertising services. You may opt out of having your online data collected through marketing cookies and shared with our advertising partners by adjusting your cookie preferences on our website or by contacting us at privacy@vinylhealth.ai. We do not use marketing cookies to collect health information and do not share your health information with third parties without your express, opt-in consent.
Automatic Data Collection Preferences
You may be able to utilize third-party tools and features to restrict our use of automatic data collection technologies. Most browsers allow you to change browser settings to limit automatic data collection technologies on websites, most email providers allow you to prevent the automatic downloading of images in emails that may contain automatic data collection technologies, and many devices allow you to change your device settings to limit automatic data collection technologies for device applications. Please note that blocking automatic data collection technologies may negatively impact your experience using the Services, as some features and offerings may not work properly or at all.
6. Communication Preferences
By using the Services and providing your contact information, such as your name, phone number, and email address, you consent to receiving email and text messages to tell you about the Services, such as important information about your requested Services and reminders to log back in to complete certain activities. These communications may include messages sent through the use of landline phone, cellular phone, and text messages (including SMS and MMS). We may use an automatic telephone dialing system (or “auto-dialer”), which may employ artificial or pre-recorded voice or “robotexts.” Your carrier’s standard rates and charges may apply.
Email Messages
You can stop receiving marketing or promotional email communications from us by clicking on the “unsubscribe” link provided in any of our email communications. Please note you cannot opt out of service-related email communications (such as account verification, transaction confirmation, or service update emails). You can stop receiving push notifications from us by changing your preferences in your device’s notification settings menu or in the applicable service-specific application. You may withdraw your consent for marketing communications at any time by contacting us at privacy@vinylhealth.ai.
Text Messages
You may opt in to receive occasional text messages from Vinyl Health to receive updates on our Services. Message frequency will vary. By providing your mobile phone number and opting in to receive text messages, you expressly consent to receive automated text messages from us to the mobile phone number you provide. Consent to receiving text messages is not required in order to use the Services.
Message and data rates may apply, and you should check the rates of your mobile carrier. Your mobile carrier is not liable for delayed or undelivered messages. You can opt out of receiving text messages by texting STOP in response to any text message. We share your mobile phone number with service providers with whom we contract in order to send you automated text messages, but we will not share your mobile phone number with third parties for their own marketing purposes without your express consent.
7. Data Security; Breach of Personal Data
We implement commercially reasonable administrative, technical, organizational, and physical safeguards in an effort to protect personal data from loss, misuse, or alteration while it is under our control. Please note, however, that security incidents can occur even if reasonable steps are taken to prevent such incidents; for example, we cannot guarantee that personal data will not be illegally accessed or intercepted through the Internet while being hosted by us, transmitted to us by you, or transmitted by us to third parties. Additionally, we have absolutely no control over the security of other third-party sites you might visit, interact with, or do business with.
If your personal data is altered, destroyed, acquired, accessed, used, or disclosed in a manner not outlined by this Privacy Policy that compromises the privacy or security of the personal data, you agree to receive any required notifications of this breach from Vinyl Health or its delegate via electronic mail in lieu of first-class mail. The notification may be provided in one or more electronic mailings as information becomes available. If you do not agree to receive breach information via electronic mail, you must contact us at privacy@vinylhealth.ai and withdraw your consent. You also permit Vinyl Health, to the extent your phone number is available and current, to call you and notify or update you about the breach of your personal data prior to and after sending electronic mail notification. To the extent required by applicable law, we may report the breach of information to governmental authorities or other third parties.
We comply with federal and state laws requiring us to notify you, and in some cases legal authorities, in the event of a breach of your personal data. We also require our contractors and service providers to demonstrate that they deploy similar security safeguards.
8. HIPAA and Healthcare Privacy Compliance
To the extent that Vinyl Health is designed to support HIPAA-compliant operations where applicable.
We maintain safeguards intended to align with healthcare privacy and security obligations, including:
Business Associate Agreements where required;
Access controls and audit trails;
Workforce confidentiality training;
Incident response procedures; and
Breach notification procedures where legally required.
9. State Privacy Rights
Depending on your jurisdiction, you may have rights regarding your personal data.
These may include rights to:
Access your information
Correct inaccurate information
Delete information
Export or port information
Restrict or object to certain processing
Withdraw consent
Opt out of certain advertising or sharing activities
Appeal certain privacy decisions
To exercise any applicable privacy rights you may have, contact: privacy@vinylhealth.ai
Submitting Privacy Rights Requests
To submit a request to exercise any of the rights described above, please email us at privacy@vinylhealth.ai. Before processing your request to exercise certain rights, we will need to verify your identity. In order to verify your identity, we will generally either require the successful authentication of your account, or the matching of sufficient information you provide us to the information we maintain about you in our systems. In certain circumstances, we may decline or limit your request, particularly where we are unable to verify your identity or locate your information in our systems.
