Privacy Policy

The website www.aivida.com (the “Site”), and the associated application, known as Scribble (the "Application") is operated by Aivida Inc. (also referred to as “Aivida”, “us”, or “we”).  We respect your right to control your personal information. That is why we have developed this privacy policy (the “Privacy Policy”) which describes:

• The types of personal information we collect;
• The purposes for which we collect that information;
• How we use that information;
• With whom we share that information;
• How we safeguard that information;
• The choices available to you regarding how we use your personal information; and
• How you can contact us about our privacy practices.  

This Privacy Policy applies to the Site, any other websites or microsites operated by Aivida (collectively and together with the Site, the “Sites”), and for any web applications, mobile applications, tools, forums, or social media pages offered by Aivida on the Sites, and for any online services offered by Aivida, including but not limited to Scribble (together with the Sites, the “Service”).

By using the Site or the Application, you consent to the use of personal information as described in this Privacy Policy. You may choose not to provide us with personal information or withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. However, if you choose not to provide your consent or withdraw it, we may not be able to provide you with the application, service, or information you request.

If you are a registered user providing us with Patient Information, you acknowledge that you have obtained the necessary consent from your patients for you to use the Service. If you are a patient of one of our registered users and you do not wish for your personal information (including personal health information) to be collected and used in the manner described in this Privacy Policy, you must inform your health care professional.

Due to the rapid evolving nature of our products, we update this privacy policy frequently. We may notify you if there are material changes to the text of this policy and we suggest you review the privacy policy regularly to stay current. This Privacy Policy was last updated on the date indicated above. Your continued use of the Services after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy. We will update the date above every time we make changes to the text.

Introduction

This Privacy Policy applies to:

• Users of our website ("Website Users")
• Health professionals and other registered users of our app ("App Users" or "Registered Users")
• Patients whose data is processed through our app ("Patients")

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Personal Information Protection and Electronic Documents Act (PIPEDA) and the Health Insurance Portability and Accountability Act (HIPAA)

Our collection, use, and disclosure of personal information about our registered users are governed by PIPEDA and HIPAA.

Applicable Privacy Law

While providing services to our registered users, we act as Information Managers with respect to Patient Information. Our collection, use, and disclosure of Patient Information are governed by applicable privacy laws and any agreements we may have entered into with our registered users. Personal Information Collected: When you interact with us through the Service, we may collect or receive the following types of information.

Website Users

Website Access

Unless you opt out, our website uses “Cookies” and other automatic data collection technologies with your consent to collect personal information whenever you visit or interact with the Website. These Cookies help us understand how you use the Website and interact with the content of the Website in order to make improvements. We also may use these Cookies to promote our services through marketing and advertising.

Website Form

When you submit a form on the Website or contact us directly via email, we will collect the information you provide such as your name, e-mail, phone number, clinic/organization you work for, and any other information you may include in your message. This information will be used by us to communicate with you to provide you with the information you requested.

Direct Marketing

If you sign up to receive direct marketing or promotional communications from Aivida or any of our products, we will collect your name and e-mail and any other information you may provide to inform you about relevant updates. We will only share direct marketing communications of the types that you have consented to. We will never share the information you provide with third-party advertisers or similar organizations.

App Users:

Information Collected: Information you Provide to Us

Examples: Name, company name, the hospital or clinic you are employed at (if applicable), email address, postal address, telephone number, and country residency, log-in and password details, billing address and payment method, voice recordings submitted through the app, correspondence with Aivida employees or contractors, content submitted to the Service, details of requests made through the Service

How We Use It: To create and manage your account, process transactions, improve app functionality and user experience

Sharing: With third-party service providers for operational purposes, payment processors

Information Collected: Technical Information We Collect Automatically

Examples: IP address, device type, operating system, app usage data

How We Use It: To improve app functionality and user experience

Sharing: With third-party analytics and marketing providers

Information Collected: Usage Data

Examples: Log data, session duration, actions performed within the app

How We Use It: For analytics and service improvement

Sharing: With third-party analytics and marketing partners

Healthcare Practitioner Information

The Application is available for use by healthcare practitioners through a subscription. Information such as the healthcare practitioner's name, electronic medical record provider, billing information, and contact details will be collected by Aivida to administer their account.

