Patient Information: When healthcare providers use our Services, we collect relevant patient information including demographics, medical history, medications, allergies, and clinical notes essential to delivering our Services.

Provider and User Information: We gather information about healthcare providers and associated staff, such as names, contact information, professional credentials, and interactions with our Services.

Technical and Usage Information

Device and Log Information: To maintain and improve service quality, we automatically record information including IP addresses, browser type, operating system, timestamps, pages accessed, and usage patterns.

Cookies and Analytics: We utilize cookies and similar tracking technologies to analyze user behavior, optimize Services, and enhance your experience. You may disable cookies through your browser settings, though certain features may become limited as a result.

Use of Information

Provision and Improvement of Services: We use collected data to operate, personalize, and continuously enhance our Services, ensuring reliability, accuracy, and performance in clinical documentation, patient engagement, and decision support.

Communications: We utilize contact information to address your inquiries, provide technical support, and share essential updates about our Services.

Security and Compliance: We may process personal information to adhere to applicable laws, regulations, respond to legal requests, enforce our terms of service, and protect the safety and rights of our users and DocSplain.

Disclosure and Sharing

Third-Party Providers: We partner with carefully vetted third-party vendors (e.g., cloud hosting providers, analytics services, payment processors) who assist in delivering our Services. These partners are contractually bound to maintain confidentiality and use data solely to perform specified tasks.

Consent-based Sharing: Personal data is shared with third parties only when explicitly authorized by you.

Legal Obligations: We may disclose personal information if required by law, legal proceedings, or governmental authority.

Data Security

We employ comprehensive data protection strategies, including encryption at rest and in transit, secure server environments, strict access controls, regular audits, and ongoing training for our team members. Despite rigorous security practices, absolute security cannot be guaranteed due to the inherent risks of electronic data transmission and storage.

Data Retention

DocSplain retains personal information only for the duration necessary to fulfill specified purposes or comply with legal, regulatory, or professional standards. Clinical documentation processed by our Services is retained according to healthcare regulatory requirements and provider preferences. De-identified information may be maintained longer for research, analytical, or service-improvement purposes.

International Data Transfers

Our servers and primary operations are based in Canada. Information processed through our Services may be transferred internationally to jurisdictions with differing data protection standards. In such instances, we ensure compliance with relevant privacy laws and provide appropriate safeguards to protect your information.

Patient Consent and Rights

Healthcare providers using DocSplain's Services are responsible for obtaining and managing patient consent as required by applicable law. Patients have the right to request access to, correct, restrict, or delete their personal information processed by DocSplain. Patients should direct these requests to their healthcare providers who will coordinate with DocSplain to fulfill these rights.

Children's Privacy

Our Services are not intended for individuals under 18 years old. If we become aware that personal information from minors has been inadvertently collected without appropriate consent, we will promptly delete such information.

Policy Updates

We reserve the right to periodically update this Privacy Policy to reflect changes in our practices or applicable laws. We encourage users to regularly review this policy. Substantive changes will be communicated through direct notifications or prominent notices on our website.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer at:

privacy@docsplain.ca