EarSpot™

Last updated: October 10, 2025

Support chat is for technical help only. Please do not share protected health information (PHI) in chat. Our chat is not part of a HIPAA‑compliant platform.

EarSpot™ is a consumer, non‑medical product. It is designed to avoid collecting or storing PHI. Caregivers create profiles using first names or nicknames only, and images should be ear‑only (no faces or identifiers).

1) Scope & Who Controls Your Data

This Policy applies to information processed by PediaMetrix when you access or use the Services in the United States. If you access the Services from other regions, you are responsible for compliance with local laws. Different terms may apply outside the U.S.

Controller: PediaMetrix, Inc., 155 Gibbs St, Rockville, MD 20850, USA

Contact Email: contact@pediametrix.com

2) Key Definitions

• Personal Information: information that identifies or can reasonably be linked to an individual (e.g., account email).
• De‑identified / Aggregated: data that cannot reasonably be used to identify an individual.
• PHI (Protected Health Information): as defined by HIPAA. EarSpot™ is not intended to collect PHI and is not a HIPAA‑covered service.

3) What We Collect (Data Minimization by Design)

We collect the minimum information needed to run the Services:

a) Information you provide

• Account details: caregiver name (optional), email, password (hashed), and basic settings.
• Child profile labels: a first name or nickname you choose. Please avoid real full names or dates of birth.
• Ear images: non‑identifiable ear‑only photos you capture or upload. Do not include faces, names, dates of birth, addresses, or medical notes in images or captions.
• Support messages: information you send to support (please do not include PHI).

b) Information collected automatically

• Device and usage data: app version, device type, operating system, language, time zone, crash/diagnostic logs, and interaction events.
• Cookies / similar technologies on web: used for authentication, security, and analytics. You can control cookies via your browser; some features may not work without required cookies.

c) Information from third parties

• Login / payment providers and cloud infrastructure: limited data necessary to authenticate, process payments (if any), host, and secure the Services.

We do not ask for or require: a child’s full legal name, date of birth, home address, medical record numbers, or other identifiers that would make content PHI.

4) How We Use Information

• Provide the Services: operate accounts, process uploads, generate informational outputs, maintain functionality.
• Improve and secure: debugging, analytics, quality assurance, model evaluation, and feature development.
• Research and Development: We may retain and use de-identified ear images and related data to improve our image analysis algorithms, train machine learning models, and conduct internal research. We do not associate such data with user accounts, and images used for research are stripped of identifiers and processed in aggregated or de-identified form.
• Communicate: service announcements, security alerts, updates, and—if you opt in—product tips or marketing.
• Compliance: enforce Terms, prevent misuse/fraud, and comply with applicable laws.

Where possible, we rely on de‑identified or aggregated data for improvement and analytics.

5) No PHI; HIPAA Status

EarSpot™ is a consumer app and is not intended for clinical use. We are not acting as a HIPAA Business Associate in connection with consumer use of EarSpot™ and do not store PHI. Do not upload or enter PHI into the Services. If you submit PHI despite this notice, we may delete it to protect privacy.

6) Legal Bases (for transparency)

We process Personal Information to perform a contract with you (providing the Services), for our legitimate interests (security, improvement, fraud prevention), with your consent where required (e.g., certain cookies/marketing), and to comply with laws.

7) Sharing & Disclosure

We do not sell Personal Information. We may share as follows:

• Service providers: hosting, storage, analytics, customer support, email delivery, and payments—bound by confidentiality and data‑protection obligations.
• Legal/Compliance: to comply with law, legal process, or protect rights, safety, and security.
• Business transfers: in a merger, acquisition, or asset sale, subject to this Policy’s protections.
• With your direction or consent: e.g., when you choose to export or share content.

8) Data Retention

We retain Personal Information only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. You can request deletion by contacting us via the contact information above.

9) Security

We use commercially reasonable administrative, technical, and physical safeguards (including encryption in transit, access controls, and logging). No method is 100% secure; you are responsible for maintaining the confidentiality of your credentials and for uploading non‑identifiable content only.

10) Children’s Privacy (COPPA)

EarSpot™ is used by adults (parents/caregivers) on behalf of minors. We do not knowingly collect Personal Information **directly from children under 13**. If you believe we have collected Personal Information from a child, contact us and we will delete it.

11) Cookies & Similar Technologies

We use strictly necessary cookies (authentication/security) and functional/analytics cookies to understand usage and improve performance. You can manage cookies through browser settings; disabling certain cookies may limit functionality.

Do Not Track: We currently do not respond to browser DNT signals.

12) Contact us via contact@pediametrix.com

• Access / Portability: request a copy of your Personal Information.
• Correction: update inaccurate information in your account.
• Deletion: request deletion of your account and associated Personal Information (subject to legal retention requirements).
• Marketing opt‑out: unsubscribe from marketing emails.

Contact us via contact@pediametrix.com to exercise these rights. We may take steps to verify your request.

California privacy notice (CPRA/CCPA): California residents may have additional rights (access, deletion, correction, opt‑out of “sharing” for cross‑context behavioral advertising). We do not sell Personal Information. We do not knowingly “share” children’s data for advertising. Submit requests via the methods above.

13) International Users

The Services are intended for use in the United States and data is processed in the U.S. If you use the Services from another country, you consent to the transfer to and processing in the U.S., where laws may differ from those where you live.

14) Third‑Party Links & Services

The Services may link to third‑party sites or integrate third‑party features. We are not responsible for those sites/services. Review their privacy policies.

15) Changes to This Policy

We may update this Policy from time to time. If changes are material, we will provide notice (e.g., in‑app or email) and indicate the effective date. Your continued use after the effective date signifies acceptance.

16) Contact Us

Email: contact@pediametrix.com

Quick Summary

• We avoid collecting PHI; use nicknames only and ear‑only images.
• We use your account info to run and improve EarSpot™.
• We don’t sell Personal Information.
• You can request access or deletion anytime.
• EarSpot™ is U.S.‑focused and **non‑medical**.