Submitting Authorized Agent Requests
In certain circumstances, you are permitted to use an authorized agent to submit requests on your behalf. In order to verify the authorized agent’s authority, we generally require evidence of either (i) a valid power of attorney or (ii) a signed letter containing your name and contact information, the name and contact information of the authorized agent, and a statement of authorization for the request. Depending on the evidence provided and your state of residency, we may still need to separately reach out to you to confirm the authorized agent has permission to act on your behalf and to verify your identity in connection with the request.
Appealing Privacy Rights Decisions
You may be able to appeal a decision we have made in connection with your privacy rights request. All appeal requests should be submitted by replying to the communication resolving your original request or by contacting us at privacy@vinylhealth.ai. If we are unable to comply with all or a portion of your request, we will explain the reasons for our decision.
Additional Protection for Health Data
Where applicable under laws such as Washington’s My Health My Data Act, Nevada consumer health privacy laws, GDPR, or U.S. state privacy laws, Vinyl Health will honor applicable rights and protections relating to consumer health data.
California Residents
California’s “Shine the Light” law (Civil Code Section §1798.83) provides certain rights to California residents that have an established business relationship with us with regard to the disclosure of certain types of personal data to third parties for their direct marketing purposes. It is our policy that we do not disclose personal data to third parties for their direct marketing purposes if a consumer has opted out. To opt out of having your personal data disclosed to third parties for their direct marketing purposes, please email us at privacy@vinylhealth.ai.
10. Data Retention
We retain information only as long as reasonably necessary to:
Provide the Services
Comply with legal obligations
Resolve disputes
Maintain security and audit records
Enforce agreements
Retention periods may vary depending on the type of information and applicable legal requirements.
To determine the appropriate duration of the retention of personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of personal data and if we can attain our objectives by other means, as well as our legal, regulatory, tax, accounting, and other applicable obligations.
When information is no longer required, we delete or de-identify it using reasonable safeguards. If deletion is not immediately possible (for example, because personal data has been stored in backup archives), we will securely store the personal data and isolate it from further active processing until deletion or de-identification is possible.
11. Children’s Privacy
You must be 18 years of age or older in order to establish an account on and use the Services. We are concerned about the safety and privacy of children online. Because of this, we will make all efforts to comply with the Children’s Online Privacy Protection Act of 1998 (“COPPA”). COPPA and its accompanying regulations. Further, the Services are neither intended for nor designed to attract Users under the age of 18. It is possible that by fraud or deception by others we may receive information given to us or pertaining to minors, including children under 13. If we are notified of this, as soon as we verify the information, we will delete the information from our servers. If you want to notify us of our receipt of information by minors, including children under 13, please email us at privacy@vinylhealth.ai.
12. Your Choices and Controls
You may:
Access and review your information
Update profile information
Export your records
Delete your account
Manage notification preferences
Revoke access for people with whom you share information through the Services
Withdraw consent where applicable
Contact us regarding AI processing concerns
Some requests may be limited where retention is required by law or necessary for security, fraud prevention, or legal compliance.
Account Closure and Deletion
If you no longer want to maintain a Vinyl Health account, you can submit a request to close your account by emailing privacy@vinylhealth.ai. When you ask us to delete your account, your account information and personal data will be deleted within thirty (30) days of receipt of your request, and further access to your account and the Services will not be possible, in accordance with applicable law. Before your account is deleted, you will have an opportunity to export or download your records for your personal use.
If you withdraw your consent for certain data processing activities, such withdrawal will apply only to new uses or disclosures of personal data about you within a reasonable amount of time after Vinyl Health has received the withdrawal, or at such other time as required by applicable law.
13. Third-Party Websites and Services
The Service may contain links or integrations to third-party services, and we may provide links to third party websites, services, and applications that are not operated or controlled by Vinyl Health. While we attempt to facilitate access only to those third-party services that share our respect for your privacy, we cannot take responsibility for the content, privacy policies, or practices of those third-party services. We encourage you to review and understand the privacy practices of any third party before providing any information to or through them. Your interactions with these features are governed by the privacy policy of the third-party service that provides the feature. Where possible, we will warn you when you are leaving the Services and connecting to a third party site. This Privacy Policy does not apply to third-party services not controlled by Vinyl Health.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
If material changes are made, we may notify you through the Services, by email, or through other appropriate means before the changes become effective. You can determine whether the Privacy Policy has been modified by checking the “Last updated” legend at the top of the Privacy Policy.
Your continued use of the Services after updates become effective constitutes acceptance of the updated Privacy Policy.
15. Contact Us
Vinyl Health, Inc.
Privacy Team: privacy@vinylhealth.ai