Privacy Policy
Effective September 21, 2026
Clincor is clinical documentation software made by Coach OS LLC, a Florida limited liability company (document number L26000444666), Miami, Florida. This policy explains what Clincor collects, where it is kept, who can see it, and how it is deleted. Contact: support@coachingos.org.
Who this covers
This policy covers the Clincor desktop application for Mac and Windows, the Clincor web application, and the Clincor website. It covers two kinds of information: information about the clinicians and practices who use Clincor ("account information"), and the clinical records those clinicians create with it ("practice records"), which may include protected health information ("PHI") about their patients.
Account information
When you start with Clincor we collect your name, work email address, practice name and the number of clinicians in your practice. We use it to open your workspace, send you your sign-in link, count finalized notes toward your included allowance, and take payment when you activate. Account information is held by Coach OS in our account service. It never contains patient information.
Practice records stay on your computer
Notes, dictations, patient names, measurements, care plans, imported files and the record of actions for each note are stored on the computer where you use Clincor, inside the application's own storage. They are not uploaded to Coach OS servers. Each workspace is kept separately, so one practice's records cannot appear in another's export.
When a note is finalized, Clincor tells our account service that one note was finalized, using an opaque reference number and the words "Note finalized". No patient name, no note text and no clinical detail is ever sent to the account service.
Transcription and drafting under a business associate agreement
If your practice turns on secure transcription, audio you record is sent from your computer to Clincor's server and on to Amazon Web Services (AWS), where it is transcribed by Amazon Transcribe Medical and stored, encrypted, in an AWS account covered by Coach OS's business associate addendum with AWS. The resulting text is returned to your computer. Optional drafting assistance, when switched on for your practice, runs the same way through Amazon Bedrock in the same AWS account. Clincor never sends practice records to any other transcription or drafting service.
We only process PHI for your practice after your practice and Coach OS have signed the Clincor Business Associate Agreement. Until then, use Clincor with synthetic records or type your dictation, which stays on your computer.
Audio held in AWS for transcription is deleted within 30 days. Coach OS staff do not listen to recordings or read transcripts except when you ask us to help with a specific problem and give us permission in writing.
Live text while you talk
In the Synthetic records workspace only, Clincor may show words on screen while you speak using your operating system's built-in speech recognition. That feature is switched off in practice workspaces, because it can send audio to the operating system vendor.
What we do not do
We do not sell personal information or PHI. We do not use practice records to train any model. We do not show advertising. We do not share practice records with anyone except the infrastructure provider named above, and only to provide the service.
Security
Connections are encrypted in transit (TLS). Audio in AWS is encrypted at rest. Every action on every note — written, edited, finalized, exported, plan approved — is recorded in a hash-chained record of actions that shows if an entry was changed or removed. Records on your computer are protected by your computer's own sign-in; we recommend full-disk encryption (FileVault or BitLocker) on every computer used for patient care.
Retention and deletion
Practice records stay on your computer until you delete them or the workspace. You can export all records in a workspace at any time, including after your included allowance ends. Account information is kept while your account is open and for up to seven years afterwards where tax or legal records require it. To close your account and delete account information, email support@coachingos.org.
Children
Clincor is for licensed clinicians and their staff. It is not directed to children.
Changes
We will post changes here with a new effective date, and tell account holders by email when a change is material.
Contact
Coach OS LLC · Miami, Florida · support@coachingos.org