Privacy Policy

Important Privacy Information

This Privacy Policy describes how KAMS (Kaizen Ambient Medical Scribe) (“KAMS,” “we,” “us,” or “our”) collects and processes personal data when you visit https://getkams.com, create or use an account, purchase usage packs or other products, contact us, or use the clinical documentation and related tools made available through the website and applications (collectively, the “Service”).

To create and use a KAMS account, you may be asked to provide an email address, name, professional profile details, and other account information. When you use the Service, we also receive technical and usage information from your browser or device, including IP address, language and time-zone settings, device and browser characteristics, referring pages, cookies or similar identifiers, and information about how you interact with the Service.

KAMS processes clinical documentation content that you choose to provide — including encounter text, speech-derived input, draft notes, patient details you enter, and related records. Because that content may be personal, confidential, or sensitive under applicable law, you should only enter information you are authorized to process, and you remain responsible for patient consent and lawful use in your practice.

Certain functions may use automated technologies and specialized third-party providers to produce documentation drafts, speech recognition, text-to-speech, or related outputs you request. We also use service providers for hosting, analytics (where enabled), customer support, communications, fraud prevention, and payment processing. Limited categories of personal data may be processed on systems operated by those providers.

By accessing or using the Service, you acknowledge that you have read this Privacy Policy. The Service is intended for users who are at least 18 years old and for licensed healthcare professionals (and authorized staff under their supervision). If you do not accept these practices, do not use the Service.

In this Policy, “personal data” or “personal information” means information that identifies, relates to, describes, or can reasonably be linked to an individual, as defined under applicable law. “Process” includes collecting, using, storing, accessing, analyzing, transmitting, disclosing, and deleting data. References to the “EEA and UK” include the European Economic Area and the United Kingdom.

Questions or privacy requests may be sent to getsupport@getkams.com.

1. Personal Data Controller

KAMS (Kaizen Ambient Medical Scribe), operating from Federal Republic of Nigeria, is the controller of personal data processed for the purposes described in this Privacy Policy, unless a different controller is identified for a specific enterprise arrangement.

When you enter personal data about patients or other individuals, you are responsible for ensuring that you have an appropriate legal basis, authorization, and any required notices or consents for that processing. KAMS processes such content to provide the documentation functions you select and for the other limited purposes described below.

2. Categories of Personal Data We Collect

We collect information that you provide directly and information generated automatically when you use the Service. The precise categories depend on the features you use, your device and settings, your location, and whether you have an account or paid access.

2.1. Information you provide directly

2.1.1. Identifiers and contact details

You may provide your name, email address, country or region, phone, clinic or practice details, professional registration information, and other contact details when you create an account, complete onboarding or verification, purchase the Service, or contact support.

2.1.2. Account information

Account information includes login credentials (passwords stored using one-way security protections, not in readable form), user or account identifiers, preferences, subscription or credit status, language, theme, and information used to authenticate or secure the account.

2.1.3. Purchase and transaction information

When you purchase note packs, clinic plans, Scholar plans, or other paid features, payment information is submitted to our payment service providers (for example Paystack). We do not receive or store your complete payment-card number. We may receive limited transaction data such as payment reference, customer code, product or plan, amount, currency, transaction time, and payment outcome.

2.1.4. Clinical documentation and other user content

The Service may process text, speech-derived content, draft notes (including SOAP structure), suggested codes, patient summaries, patient identifiers you enter, study materials in Scholar, and other content you create or upload (“User Content”). User Content may contain personal or sensitive information about you or third parties. We process User Content to perform the functions you request and as otherwise described in this Policy.

2.1.5. Voice and audio content

Capture and related functions may process audio or speech-to-text-derived content to help prepare documentation drafts. We do not use voice recordings to biometrically identify or authenticate you.

2.1.6. Communications and feedback

We process information you include in support requests, emails, contact forms, and other communications, including message content, attachments, and our response history.

2.2. Information collected automatically

2.2.1. Device, browser, network, and approximate location

We may collect IP address, browser type and version, operating system, device type, language, time zone, and approximate country or region inferred from IP (for example for pricing localization). We do not collect precise GPS location unless a feature specifically requests it and you grant permission.

2.2.2. Usage, event, and diagnostic data

We may record interactions needed to operate and secure the Service, including pages viewed, features used, generation and billing events, errors, session timing, and other operational logs. Where feasible, analytics events use account or device identifiers rather than clinical file content.

2.2.3. Cookies and similar technologies

We and our providers may use cookies, local storage, and similar technologies for authentication, preferences, security, and (where you consent) analytics or measurement. See section 13 and our Cookie Policy.

3. Purposes for Which We Process Personal Data

3.1. To provide and operate the Service

We process account data, User Content, technical information, and usage data to create and manage accounts; provide documentation and Scholar features; generate draft notes and related outputs; manage trials, credits, and payments; restore sessions; and maintain availability and performance.

Some automated documentation functions may use specialized technology providers to process material you submit and return a draft output. Data sent to a provider is limited to what is reasonably necessary for that function and is governed by our arrangements with the provider. See also our Technology page for product-facing context.

3.2. To provide customer support

We use account, transaction, technical, and communication information to answer questions, investigate issues, handle complaints, and protect accounts.

