Privacy Policy

Effective date: September 9, 2026  |  Last updated: September 8, 2026

1. Scope and who we are

This Privacy Policy explains how ScribeEMR, Inc., doing business as Nivaran (collectively, “Nivaran,” “we,” “us,” or “our”), collects, uses, discloses, and protects personal information through nivaran.ai and other public webpages that link to this Policy (the “Website”). It also explains the privacy choices available to Website visitors and business contacts.

This Policy applies to the public Website and related marketing communications. It does not replace the privacy terms in a customer agreement, business associate agreement (“BAA”), product-specific notice, applicant notice, or other contract. If another notice or agreement applies to a particular interaction, that document controls for that interaction.

2. Important healthcare and HIPAA notice

Nivaran provides clinical documentation, medical coding, revenue cycle management, virtual medical office support, and related healthcare workflow services to healthcare organizations. When Nivaran receives or creates protected health information (“PHI”) while acting as a business associate for a customer, Nivaran handles that PHI under HIPAA, the applicable BAA, the customer’s instructions, and other applicable law.

The public Website is not a patient portal, is not intended to collect PHI, and should not be used for medical emergencies or to request medical advice. Do not include patient names, medical record numbers, diagnoses, treatment information, insurance information, or other sensitive health information in a general Website form, email, or chat. Patients should contact their healthcare provider directly. For an emergency, call 911 or the appropriate local emergency number.

Personal information submitted through a general Website form is not automatically protected by HIPAA merely because it concerns healthcare. Information submitted through a Nivaran product or service may be governed by separate customer-facing terms, privacy notices, and BAAs.

3. Personal information we collect

Depending on how you interact with the Website, we may collect the following categories of personal information:

• Contact and identity information. Name, business email address, telephone number, mailing address, and similar identifiers.
• Professional and organizational information. Employer or practice name, job title, specialty, organization size, geographic market, services of interest, and information about your organization’s needs.
• Communications and form submissions. Messages, meeting requests, survey responses, files you choose to provide, and records of communications with us.
• Marketing preferences. Email subscription status, consent records, communication preferences, and engagement with emails or campaigns.
• Device and usage information. Internet Protocol address, browser and device type, operating system, approximate location derived from IP address, referring pages, pages viewed, links clicked, dates and times of access, and similar activity information.
• Cookie and similar-technology data. Identifiers and activity data collected through cookies, pixels, tags, local storage, and similar tools, as described below.
• Business relationship information. Information associated with prospects, customers, vendors, partners, and other business contacts, including meeting notes and relationship history.

We do not intend to collect payment-card information through the public Website. If a payment capability is added, the applicable payment provider and an updated notice should be identified before use.

4. Sources of personal information

• Directly from you, such as when you submit a form, request a demonstration, subscribe to updates, schedule a meeting, or contact us.
• Automatically from your browser or device when you use the Website.
• From your organization, colleagues, referrals, event organizers, public professional sources, and business partners.
• From service providers that support hosting, security, analytics, customer relationship management, communications, and marketing.

5. How we use personal information

• Provide, operate, secure, troubleshoot, and improve the Website.
• Respond to inquiries, schedule meetings and demonstrations, and provide requested information.
• Manage prospective and existing business relationships and perform requested or contracted services.
• Personalize content and understand Website and campaign performance.
• Send service-related messages and, where permitted, marketing communications. You may unsubscribe from marketing emails at any time.
• Detect, investigate, and prevent fraud, misuse, security incidents, and other harmful activity.
• Comply with law, enforce agreements, establish or defend legal claims, and protect rights, safety, and property.
• Carry out a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction.
• Create aggregated or de-identified information that is not reasonably capable of being associated with an individual, and use it for lawful business purposes.

6. How we disclose personal information

We may disclose personal information to the following categories of recipients for the purposes described in this Policy:

• Service providers and contractors. Website hosting, security, spam prevention, analytics, customer relationship management, email delivery, scheduling, communications, and professional services providers.
• Affiliates and workforce members. Nivaran affiliates and personnel who need the information for legitimate business purposes.
• Business partners. Partners involved in an event, referral, integration, or offering, when appropriate and consistent with your request or consent.
• Authorities and other parties for legal reasons. Government agencies, courts, law enforcement, advisors, and other parties when required by law or reasonably necessary to protect rights, safety, property, or the integrity of our services.
• Transaction parties. Potential or actual acquirers, investors, lenders, and professional advisors in connection with a corporate transaction, subject to appropriate confidentiality protections.
• At your direction or with your consent. Other recipients when you ask us to disclose information or authorize the disclosure.

