Ubika Health Inc. Privacy Policy

1. Information we collect

Depending on how you interact with Ubika, we may collect:

• contact and account information, such as your name, email address, telephone number, organization, and professional role;
• information you submit through our website, forms, support channels, or communications;
• account, authentication, device, usage, and technical information relating to use of our services;
• information processed through Ubika products on behalf of healthcare organizations or authorized healthcare professionals; and
• where applicable to a configured MAiA workflow, call audio, transcripts, case information, AI-generated summaries or draft notes, billing preparation information, and related call or workflow metadata.

Please do not submit personal health information through general website contact forms unless specifically instructed to do so through an approved workflow.

2. Healthcare information and MAiA

Ubika provides technology services to healthcare organizations and healthcare professionals.

Where Ubika processes personal health information on behalf of a healthcare organization, clinic, physician, or other health information custodian, that customer is responsible for determining the purposes for which the information is collected and used. Ubika processes the information on the customer’s behalf in accordance with applicable agreements, instructions, privacy laws, and security requirements.

Depending on the customer’s configuration and workflow, MAiA may support recorded or transcribed calls and may use artificial intelligence to generate draft summaries, notes, or other workflow information. AI-generated content is intended to support authorized healthcare professionals and must be reviewed as appropriate before clinical reliance or sign-off.

3. How we use information

We may use personal information to:

• provide, operate, secure, and support our websites, products, and services;
• create and manage authorized user accounts;
• process healthcare information on behalf of our customers;
• respond to inquiries and provide customer or technical support;
• maintain security, prevent misuse, investigate incidents, and monitor system performance;
• improve the reliability and functionality of our services;
• comply with applicable legal, regulatory, contractual, and audit requirements; and
• carry out other purposes for which consent or lawful authority has been obtained.

We do not sell personal information.

4. Service providers

Ubika uses third-party service providers to support its technology and operations, including cloud infrastructure, communications, telephony, voice and AI processing, messaging, security, and related services.

These providers may process personal information only as necessary to provide their services to Ubika and are subject to applicable contractual, confidentiality, privacy, and security requirements.

5. Data location

Ubika uses Canadian cloud infrastructure for core MAiA application data where configured as part of the service.

Certain service providers may process limited information outside Canada. Where this occurs, information may be subject to the laws of the jurisdiction in which it is processed. Ubika uses contractual and technical safeguards appropriate to the nature of the processing.

6. Retention and deletion

Ubika retains personal information only for as long as required for legitimate business, clinical, contractual, legal, regulatory, or operational purposes.

Retention periods vary depending on the type of information and the applicable service. Ubika maintains documented retention and deletion procedures and securely deletes or de-identifies information when continued retention is no longer required.

Verified deletion requests are handled in accordance with applicable law, contractual requirements, and Ubika’s retention obligations.

7. Security

Ubika maintains administrative, technical, and organizational safeguards designed to protect information against unauthorized access, use, alteration, disclosure, loss, or destruction.

No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your privacy rights

Depending on the circumstances and applicable law, individuals may have rights to request access to or correction of their personal information, withdraw consent where consent is the applicable legal basis, or request deletion of information.

Where Ubika processes information on behalf of a healthcare customer, requests relating to health records or other customer-controlled information may need to be directed to the applicable healthcare organization or custodian.

9. Cookies and website analytics

Our website may use cookies and similar technologies to operate the site, understand usage, maintain security, and improve functionality.

Where required, users may be provided with choices regarding non-essential cookies.

10. Third-party websites

Our websites may contain links to third-party websites or services. Ubika is not responsible for the privacy practices or content of third-party websites.

11. Changes to this policy

We may update this Privacy Policy periodically to reflect changes to our services, practices, legal requirements, or technology.

The “Last updated” date above indicates when this Policy was most recently revised.

12. Contact us

For privacy questions or requests, contact:

Ubika Health Inc.Toronto, Ontario, CanadaEmail: privacy@ubika.caWebsite: www.ubika.ca