3.3. To communicate with you about the Service

We may send transactional and service communications concerning account creation, authentication, purchases, security, and other matters connected with your use. Certain service communications are necessary while you maintain an account. Marketing messages are sent only where you have opted in or as otherwise permitted by law; you may withdraw marketing consent.

3.4. To secure, analyze, maintain, and improve the Service

We process device, usage, transaction, and diagnostic information to prevent abuse (including registration abuse), measure reliability, identify errors, and improve usability. Analytics tools (for example Google Tag Manager / measurement tags) load only where you have consented through our cookie preferences, or as otherwise required for essential operation.

3.5. To meet legal obligations

We may process data to comply with law, enforce terms, detect fraud, and respond to valid legal process.

4. Legal Bases for Processing Personal Data (EEA and UK Users)

If you are in the EEA or UK, we process personal data only where a legal basis applies, which may include:

• Contract — to provide the Service you request (account, documentation features, paid packs)
• Legitimate interests — to secure the Service, prevent abuse, improve reliability, and communicate essential service notices, balanced against your rights
• Consent — where required (for example certain cookies/analytics, or marketing emails)
• Legal obligation — where processing is required by applicable law

You may withdraw consent where processing is consent-based, without affecting prior lawful processing. For questions, contact getsupport@getkams.com.

5. Sharing of Personal Data

We may share information only as needed to operate the Service:

• Infrastructure and processors — hosting, database, documentation generation, email delivery, and payment providers under arrangements limited to delivering the Service
• Analytics / measurement — only where enabled by your cookie preferences (or essential measurement required for security)
• Authorities — when required by applicable law or valid legal process
• You — when you request access or export, subject to verification

We do not sell personal data. We do not share identifiable patient documentation for third-party marketing.

6. Your Privacy Rights

Subject to applicable law (including Nigerian data protection law and, where applicable, EEA/UK or U.S. state law), you may have the right to:

• Access personal data we hold about you
• Correct inaccurate information
• Request deletion, subject to legal retention duties (including billing, security, and dispute-related records)
• Object to or restrict certain processing
• Withdraw consent where processing relies on consent
• Lodge a complaint with a supervisory authority (for example the Nigeria Data Protection Commission, or an EEA/UK authority where applicable)

To exercise these rights, email getsupport@getkams.com. We may need to verify your identity before acting on a request.

7. Age Limitation

The Service is intended for adults (18+) and professional clinical use. We do not knowingly collect personal data from children under 18 for account creation. If you believe a minor has provided personal data, contact us and we will take appropriate steps.

8. International Data Transfers

Infrastructure and technology providers may process data in or from locations outside your country of residence (including outside Nigeria). Where that occurs, we take steps consistent with applicable law to protect the data (for example contractual and technical safeguards offered by those providers).

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. For material changes we may notify you by email or in-product notice. Continued use of the Service after an update constitutes acceptance where permitted by law.

10. U.S. State Privacy Notice

If you are a resident of a U.S. state that provides additional privacy rights (for example California), those rights may include the right to know, delete, correct, or opt out of certain “sales”/sharing of personal information as defined by state law. KAMS is primarily designed for professional healthcare use outside a default HIPAA-covered offering; we do not sell personal information for monetary consideration.

To submit a state privacy request, email getsupport@getkams.com with the subject “Privacy Request,” identify the right you wish to exercise, and the state in which you reside. We may verify your request against account records. Authorized agents may submit requests where permitted by law.

We will not discriminate against you for exercising privacy rights under applicable law.

11. Data Retention

We retain personal data for the period reasonably necessary to provide the Service, complete transactions, maintain account and billing records, prevent fraud and free-tier abuse, comply with law, resolve disputes, and enforce agreements.

If you close your account, we typically deactivate it (you can no longer sign in) rather than immediately destroying clinical documentation. Notes, patient records linked to your use of the Service, billing history, and related audit logs may be retained under your account identifier for legal, regulatory, professional, and dispute-resolution purposes, for as long as retention is required or permitted by law and our retention schedule. Marketing preferences are turned off on deactivation.

Requests for permanent erasure of retained clinical material are assessed case-by-case (including legal holds). Contact getsupport@getkams.com.

12. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect personal data, which may include encryption in transit, access controls, authentication safeguards, audit logging of important actions, and rate limiting. No method of transmission or storage is completely secure.

You are responsible for protecting your credentials and using a trusted device and network. Notify us promptly at getsupport@getkams.com if you suspect unauthorized access. See also our Security overview.

13. Cookies and Similar Technologies

Cookies are small files stored on your device. KAMS uses:

• Essential cookies — required for sign-in, session security, load balancing, fraud prevention, and remembering critical preferences (for example theme). These do not require consent under typical cookie rules.
• Analytics cookies — help us understand site usage (for example via Google Tag Manager / analytics tags). These load only if you accept analytics in our cookie banner.

You can change preferences anytime via the cookie banner controls or by clearing site data in your browser. Details are in our Cookie Policy.

14. Contact Us

For questions about this Privacy Policy, your account, or personal data:

• Privacy: getsupport@getkams.com
• Support: getsupport@getkams.com
• Operator on X: @efiakpowore
• Location: Federal Republic of Nigeria

Related: Terms of Service · Cookie Policy · Security · Contact