Patient Information Provided to Us by Registered Users

Information Collected: Patient Information

Examples: Name, symptoms, healthcare history, treatment plan, information discussed during consultation

How We Use It: Provide healthcare services through our app, share with healthcare providers for summary treatment and diagnosis to enhance the quality and efficiency of healthcare services

Sharing: With healthcare providers and authorized third parties as necessary for patient care

The application only collects the personal information which is entered into it by the healthcare practitioners or recorded by the Application when it is being used by the healthcare practitioner. This audio file is encrypted and is only accessible via the Application. This audio file is deleted 7 days after the original date of the recording.

How We Use Your Information

General Usage:

We use the information collected to:

• Operate, maintain, and improve our services
• Communicate with you and respond to your inquiries
• Ensure security and prevent fraud
• Comply with legal obligations

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Specific Users for Patients

Patient data is used specifically to:

• Provide healthcare services through our app
• Share with healthcare providers for for summary of treatment and diagnosis
• Enhance the quality and efficiency of healthcare services

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Sharing Your Information

We will never sell anyone's data. We only share your personal information with our service provides such as hosting, cloud, analytics, support, and payment providers to operate the Website and the Application. This includes sharing your personal information for:

• Fraud prevention
• Payment processing and notifications
• Providing requested services or information
• Operating the Website and Application
• Customer service

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We only use service providers who ensure a comparable level of protection for your personal information, as provided in this Privacy Policy. Our contracts with our service providers ensure they comply with that obligation and do not use your personal information for their own purposes.

We may have to disclose your personal information to law enforcement agencies where they demonstrate they have the legal authority to request it. We may also disclose your personal information in connection with a corporate reorganization, amalgamation, or sale of the business (or potential sale of our business). We shall ensure that all such information disclosed as part of such a process is protected in a manner consistent with this Privacy Policy.

Other than as described in this Policy, Aivida will not share any information gathered or stored about the user or patient.

Website Users and App Users

We may share your information with:

• Third-party service providers who assist in operating our services
• Legal authorities if required by law or in response to legal processes

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Patients

Patient data is shared:

• With the healthcare provider using the app, where you have provided consent
• In compliance with legal requirements and patient consent directives

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Consent

Different types of consent may be appropriate in different circumstances. Where personal information is particularly sensitive, the purpose for which we collect it is outside of your reasonable expectations, or where it creates a meaningful risk of significant harm, express consent is required and will be obtained separately.

There are some limited circumstances where consent is not required for the collection, use, and disclosure of your personal information. For example, we may disclose your personal information without your knowledge or consent for the purpose of collecting a debt you owe us. We will only process your personal information without your knowledge or consent where this is permitted or required by law.

You may withdraw your consent to the collection, use, or disclosure of your personal information by Aivida at any time. This is subject to reasonable notice and legal or contractual restrictions, and you may need to provide us with written confirmation of your withdrawal of consent. We will inform you of any consequences that may result from the withdrawal of consent with may include no longer being able to provide you with services.

De-Identified Data

Aivida may collect, create, use, and disclose De-Identified Data in accordance with any agreement entered into between Aivida and our registered users. We make no attempt to link this De-Identified Data with the identity of individuals. We may permanently archive De-Identified Data for future use in any manner whatsoever, including training and improving the service.

How Long Do We Keep Personal Information

Ambient Scribe (Scribble):

The audio is stored for up to 7 days after the transcript is generated. Audio files older than 7 days will be permanently deleted.

Transcripts and Summarized Notes:

Transcripts and Summarized Notes are retained by Aivida as long as you remain a customer of our product or service or 7 days after that relationship ends.

