Privacy Policy

Data We Collect

Personally Identifiable Information: When you use our website, Software, Services or enter information on our website we may ask for your name, date of birth or age, gender, email or mailing address, phone number, or other information to provide our Services and improve your user experience.

Personal Health Information: We acknowledge and agree that you are "health information custodians" as defined in applicable health privacy legislation, including the Personal Health Information Protection Act, 2004 ("PHIPA") and "covered entities" under the Health Insurance Portability and Accountability Act, 1996 (US) ("HIPAA"). Therefore, to the extent that any Personal Health Information ("PHI") is transmitted to us, we are bound by the confidentiality and security requirements related to the disclosure of personal health information contained in PHIPA and HIPAA, and the respective regulations with respect to all Data shared under TOU and Software license. We commit that we shall meet or exceed the confidentiality and security practices required by PHIPA and HIPAA and the respective regulations thereunder.

To the extent Okare AI is provided with any PHI, Okare AI acknowledges and agrees that, when accessing PHI, we do so solely on behalf of you while performing or delivering the Services and for no other purpose whatsoever. Okare AI is your "agent" as defined in PHIPA, or your "business associate" as defined in HIPAA, and with all the responsibilities of an agent imposed by PHIPA, and those assigned to a business associate under HIPAA. Regardless of these obligations, we shall not have any contact with your patients for any purpose whatsoever, unless expressly authorized by you.

Payment Data: We do not collect personal information for payment. We use third-party processors for payment processing, financing, email services, etc. to provide our Services. They may collect Personal Information, so you should check their respective Privacy Policies.

Usage Data: We may collect data about your use of our Software and Services such as the values of your searches, previous purchases, etc. to improve your experience and our Software and Services.

Automatically Collected Data: We collect some data automatically when you interact with us by using our Services. We may receive and store information such as an IP address, device ID, geographic, demographic and your activities on our websites or blog. We may store this information, or it may be stored in databases owned and maintained by affiliates, agents, or service providers. We may use this data or combine it with other data to track the number of users and referral sources for customers and purchase of our products.

Data from other Services: You may give us permission to collect your information through other services. For example, if you login to our Software or Services, or contact us through your Google or Facebook account, connect to a third-party service including but not limited to Instagram, Facebook, Twitter, LinkedIn, etc., through an icon or link on the Services or otherwise link your account with a third-party service, we may share the contents of your post and associated information with such third party. Once such information is shared, the use of your information is subject to the third party's privacy policy and this Privacy Policy will NOT apply.

Cookies: Cookies are pieces of data that websites and services set on your browser or device to improve your user experience on future visits and speed up functionality. We use cookies and similar technologies to track your computer's settings such as the account you have logged in with and notification settings. We may expand the use of cookies and saved data as we add new features to our website or new products or services. We may use technologies such as web beacons and single-pixel GIFs to track and log data for marketing purposes like email open rates.

We also may use third-party analytic tools such as Google Analytics that employ cookies to collect information about your use of our Services. You can disable cookies at any time by changing your browser or device settings.

Advertisements: We may advertise our Services on other websites and social media sites. Various advertising platforms such as Instagram, Facebook, Twitter, etc. may collect information for optimizing advertising campaigns outside of our website. If you do not want to receive personalized ads from third parties, you should exercise opt-out rights directly with those third parties. You can also opt-out through the Network Advertising Initiative (NAI) and Digital Advertising Alliance (DAA). Since there is no established industry compliance standard for "Do Not Track" ("DNT") we currently do not respond to DNT signals in our Services.

Limiting Automatic Collection: You have options regarding the Personal Information you provide to us through the use of our Website. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. Please note that if you disable or refuse cookies, some parts of our Website or Software may not be accessible or may not function properly.

Where Your Information Is Processed

We are based in Canada. No matter where you are located, by using this website or our Services you consent to processing and transfer of your information in and to Canada and other countries. Please understand that Canadian laws and those of other countries governing data collection and use may differ from those of your location.

How We Use Your Personal Information

We use your Personal Information as explained in this Privacy Policy. If you provide us with information for a specific reason, we use the information for that reason. We may use the information collected to improve the quality of your user experience or service, products or support you may request. We may use the information to notify you about, market and promote improvements to our Software based on your usage and interests. If we do this, any communication will contain instructions on how to "opt-out" of future marketing communications. If you ever want to stop receiving any marketing communication, or you wish to have your name deleted from our mailing lists, please email us at support@okareai.com.

