SampleNote Privacy Policy (summary)

Draft — the version published with the app prevails.

Version: 2026-10-31 · Global · Operator: Nanjing Weikeduo Information Technology Co., Ltd. ("we")

1. What the app handles

• Sample records you keep: sample IDs, types, storage locations, collection times, reminders and follow-ups.
• Patient details you enter for a project, such as name, sex, age, inpatient number, bed number and ID number. These are sensitive health-related data; enter them only with patient consent or ethics approval.
• Photos you take of tube labels, freezer boxes and freezer locations.
• A random identifier created on your device to tell your devices apart. We never read your phone number or advertising identifiers.

2. Where it is kept

• Everything above stays on your device. There is no cloud account, and we do not upload it to our servers.
• Records and photos are stored encrypted; names and ID numbers are encrypted once more. Photos are never placed in your photo library.
• To move to a new device or hand work to a colleague, you create a handover package yourself, optionally encrypted.

3. Permissions

The app explains each permission before asking, and basic features still work if you decline: camera (scanning and photos), microphone and speech recognition (dictation; recordings are not kept), notifications (local reminders without patient names), Bluetooth (label printers) and files (only what you pick).

4. Smart recognition

When you use photo or speech recognition, the related photo or text is sent to a recognition service for processing, which may take place in another country. You can choose your own service instead. We will list each service's data retention and training policy before release.

5. Exports and labels

• Exports, handover packages and labels never contain ID numbers.
• Names are masked by default; full names can only be exported by the project owner or a named data manager on a computer.

6. Your rights

You can view, change, delete and export your records in the app at any time, and withdraw consent under "Me → Privacy notice". Deleting the app removes all its data from the device. Rights granted by the law where you live, such as the GDPR, also apply.

7. Children

The app is for research and medical staff and is not intended for anyone under 16.

8. Changes

When this policy changes, the app will ask you to read and agree again.