Privacy Policy

SmartMedChart Inc. ("SmartMedChart", "we", "us") operates a cloud-based AI clinical documentation platform that helps licensed healthcare professionals create SOAP notes, referral letters, and other clinical documents. This Privacy Policy explains how we collect, use, disclose, and protect personal and health information when you use our website (smartmedchart.com) and our application (the "Service").

"Personal Information" means information that identifies you as an individual, such as your name, email, and account credentials. "Personal Health Information" or "PHI" means information relating to the physical or mental health of a patient, including diagnoses, medications, investigations, and clinical notes entered into the Service. "Custodian" has the meaning given under applicable Canadian provincial health privacy legislation (e.g., PHIPA in Ontario, PIPA in Alberta).

We collect the following categories of information: 3.1 Account Information — When you register, we collect your full name, email address, username, password (hashed), and role. 3.2 Clinical Information — Information you enter about your patients in the course of charting, including subjective notes, objective findings, assessments, plans, medications, laboratory and imaging results, and consult letters. 3.3 Usage Information — Information about how you interact with the Service, including IP address, device type, browser type, access times, and feature usage analytics. 3.4 Billing Information — When you subscribe to a paid plan, Stripe processes your payment method. We store your subscription status and plan tier, but we do not store your full card number.

We use your information to: • Provide, operate, and maintain the Service; • Generate AI-assisted clinical documentation based on your inputs; • Authenticate your account and protect against unauthorized access; • Process subscription payments and manage your plan; • Improve the accuracy and quality of our AI models and features; • Send you service notices, security alerts, and (with consent) product updates; • Comply with legal, regulatory, and professional obligations; • Respond to your support requests. We do not sell your Personal Information or PHI to third parties.

For users in the European Economic Area and the United Kingdom, our legal bases for processing your information are: • Performance of a contract — to provide the Service you requested; • Legitimate interests — to secure the Service and prevent fraud; • Legal obligation — to comply with applicable law; and • Consent — for optional marketing communications, which you can withdraw at any time.

SmartMedChart is designed for use by licensed healthcare professionals acting as information custodians or electronic service providers under Canadian health privacy law (PHIPA / PIPA / HIPAA where applicable). • You, the clinician, retain custody and control of the PHI you enter into the Service. • We act as a service provider and process PHI on your behalf solely to deliver the Service. • PHI is encrypted in transit (TLS) and at rest. • We do not access, review, or disclose the content of your clinical records except as required to operate the Service, prevent abuse, or comply with law. • AI models that process your inputs do not retain your PHI for the purpose of training models on identifiable patient data without your separate, explicit consent.

We may share your information with: 7.1 Service Providers — Trusted vendors that help us operate (e.g., Stripe for payments, cloud hosting). These vendors are bound by contract to protect your information and may not use it for their own purposes. 7.2 Legal Compliance — Where required by law, court order, or to protect the rights, property, or safety of SmartMedChart, our users, or others. 7.3 Business Transfers — In the event of a merger, acquisition, or asset sale, information may be transferred subject to this Privacy Policy. We do not otherwise share your information publicly or with marketers.

We retain your account and clinical information for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time from the Account Settings menu. We will delete your information within 30 days of a verified request, except where retention is required by law or to resolve disputes.

We use industry-standard safeguards including TLS encryption in transit, encryption at rest, role-based access controls, audit logging, and regular security reviews. No system is perfectly secure, but we implement measures designed to protect your information against unauthorized access, alteration, and disclosure.

We use minimal cookies required for authentication and session management. We do not use advertising cookies or trackers. Analytics, where used, is anonymized and used only to improve the Service.

Depending on your jurisdiction, you may have the right to: • Access the Personal Information we hold about you; • Correct inaccurate or incomplete information; • Request deletion of your Personal Information; • Restrict or object to certain processing; • Export your data in a portable format; and • Withdraw consent for optional processing. To exercise these rights, contact us at support@smartmedchart.com. We will verify your identity before responding and aim to respond within 30 days.

The Service is intended for licensed healthcare professionals and is not directed to individuals under 18. We do not knowingly collect information from children. If you believe we have collected a child's information, please contact us and we will delete it.

Your information may be processed and stored in Canada and the United States. Where information is transferred outside your country, we rely on applicable lawful transfer mechanisms (such as standard contractual clauses) and ensure a comparable level of protection.

We may update this Privacy Policy from time to time. Non-material changes take effect immediately upon posting. Material changes will be announced on our website with at least 30 days' notice. The "Last Updated" date below reflects the most recent revision.

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact our Privacy Officer: SmartMedChart Inc. Email: support@smartmedchart.com We will acknowledge your request within a reasonable time and respond within 30 days where required by law.