Privacy policy

Clinical Assistant is operated by Jason Ansell in Ontario, Canada. The operator is the contact responsible for privacy requests. Use the support centre and choose Privacy or account deletion. You can submit a request without signing in. We may need to verify your identity before disclosing or deleting account information.

We handle your account email and sign-in information through Base44; optional profile details such as display name, job title, organization, department, phone, responsibilities and scheduling preferences; and the notes, documents, calendar events, tasks, spreadsheets, transcripts, audio uploads, tags and templates you choose to save. We also keep setup progress, the version and time of your policy acceptance, plan and credit-usage records, and support messages and replies. Providing profile details beyond what you need is optional.

Hosting and authentication services process technical information such as IP addresses, device or browser details, security and error logs, and service usage. Stripe collects payment and billing information on its hosted payment pages. We keep customer references, subscription status and information needed to determine access and credit use. Full card numbers and card security codes are not collected by our workspace forms. Your bank, card network and Stripe handle payment processing under their own applicable policies.

We use information to authenticate you, save and retrieve your work, provide the tools you request, apply scheduling preferences, generate requested AI output, manage subscriptions and credit limits, answer support and privacy requests, prevent abuse, diagnose faults and meet legal obligations. Your account and workspace data are not offered for sale by Clinical Assistant. We do not use your workspace content to target advertising. Optional marketing consent is not bundled into account acceptance.

When you choose an AI feature, the relevant text or uploaded audio is processed through Base44’s integrated AI services and their providers. Audio is uploaded to private platform storage and a temporary link is used for transcription. This is cloud processing, not processing solely on your device. You may instead write notes or import and edit a transcript without requesting AI generation. We do not promise that every underlying AI provider has zero retention or excludes every use of data from model improvement; provider terms and settings determine their processing. Do not submit information that you or your organization cannot authorize for that processing.

Base44 supplies hosting, authentication, database, file storage and integrated AI services. See Base44’s privacy policy. Stripe supplies checkout and subscription management; see Stripe’s privacy policy. If you choose Google sign-in, Google processes the sign-in under its own policy. Pages also request fonts from Google Fonts, which receives connection information needed to serve them. Opening Teams, Zoom or another meeting link takes you to that provider; we do not automatically sync its meetings or retrieve its recordings. Providers may use subprocessors to deliver their services.

This service uses cloud providers that operate internationally. Information may be processed outside Ontario or Canada and may be accessible under the laws of those locations. We do not promise Canadian-only data residency. Ask Support about a data-handling requirement before entering information that depends on a specific hosting location or contractual arrangement.

Workspace records are restricted by account permissions. Authorized operators and service providers may access information when needed to operate the service, investigate problems, respond to a request or meet legal obligations. A personal workspace is not a promise that no administrator can ever access it. We use the platform’s authentication and access-control features and limit service-level operations to backend functions. No online service can guarantee absolute security. The app is not represented as HIPAA- or PHIPA-certified or approved to hold patient records.

We retain saved work while it is needed to provide your account and requested services. You can delete individual records through their tools. Deleting a transcript record does not necessarily remove its uploaded audio from platform storage, and document history may contain earlier text. For removal of uploads, history, all account data or your account itself, submit a privacy request. After verification, we will explain the scope, process the request as applicable, and identify information that must remain for billing, security, dispute resolution or legal obligations. Backups and provider logs may remain until their retention cycles expire; immediate erasure from every backup cannot be promised. Support and acceptance records are kept only as needed for their purposes and applicable obligations.

You can edit profile details, export supported document and calendar formats, delete individual work items, and choose whether to use audio or AI features. You can ask for access to personal information, correction, a copy, deletion or withdrawal of consent, subject to applicable law and identity verification. Some withdrawal requests may prevent us from continuing the related feature or account. We will respond within applicable legal time limits and explain any permitted limitation. You may raise an unresolved concern with the Office of the Privacy Commissioner of Canada or another applicable regulator.

The service is intended for adults 18 and older. Do not submit resident or patient-identifiable data, confidential incident or complaint details, medical records or other highly sensitive material. If such data is entered by mistake, stop sharing it and contact Support without copying the sensitive content into the request. We will assess reported privacy incidents and provide notices where required by law. We will update this policy when our practices change and provide appropriate notice or renewed consent where required.