Effective Date: September 01, 2026
Last Updated: September 29, 2026

The Dictation Source, LLC (“The Dictation Source,” “TDS,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the information entrusted to us.

This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, https://thedictationsource.com/, use our online services, contact us, request information, participate in a trial, or otherwise interact with us.

Because The Dictation Source provides medical transcription, medical coding, speech recognition, virtual scribe, and related healthcare documentation services, certain information processed through our services may contain protected health information (“PHI”). Where applicable, our handling of PHI is governed by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), applicable regulations, and agreements entered into with our customers, including Business Associate Agreements (“BAAs”).

This Privacy Policy primarily addresses information collected through our website and general business interactions. It does not replace any applicable Notice of Privacy Practices, Business Associate Agreement, customer agreement, or other contractual requirements governing protected health information.

1. Information We Collect

Depending on how you interact with us, we may collect the following categories of information.

Information You Provide Directly

You may provide information when you:

• • Submit a contact or inquiry form;

• • Request information about our services;

• • Request a demonstration or consultation;

• • Sign up for a free trial;

• • Communicate with our sales, support, or operations teams;

• • Become a customer;

• • Submit information through our website or online platforms; or

• • Communicate with us by telephone, email, or other methods.

This information may include:

• • Name;

• • Professional title or role;

• • Company, clinic, hospital, or organization name;

• • Email address;

• • Telephone number;

• • Mailing or business address;

• • Account or login information;

• • Information about the services you are interested in;

• • Communications and correspondence; and

• • Other information you voluntarily provide.

Information Collected Automatically

When you visit our website, we may automatically collect certain technical and usage information, such as:

• • IP address;

• • Browser type and version;

• • Device type;

• • Operating system;

• • Pages viewed;

• • Date and time of access;

• • Referring website or page;

• • Approximate geographic information derived from IP address;

• • Website interaction information; and

• • Other technical information necessary to operate, secure, and improve our website.

We may collect this information through server logs, cookies, pixels, analytics technologies, and similar technologies.

Information Relating to Healthcare Services

If you use our medical transcription, coding, virtual scribe, or other healthcare-related services, information submitted through those services may include medical or other sensitive information.

Such information may include patient names, medical histories, clinical notes, dictated recordings, diagnoses, treatment information, medical record information, and other information that may constitute PHI under HIPAA.

We process such information primarily on behalf of our healthcare-provider and organizational customers and in accordance with applicable agreements, including BAAs where required.

2. How We Use Information

We may use information we collect to:

• • Provide, operate, and maintain our website and services;

• • Respond to inquiries and requests;

• • Provide customer and technical support;

• • Set up and administer accounts;

• • Provide medical transcription, coding, speech recognition, virtual scribe, and related services;

• • Process and deliver customer documents;

• • Integrate services with customer EMR/EHR systems where requested;

• • Communicate with customers and prospective customers;

• • Provide information about our services;

• • Administer free trials;

• • Monitor and improve service performance;

• • Maintain security and prevent fraud, abuse, or unauthorized access;

• • Maintain business and operational records;

• • Comply with legal, regulatory, and contractual obligations; and

• • Perform other purposes disclosed at the time information is collected or otherwise permitted by law.

We do not use patient information submitted to us as part of a customer’s healthcare services for unrelated marketing purposes.

3. Protected Health Information

The Dictation Source provides services to healthcare providers and organizations and may receive or process PHI on their behalf.

Where The Dictation Source acts as a business associate under HIPAA, our use and disclosure of PHI are governed by the applicable Business Associate Agreement and HIPAA requirements.

Our website Privacy Policy does not replace those contractual requirements.

We do not independently determine the purposes for which customer-controlled PHI is used when we are acting solely as a service provider or business associate. Our handling of such information is generally performed according to our customer’s instructions and applicable law.

4. How We Share Information

We may disclose information in the following circumstances:

Service Providers

We may share information with vendors and service providers that perform services on our behalf, such as hosting, information technology, security, communications, analytics, infrastructure, or other business functions.

