Privacy Policy

ClinicGlide Technologies Inc. (“Company”, “we”, “us”, or “our”) is committed to protecting the privacy of the individuals and organizations who use our services through the website https://www.clinicglide.com (“Website”) and associated software applications (collectively, the “Service”). Effective Date: September 28,

2025. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information. It applies only to users located in Canada, where our Service is currently offered.

1. Definitions. Account means a unique account created for You to access our Service. Personal Data means any information that relates to an identified or identifiable individual. Service Provider means any natural or legal person who processes data on behalf of the Company. Usage Data means data collected automatically through use of the Service or its infrastructure. “Level 1 Administrative Solution” means a Health Canada classification for systems processing non-clinical administrative information only.

2. Scope. This Privacy Policy applies to all personal information collected through the Service. ClinicGlide and Clara Voice are Level 1 administrative solutions. They provide workflow automation and voice-assisted scheduling and do not process clinical, diagnostic, or treatment data. Information handled includes contact information, scheduling metadata, and voice data used to manage appointments or confirmations. This policy does not apply to information you collect and store using our platform about patients, staff, or other end users; you remain responsible for that data and for compliance with applicable laws.

3. Who Owns the Data? You do. As a healthcare organization or provider, you remain the custodian and controller of information entered into the system. We act only as a service provider or data processor on your behalf.

4. Types of Information We Collect. This may include account information, billing information, usage data, cookies and tracking data, support or contact information, and limited non-medical appointment information needed for scheduling when an EMR is connected through a legacy-style integration such as Jane App. We do not collect or access patient data stored on the platform unless you explicitly request support or troubleshooting assistance.

5. Use of Cookies and Tracking Technologies. We use essential cookies, functional cookies, and analytics cookies. You may refuse cookies through your browser, though some parts of the Service may not function properly.

6. Legal Basis for Processing. We process personal data based on consent, contract performance, legal obligations, or legitimate interests that do not override your rights and freedoms.

7. How We Use Your Information. We provide, maintain, and improve the Service; authenticate access; communicate about accounts and the Service; respond to inquiries; process billing; manage subscriptions; and troubleshoot technical issues.

8. How We Protect Your Information. We use industry-standard safeguards including encryption in transit and at rest, role-based access controls, secure Canadian data hosting, regular backups, and monitoring. Encryption standards include AES-256 for data at rest and TLS 1.2+ for data in transit.

9. Data Storage and Hosting. All data is stored within the Microsoft Azure Canada Central region.

10. Access and Control. You may update account details by logging in. If you close your account, we will delete or anonymize your data, subject to legal retention obligations.

11. Sharing of Information. We do not sell, rent, or trade your information. We may share it with trusted service providers, when required by law, to investigate violations of our Terms or legal rights, or with your consent. Current subprocessors and data residency details are available in our Data Processing Agreement

12. International Data Transfers. Our Service is intended only for use in Canada, and we do not transfer personal data outside Canada.

13. User Rights and Choices. You may access, correct, delete, or withdraw consent for your personal information. To exercise these rights, contact support@clinicglide.com.

14. Data Retention. We retain data only as long as necessary to provide the Service or as required by law; backups may persist for a limited time.

15. Children’s Privacy. The Service is intended for users who are 18 years of age or older, and we do not knowingly collect personal information from children.

16. Your Responsibilities. Healthcare providers and clinics are responsible for obtaining appropriate consent, managing access, complying with privacy laws, ensuring third-party tools meet appropriate standards, and handling related security incidents.

17. Changes to This Policy. We may update this policy and will notify you of material changes by email or through the Service.

18. Contact Us. ClinicGlide Technologies Inc., 45 Loddington St., Fredericton, NB, Canada E3C 2S3. Email: privacy@clinicglide.com. Reference Documents: This Privacy Policy should be read with the Data Processing Agreement