Healthcare practitioners using the Application are required to comply with different statutory and regulatory requirements and store personal health information for a minimum length of time. This includes any Transcripts or Summarized Notes they elect to save within their own electronic medical record system. We encourage patients to speak with healthcare practitioners directly on how long they are required to store your personal information.

How Do We Keep Personal Information Accurate?

We take reasonable steps to ensure that any personal information in our custody is accurate and up-to-date, but we rely mostly on our healthcare practitioners to notify us of any changes to personal information they provided us.

Your Choices and Rights

Access and Correction of Personal Information

Individuals have the right to access and correct their personal information that is under our control. If you wish to access or correct your personal information, you should send a written request to our Privacy Officer.

Opt-Out of Communications

You can opt-out of receiving promotional communications from us by following the unsubscribe provided in those communications or by contacting us.

Delete Your Information

You can request the deletion of your personal information by contacting us. We will take reasonable steps to delete your information, except where we are required to retain it by law.

Security of Your Information

We use physical, administrative, and technical measures designed to help secure personal information against accidental or unlawful loss, access, or disclosure. Only staff and service providers who have a legitimate business purpose for accessing the personal information collected by us are authorized to do so. Unauthorized use of personal information by anyone affiliated with Aivida is prohibited and constitutes grounds for disciplinary action.

Transcripts and Summarized Notes are encrypted while retained by Aivida, as is all other data we store.

Our contracts with our service providers require them to use administrative, physical, and technical measures to protect your data. The service providers have agreed not to use the information we provide them for their own purposes.

Even though we take all necessary steps to protect your personal information, security breaches cannot be eliminated and we cannot guarantee a breach will never occur.

Safeguarding

We implement various measures to ensure the protection of your personal information. These include:

• Encryption: Data encryption during storage and transmission to prevent unauthorized access.
• Access Controls: Restricting access to personal information to authorized personnel who need it to perform their job duties. These controls include:
  • Role-Based Access: Granting access based on user roles and responsibilities.
  • Multi-Factor Authentication: Requiring multiple forms of verification for access to sensitive information.
  • Audit Logs: Maintaining logs of access to personal information for monitoring and security purposes.

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While Aivida is committed to safeguarding your personal information, we cannot ensure or warrant the security of any personal information we collect either directly or automatically from you, and you provide your personal information at your own risk.

Aivida can not guarantee that such personal information may not be accessed, disclosed, altered, or destroyed by breach of any of our security safeguards. To the degree that personal information is of a sensitive nature, in the event of a breach, there may be a risk of significant harm to you which includes bodily harm, humiliation, damage to reputation or relationships, loss of employment, business or professional opportunities, financial loss, identity theft, negative effects on the credit record and damage to or loss of property.

Aivida also cannot guarantee that information sent or received over the Internet is secure and does not make any representation or warranty concerning the security of personal information communicated to or from Aivida via the Internet or regarding the interception by third parties.

Cross-Border Transfer

Your personal information may be stored and processed in any country where we have facilities or in which we engage service providers. By using our services, you consent to the transfer of information to countries outside of your country of residence, which may have different data protection rules than in your country. However, we take steps to ensure that such transfers comply with applicable data protection laws and that your information remains protected.

Our Website may lead you to third-party websites, including websites advertising other products or services. Those organizations are separate and distinct from Aivida and have their own separate privacy policies. We are not responsible for how any third-party collects, uses or discloses your personal information, so it is important to familiarize yourself with the privacy policies of these websites before providing your personal information to them.

Change of Purpose

Aivida will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another purpose and that purpose is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and obtain your consent to do so pursuant to Section 21.

This does not apply to Patient Information subject to an agreement between Aivida and a registered user that outlines the specific purpose for which Patient Information can be used.

Please note that we may process your personal information without your knowledge or consent where this is required or permitted by law.

Children's Privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will take steps to delete such information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

Contact Us

If you have any questions about this Privacy Policy, please contact us:

• Email: privacy@aivida.com
• Address: 441-100 Innovation Drive, Winnipeg, Manitoba, R3T 6G2

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Last Updated: 22 July 2024