Where required, we take appropriate contractual and security measures when third parties process sensitive information on our behalf.

Customer-Directed Services

Information may be transmitted to or accessed by systems designated by our customers, including EMR/EHR systems, secure delivery systems, email, fax, printing systems, or other integrations requested by the customer.

Legal Requirements

We may disclose information when reasonably necessary to:

• • Comply with applicable law, regulation, legal process, subpoena, or court order;

• • Respond to lawful requests from governmental authorities;

• • Protect our rights, property, or safety;

• • Investigate fraud, abuse, security incidents, or other unlawful activity; or

• • Protect the rights, safety, or security of our users or others.

Business Transfers

If The Dictation Source is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable legal requirements.

5. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

• • Enable website functionality;

• • Remember preferences;

• • Understand website usage;

• • Improve website performance;

• • Analyze traffic and user interactions; and

• • Support website security.

The specific cookies and technologies used may change over time.

Depending on your browser and applicable law, you may be able to control or disable cookies through your browser settings. Disabling certain cookies may affect website functionality.

If required by applicable law, we will provide additional cookie controls or notices.

6. Analytics and Third-Party Services

We may use third-party technologies to understand website usage, monitor performance, improve our services, or communicate with visitors and customers.

Third-party providers may collect information according to their own privacy policies.

We recommend that users review the privacy practices of any third-party services linked to or integrated with our website.

7. Data Security

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

Our security practices may include encryption, access controls, authentication requirements, monitoring, logging, backups, network security, and other safeguards appropriate to the nature of the information.

The Dictation Source has publicly described security measures including encrypted connections, secure web/email/FTP systems, activity logging, backups, restricted access, and security testing.

However, no internet transmission, information system, or storage technology can be guaranteed to be completely secure.

8. Data Retention

We retain information for as long as reasonably necessary to provide our services, fulfill contractual obligations, maintain business and financial records, comply with legal and regulatory requirements, resolve disputes, enforce agreements, and protect our rights.

Retention periods may vary depending on the type of information and the circumstances under which it was collected.

For information processed on behalf of a customer, retention may also be governed by the applicable customer agreement, Business Associate Agreement, or other contractual requirements.

9. Your Privacy Rights

Depending on where you live and applicable law, you may have certain rights regarding your personal information.

These rights may include:

• • Requesting access to personal information;

• • Requesting correction of inaccurate information;

• • Requesting deletion of personal information;

• • Requesting information about how personal information is processed;

• • Requesting restriction of certain processing;

• • Objecting to certain processing;

• • Requesting portability of certain information; and

• • Withdrawing consent where processing is based on consent.

These rights are subject to applicable legal exceptions and limitations.

If you are a patient whose information was provided to The Dictation Source by a healthcare provider or other customer, you may need to direct your request to that healthcare provider or organization because it may control the relevant PHI.

10. Children’s Privacy

Our website and services are not directed toward children under the age of 13.

We do not knowingly collect personal information directly from children under 13 through our general website.

If you believe a child has provided personal information to us, please contact us so that we can evaluate and address the situation.

11. Third-Party Websites

Our website may contain links to third-party websites or services.

We are not responsible for the privacy practices, content, security, or policies of third-party websites.

We encourage you to review the privacy policies of any third-party website before providing information.

12. International Visitors

The Dictation Source is a U.S.-based company and our services are primarily intended for customers in the United States.

If you access our website from outside the United States, information you provide may be transferred to and processed in the United States or other locations where we or our service providers operate.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, legal requirements, or privacy practices.

When we make changes, we will update the “Last Updated” date at the top of this Privacy Policy.

Your continued use of our website after an updated Privacy Policy becomes effective constitutes acknowledgment of the updated policy, to the extent permitted by applicable law.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

The Dictation Source, LLC
Website: https://thedictationsource.com/
Phone: 877-212-9841
Email: sales@thedictationsource.com

For service-related questions:

Email: operations@thedictationsource.com

For privacy-related requests, please identify the nature of your request and provide sufficient information for us to respond appropriately.

Last Updated: September 29, 2026