Privacy & Confidentiality Policy
Your privacy and the confidentiality of medical information is our highest priority. Learn how we protect your data and ensure compliance with Canadian healthcare regulations.
🚨 CRITICAL: No Patient Identifiers
Clinical Writer AI is designed for medical observations only. NEVER enter any patient identifiers including:
- Patient names, initials, or nicknames
- Health card numbers or medical record numbers
- Social insurance numbers
- Addresses, phone numbers, or contact information
- Birth dates or specific ages
- Room numbers or bed numbers
Use only clinical observations, symptoms, and medical terminology.
What We Collect
Account Information
- • Email address and password (for account creation)
- • Name and professional designation (optional)
- • Province of practice (for regional medical standards)
- • Subscription and billing information
Clinical Text Data
- • Medical observations and clinical notes you input
- • Generated medical documentation output
- • Language detection and translation history
- • Usage statistics (number of rewrites, formats used)
✅ We store ONLY medical observations - never patient identifiers
How We Protect Your Data
Technical Safeguards
- • End-to-end encryption for all data transmission
- • Encrypted data storage with AES-256
- • Secure authentication and access controls
- • Regular security audits and monitoring
Operational Safeguards
- • Data isolated by user account
- • Limited employee access on need-to-know basis
- • Regular backup and disaster recovery procedures
- • Incident response and breach notification protocols
Canadian Healthcare Compliance
Provincial Health Information Acts
Clinical Writer AI is designed to support compliance with provincial health information legislation:
- • PHIPA (Ontario)
- • FIPPA (British Columbia)
- • HIA (Alberta)
- • LPRPDE (Quebec)
- • HIPA (Saskatchewan)
- • PHIA (Manitoba, Newfoundland & Labrador)
- • HIA (Nova Scotia)
- • Similar acts in all provinces/territories
PIPEDA Compliance
We adhere to the Personal Information Protection and Electronic Documents Act (PIPEDA) and its principles of accountability, identifying purposes, consent, limiting collection, limiting use/disclosure, accuracy, safeguards, openness, individual access, and challenging compliance.
How We Use Your Data
✅ What We DO
- • Process your medical text to generate professional documentation
- • Store your rewrite history for your personal reference
- • Improve our medical terminology and Canadian standards
- • Provide technical support when requested
- • Send service updates and security notifications
❌ What We NEVER Do
- • Share your medical text with third parties
- • Use your data for marketing to other healthcare facilities
- • Sell your information to anyone
- • Train AI models using your specific clinical content
- • Store patient identifiers (system designed to reject them)
Your Rights & Controls
Access Your Data
Request a copy of all data we have about you
Correct Information
Update or correct your account information
Delete Your Account
Permanently remove your account and all associated data
Limit Processing
Restrict how we process your information
Data Portability
Export your data in a machine-readable format
File Complaints
Contact privacy commissioners if you have concerns
Privacy Questions or Concerns?
If you have any questions about this privacy policy or concerns about how we handle your data, please contact our Privacy Officer:
📧 Email: contact@clinicalwriterai.com
📝 Subject Line: "Privacy Inquiry"
⏱️ Response Time: Within 48 hours