Effective Date: 09/01/2024
Last Modified Date:
This privacy policy explains how ENDA Technologies Inc. (“we”, “our” or “us”) collects, uses, protects, and shares your information when you use our artificial intelligence–powered medical scribe platform. We are committed to protecting the confidentiality of your information, including medical data, and to complying with all applicable laws in Quebec and Canada regarding the protection of personal information.
1. Definitions
Personal Data: Any information that can directly or indirectly identify you, such as your name, address, telephone number, email address, or specific medical information.
Medical Data: All information related to patients, including medical records, diagnoses, prescriptions, consultation notes, and any other medical details.
Data Processing: Any operation performed on data, including collection, recording, organization, storage, modification, extraction, consultation, use, communication, and deletion.
Personal Information Protection Officer: Yael Demers
Email: ydemers@endatechnologies.com
2. Collection of InformationWe collect several types of data at different times to ensure the proper functioning of our platform:
2.1 Information You Provide to Us
Account Data: When you create a user account on our platform, we collect information such as your name, email address, telephone number, and profession.
Patients’ Medical Data: We collect the information transmitted during the transcription of medical consultations. This data may include personal and medical information provided by the patient during the consultation and is used solely to provide an accurate and useful summary of the consultation. All collected data is temporarily stored and is erased from our systems as soon as the associated consultation is deleted, in accordance with our data retention policy and applicable regulatory requirements.
2.2 Information Collected Automatically
Usage Data: We automatically collect information when you interact with our platform, including details about your browser, IP address, approximate geographical location, pages visited, and the time spent on our platform.
Cookies and Similar Technologies: We use cookies to store information about your session, improve your user experience, and track usage habits on our platform.
3. Use of DataWe use the data we collect strictly in accordance with this policy and applicable laws, notably for:
3.1 Service Provision
Transcription and Analysis of Medical Data: Medical data is processed via our AI to generate accurate transcriptions and facilitate clinical note-taking by healthcare professionals.
Service Improvement: We analyze user interactions with the platform to continually improve it and offer more efficient, secure, and personalized services.
3.2 Legal Compliance and Regulatory Obligations
Compliance with Quebec and Canadian Laws: We process data in accordance with the Act respecting the protection of personal information in the private sector (Quebec) and the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as Law 25, Law 3, and PIPEDA.
3.3 CommunicationCustomer Support: We use the information provided to respond to technical support requests and offer information about our services.
Alerts and Updates: We may send you emails regarding important security updates, changes to our policies, or information related to your account.
4. Data SharingWe are committed to never selling, renting, or exchanging your personal information with third parties. However, in certain circumstances, we may need to share your data under the following conditions:
4.1 Sharing with Third-Party Service Providers
We work with trusted partners to provide essential services, such as:
Cloud Service Providers: Hosting medical data in secure environments.
Analytics Services: We use analytical tools to understand how our platform is used and to improve it.These third parties are required to protect your information and use it only in accordance with our instructions and this policy.
4.2 Legal ObligationsWe may disclose your information if required by law, for example to respond to a legitimate request from government authorities or to protect our legal rights.
5. Data Security
The security of your data is our priority. We use robust technical and organizational measures to protect your information against loss, theft, unauthorized access, or disclosure.
Encryption: All medical and personal data is encrypted both in transit and at rest.
Strong Authentication: Access to our platform is restricted to authorized users and protected by strong authentication mechanisms (password, two-factor authentication, etc.).
Continuous Monitoring: We regularly audit our systems to detect and prevent intrusions or other malicious activities.
6. Data RetentionWe retain data for as long as necessary for the purposes for which it was collected, or as required by legal and regulatory obligations. In particular, medical data is retained in accordance with the laws of the province of Quebec and Canadian legal obligations.
User Account Data: This information is retained as long as the account remains active. Once the account is deactivated or deleted, personal information will be erased or anonymized within a reasonable timeframe, unless its retention is required to comply with a legal obligation.
Medical Data: Medical data collected during the transcription of consultations is retained only for the duration necessary for its use, in agreement with operational needs and legal requirements. Once the consultation is deleted, all associated medical data is permanently removed from our systems, thereby ensuring the confidentiality of patients. We commit to applying rigorous security measures to protect the data during its retention period and to comply with all applicable standards and regulations.
7. Your Rights
7.1 Right of Access
You have the right to request access to the personal information we hold about you. Upon request, we will provide you with information about the nature of this data and how we use it, within the limits permitted by law.
7.2 Right of Rectification
If you find that the personal information we hold about you is inaccurate or incomplete, you have the right to request its correction. We commit to updating this information as soon as possible in accordance with the requirements of Law 25, Law 3, and PIPEDA.
7.3 Right to Erasure
You have the right to request the deletion of your personal data when its retention is no longer necessary or if you withdraw your consent, where applicable. We will remove the relevant information in compliance with regulatory requirements and in accordance with our data retention policy.
7.4 Right to Portability
You can request that the personal data you provided be transmitted to you in a structured, commonly used, and machine-readable format, or that it be transferred directly to another organization, if technically possible and applicable.
7.5 Right to Object
You have the right to object, on legitimate grounds, to the processing of your personal data, including when it is used for profiling or automated decision-making. We will cease processing your information unless compelling legitimate grounds justify the continuation of the processing or if it is necessary for legal reasons.For any questions or requests, please contact:
Yael Demers
Email: ydemers@endatechnologies.com
8. Cookies and Similar TechnologiesWe use cookies for:
Platform Performance Improvement: Cookies help us understand how you use our site and allow us to enhance your experience.
Personalization: Cookies enable us to tailor certain features to your preferences.You can choose to disable cookies in your browser settings, although this may affect certain functionalities of our platform.
9. International Data TransfersYour data may be processed or stored outside of Canada, in countries where data protection laws may differ. When we perform international data transfers, we ensure that appropriate measures are in place to protect your information in accordance with applicable laws.
10. Amendments to this Privacy PolicyWe reserve the right to modify this privacy policy at any time. If we make significant changes, we will notify you by email or through the platform to ensure that you are always informed about how your information is used and protected.
11. Contact Us
If you have any questions or concerns regarding this privacy policy, or if you wish to exercise your rights as a user, please contact us at:
ENDA Technologies Inc.
37 rue des fauvettes, Verdun, Quebec H3E 1X4
Phone: 438 227 2226
Email: info@endatechnologies.com