Ownership and Treatment of Personal Information

You are and shall remain the sole and exclusive owner of all right, title, and interest in and to Information. Without limiting any other representation, warranty, condition, or obligation of Okare AI under Customer Terms, we represent, warrant, and covenant that:

• We will not process, undertake, or refrain from any act, with respect to any Personal Information or Personal Health Information in any manner, except for the sole purpose of performing the Services, or providing access to the Software, in compliance with the express terms and conditions of this Privacy Policy and all applicable laws.
• We will promptly notify you if and when we become aware of any unauthorized access, use or other act respecting Personal Information or if we become the subject of any government, regulatory, or other investigation or proceeding relating to our privacy, data security, or handling practices.

Our Legal Basis for Handling of Your Personal Information

Laws in some jurisdictions require us to explain the legal basis we rely on to use or disclose your Personal Information. To the extent those laws apply, our legal basis includes:

• Consent: We may handle your data based on your implied or express consent to do so.
• Contractual obligations: To meet our contractual obligations to you or respond to your requests in anticipation of entering a contract for purchasing our Services.
• Legitimate interests: We may handle your Personal Information on the basis that it furthers our legitimate interests, such as providing a safe user experience, customer service, marketing, protecting users and property, analysing and improving our Services, processing job applications, and managing legal issues.
• Legal compliance: If required to use or disclose Personal Information to comply with legal, regulatory or government requirements.
• To protect your vital interests: To share your data to help resolve an urgent medical or emergency situation.

Disclosure of Your Information

We do not sell your information because we consider it a vital part of your relationship with us.

• Consent: If you provide us with consent to transfer your data we may do so.
• Business Transfer: If we sell or buy a business or assets or corporation, merger, reorganization, bankruptcy, dissolution or similar business event, the related transfer of assets may include your Personal Information.
• Related Companies: We may share your information with our related companies, consistent with this Privacy Policy.
• Developers: If we utilize contracted developers for our website, Software or Services, they may have access to user data as part of their services. We would require any developers to limit use of Personal Information only to what is necessary to provide their services to us.
• Related Third Parties: In the event we hire agents, consultants or other companies or individuals to perform services for us.
• Legal compliance: We may disclose your Personal Information if required by law or believe in good faith we are required to for compliance with a legal obligation, to protect our rights, property, and intellectual property, defend against legal liability, or protect users' or others' personal safety.
• Aggregated Data: We may share non-personally identifiable data ("Aggregated Data") with third parties for our business purposes.
• To enforce our Terms of Use.

Transferring Your Personal Information

We may transfer Information that we collect or you provide as described in this policy to contractors, service providers, and other third parties we use to support our business and who are contractually obligated to keep such information confidential, use it only for the purposes for which we disclose it to them, and to process the Information with the same standards set out in this policy.

Unsolicited Information

You may voluntarily provide us with "Unsolicited Information" such as new product ideas or communicate with us without our request. By sending any Unsolicited Information you agree that it is non-confidential, and we may share, use, reproduce, disclose, and distribute it without limitation or attribution to you. You acknowledge that you bear sole responsibility and release us from all liability related to any Personal Information you willingly provided in any open or public forums.

How We Use Personal Health Information

The Personal Health Information you provide may be used or accessible to Okare AI for one or more of the following specific purposes:

• To convert your patient data into a format compatible for use with the Software.
• To provide support services on an as-needed basis, and assist you with any technical difficulties when using the Software.
• To securely host and maintain patient data on your behalf, if hosting services are offered or required.
• To provide secure back-up services to you as requested.
• To meet any legal and regulatory requirements that are imposed upon Okare AI from time to time, or to bring or defend against legal actions.
• If we reasonably believe disclosure is necessary or appropriate to protect the rights, property, or safety of Okare AI, our customers, or others.
• For such other reasonable purposes for which you provide consent or as permitted or required by law.

Protection of Your Personal Health Information

The Software includes numerous built-in controls to protect Personal Health Information. Specifically, we are obligated to provide the following safeguards:

• Secure Hosting: The Software is hosted in a secure environment with effective security safeguards in place in compliance with industry best practices.
• Authentication: All Users are authenticated through an enhanced authentication mechanism prior to accessing the Software. Strong password policy is enforced.
• Data Security: Software data is encrypted in storage and in transit. Data retention and disposal policies and procedures are in place to ensure the availability and confidentiality of Software data.
• Logging: Privacy and security related events and activities such as access to Personal Health Information and administrative actions may be logged and reviewed on a regular basis.
• Security Assessment: Threat Risk Assessments (TRAs) are conducted to identify security gaps. Penetration testing is performed to prevent unauthorized access.
• Privacy: Privacy Impact Assessments (PIAs) are conducted to identify privacy gaps. Okare AI has implemented information practices that comply with PHIPA and HIPAA.