We do not disclose mobile telephone numbers, SMS opt-in data, or SMS consent records to third parties or affiliates for their own marketing or promotional purposes. We may provide this information to vendors that help us deliver messages, but they may use it only to provide those services to us.

7. Cookies, analytics, and online tracking

The Website and its service providers may use cookies and similar technologies for security, spam prevention, site functionality, analytics, preference management, and, if enabled, advertising measurement. These technologies can collect device and usage information over time and across websites or services.

The Website uses Google Analytics and Google Tag Manager to measure Website traffic and interactions. It may also use Google reCAPTCHA to reduce spam and abuse. These Google services may collect device, browser, usage, and interaction information under Google’s applicable privacy terms. We may also use other service providers for hosting, security, analytics, communications, and marketing. Where required by applicable law, we provide consent or opt-out controls for non-essential cookies and similar technologies.

You can control cookies through your browser and, where available, the Website’s cookie or privacy-preference tool. Blocking some cookies may affect Website functionality. Browser “Do Not Track” signals are not interpreted consistently across the industry. Where required by applicable law, we will process recognized opt-out preference signals, such as Global Privacy Control, as requests to opt out of covered sale, sharing, or targeted advertising for the browser or device that sends the signal.

Privacy choices: Use the Website’s cookie or privacy-preference controls, where available, or contact us as described below.

8. Sale, sharing, and targeted advertising

Nivaran does not sell personal information for money. Some U.S. state privacy laws define “sale,” “sharing,” or “targeted advertising” broadly enough to include certain disclosures of identifiers or Internet activity to advertising or analytics providers. If Nivaran uses technologies that fall within those definitions, eligible individuals may opt out through the Website’s privacy-preference tool or by contacting us as described below.

We do not knowingly sell or share personal information of individuals under 16 for cross-context behavioral advertising.

9. Data retention

We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including to respond to requests, maintain business records, comply with legal and contractual obligations, resolve disputes, enforce agreements, and protect security. Retention periods vary based on the type and sensitivity of the information, the nature of the relationship, legal requirements, and operational needs. We may retain aggregated or de-identified information as permitted by law.

10. Security

We use administrative, technical, and physical safeguards designed to protect personal information. No transmission, storage system, or security measure is completely secure, and we cannot guarantee absolute security. If you believe information you provided to us may have been compromised, contact us promptly using the information below.

11. Your privacy choices and rights

You may unsubscribe from marketing emails by using the unsubscribe link in the message. For text messages, reply STOP to stop and HELP for help; message and data rates may apply. Withdrawing marketing consent does not prevent us from sending non-promotional messages relating to an existing business relationship or request.

Depending on where you live and subject to legal exceptions, you may have rights to request access to, correction of, or deletion of personal information; obtain a portable copy; learn about categories of information collected and disclosed; opt out of covered sale, sharing, targeted advertising, or certain profiling; limit certain uses of sensitive personal information; appeal a denied request; and receive equal service without unlawful discrimination for exercising a privacy right.

To submit a request, contact us using the methods below and describe the right you wish to exercise. We may need to verify your identity and authority before acting. An authorized agent may submit a request where permitted by law, but we may require proof of authorization and direct identity verification. If we deny an appealable request, our response will explain how to appeal. We will respond within the time required by applicable law.

These rights are not absolute. We may retain or decline to disclose information when permitted or required by law, including when necessary to complete a transaction, protect security, comply with legal obligations, preserve privileged material, or exercise or defend legal claims.

12. Children’s privacy

The Website is intended for business audiences and is not directed to children under 13. We do not knowingly collect personal information from children under 13 through the Website. If you believe a child has provided personal information to us, contact us so we can review and take appropriate action.

13. International visitors and transfers

Nivaran and its service providers may process personal information in the United States, India, and other countries where we or they operate. Those countries may have privacy laws different from those in your location. Where required, we use appropriate safeguards for cross-border transfers. Individuals outside the United States should contact us before submitting personal information if they need information about applicable transfer mechanisms or local rights.

14. Third-party sites and services

The Website may link to websites, platforms, or services controlled by third parties. Their privacy practices are governed by their own notices, not this Policy. We encourage you to review those notices before providing personal information.

15. Changes to this Policy

We may update this Policy from time to time. We will post the revised version and update the “Last updated” date. If changes are material, we may provide additional notice as required by law. Your use of the Website after an update is subject to the revised Policy, but we will seek consent where required.

16. Contact us

For privacy questions, requests, or concerns, contact:

ScribeEMR, Inc. d/b/a Nivaran

500 West Cummings Park, Suite 2700

Woburn, MA 01801

Email: privacy@nivaran.ai

Telephone: (877) 457-7572

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