Accessing and Correcting Your Personal Health Information

It is important that the Personal Health Information we hold about your patients is accurate and current. By law you have the right to request access to and correct the Personal Health Information that we hold about your patients. You can review and change your patients' Personal Health Information from within the Software. If you experience any technical difficulties in doing so, you may contact us at support@okareai.com.

Children

We only offer our Services to Users over 18 years of age. We do not intentionally or knowingly collect Personal Information from anyone under the age of 13. If you are a parent or guardian of a child under 13 and believe they disclosed Personal Information to us, please contact us immediately at support@okareai.com.

Links

Our Privacy Policy only applies to our website, Software and Services. Our website, blog posts, newsletters, social media posts and emails may contain links to third-party websites that we do not operate or control. This Privacy Policy does NOT apply to any third-party website. Use of any third-party site or service is solely at your own risk. We recommend you review the privacy policies of every third-party site before using.

Data Security

We value the security of your Personal Information. We use physical, electronic, and administrative measures to secure your Information from accidental loss, unauthorized access, use, alteration, and disclosure. We store all information you provide to us behind firewalls on our secure servers. Any payment transactions and Personal Information will be encrypted using SSL technology.

Please note that the safety and security of your information also depends on you. When you have the option to set a password for access to the Software, you are responsible for keeping this password confidential and secure.

Okare AI follows reasonably prudent best practices and provides a secure way to transmit information, but as with all electronic data storage, flaws may be discovered. Any transmission of information is at your own risk.

Data Retention

In the event we retain any Personal Information we only do so for the period of time we believe required based on the purpose identified in our Privacy Policy or as required by law. When we dispose of your Personal Information we may delete, anonymize, or use other appropriate methods. We reserve the right to use anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

Your Data Rights

We treat all users equally regardless of location. You may unsubscribe from emails by clicking the "unsubscribe" link or edit your profile settings if applicable. If you are in Canada, the EEA, or other applicable jurisdictions, you may have legal rights to obtain confirmation of whether we hold your Personal Information, access your Personal Information, and to correct, update, amend or delete it. You may have the right to object to our use or disclosure, request restrictions on processing, or withdraw your consent.

Accessing and Correcting Your Personal Information

It is important that your Personal Information is accurate and current. Please notify us if your Personal Information changes. By law you have the right to request access to and to correct the Personal Information that we hold about you.

If you want to review, verify, correct, or withdraw consent to the use of your Personal Information you may send us an email at support@okareai.com to request access to, correct, or delete any Personal Information that you provided.

If you are concerned about our response or would like to correct the information provided, you may contact our Privacy Officer at support@okareai.com.

GDPR, CalOPPA, and Other Applicable Privacy Laws

This Privacy Policy was drafted to meet the requirements of GDPR. CalOPPA also requires websites to post a Privacy Policy.

As required by CalOPPA, we agree to the following:

• Users can visit our site anonymously.
• Once this Privacy Policy is created, we will add a link to it on our home page or on the first significant page after entering our website.
• Our Privacy Policy link includes the word 'Privacy' and can easily be found in the footer of each website page.
• We notify you of any Privacy Policy changes on this Privacy Policy page.
• You can change your personal information by emailing us or logging into your account.

California law also permits minors under 18 to request removal of their User Contributions, subject to statutory exceptions. If you are under 18 years of age and reside in California, please contact us by email at support@okareai.com with the subject "California Eraser Law Request".

Should a data breach occur we will notify you via email within 7 business days. We also agree to the Individual Redress Principle which provides that individuals have the right to legally pursue enforceable rights against data collectors and processors who fail to adhere to the law.

Accessing, Correcting or Removing Your Personal Information

To submit a request to access, correct, update, amend or delete your Personal Information, please email us at support@okareai.com using "Personal Information Request" in the subject line and include an explanation of which data right you are exercising. Once verified, we begin processing your request and respond within 30 days.

You have the right to request us to stop or limit use of your Personal Information if you believe we lack a lawful basis to use it or believe it is inaccurate. If you are in the EEA, you have the right to opt-out of all Personal Information processing for direct marketing.

Privacy Policy Changes

We may update or modify this Privacy Policy at any time without notice. We post any changes or modifications on this page. You should review this Privacy Policy before submitting any Personal Information and periodically to check for updates. Your continued use of our website and Services after any update indicates your knowing consent to the terms of this Privacy Policy in effect on the date of your use.

Contacting Us

If you have any questions about this Privacy Policy or how we use your Personal Information, please contact us at support@okareai.com.