Effective as of June 10, 2025

Pippen AI is committed to the highest standards of privacy and security to ensure that any personal information you entrust to us when using our Services is fully protected.  This policy sets out our practices when collecting, using and disclosing any of your and your patients’ information in the course of providing you Services through the Pippen Platform (“Privacy Policy”).  Defined terms with this policy have the same meaning as our Terms of Service unless otherwise indicated.

Information we collect and use in delivery of Services

Your Information

When you set up an account with us, we collect your identification and contact information, such as first name, last name, telephone number, mailing address and email address, and we use this information when providing Services to you, including when using and communicating through the Pippen Platform and accessing customer support.  The purposes for which we use your information, include, but may not be limited to, enabling and supporting:

• Business Operations: billing and accounting, including collecting your credit card number for these purposes;

• Communication: informing you about new Services, features, offers, promotions, and other pertinent information;

• Service Provision: in delivering and updating our Services as configured and used by you, and to make ongoing personalized experiences and recommendations; and

• Ongoing Service Performance and Improvements: keeping the Services up-to-date and performant, enhancing Services, and meeting user productivity, reliability, efficacy, quality, privacy, accessibility, and security needs.

Your Patients’ Information

When you use the Services to record, capture, input and generate information in the course of providing patient care, the Pippen Platform maintains a copy of such information on secure servers located in Canada, and stored exclusively in Canada, which is encrypted and kept private and confidential to Pippen AI, as part of your Customer Data. 

You agree to take responsibility for collecting, managing, using and disclosing patient information in accordance with your medical clinic’s own privacy policies, your professional duties of patient confidentiality and applicable data protection laws, including notifying or obtaining any consents that may be required in the context of using the Pippen Platform or Services.

Use of Personal Information for AI Training

Use of Personal Information for AI Training. The Pippen Platform will not use any Personal Information, even if de-identified, for training any AI system, except where such training is exclusively for the sole benefit of the specific user associated with that Personal Information or its Contracting Entitity , and in compliance with applicable laws.

International transfers

In order to deliver Services to you, we may rely on technology that stores or processes your information outside the jurisdiction in which you reside.  As such, your information may become subject to the laws of another jurisdiction, which may differ from the laws of your jurisdiction. By using our Services, you consent to the transfer of your information outside of your jurisdiction when necessary for delivering the Services.   You are also responsible for complying with any requirements of individual notifications or consents that may be required for the transmission or storage of your patients’ information outside your jurisdiction.

Privacy Rights

Subject to certain limitations and depending on the privacy laws applicable to you, you may have the following legal rights to your information:

1. Right to access or correct your information held by us;
2. The right to object to the processing of your information, as allowed by applicable law; and
3. Where we rely on your consent to process your information, you may have the right to withdraw or decline your consent at any time and, where we rely on legitimate interests, you have the right to object (as noted above). Please note that withdrawing your consent may affect your access and ability to use our Services.

You have the right to file a complaint about the way we use or process your information with the Information and Privacy Commissioner of Ontario (Canada) or other data protection authority as may be applicable to your jurisdiction.

Your patients’ may have the same or similar rights to those described above.  It is your responsibility to uphold and enable your patients to exercise such rights within your medical clinic’s privacy policy in respect of any patient data that you capture, generate and store within the Pippen Platform. 

Should you need to access or correct your information that is held by us, you can update such information accordingly within the Pippen Platform or use the contact information in the “Contact Us” section at the end of this policy to reach us.

Safeguarding your information

Pippen AI uses industry-leading technical and organizational security measures to protect your information, including all Customer Data, held by us from unauthorized access, disclosure, modification, and accidental loss and destruction. 

Vendor Security & Personnel Training. All Pippen AI personnel who have, or may have, access to Personal Information are adequately trained on security and privacy matters at onboarding and at least annually thereafter. Pippen AI has implemented appropriate security controls and monitoring systems to detect and protect Personal Information from unauthorized access, use, disclosure, or other compromise, including annual penetration testing and remediation of identified material risks.

Data Retention

Pippen AI retains personal information only as long as necessary to provide and improve the Services or to meet legal obligations. Users may configure transcription data retention periods to comply with applicable laws, regulations, professional rules, and organizational policies. Your information retained by Pippen AI will be de-identified, aggregated, and/or securely deleted once it is no longer needed for such purposes.

Your patients’ information captured within the Pippen Platform will be maintained securely within the system until such time as you choose to delete it.  It is your responsibility to manage and dispose of the data in accordance with your professional obligations relating to the proper keeping of patient records, your medical clinic’s privacy policy and applicable data protection laws.

Cookies and other similar technologies

Pippen AI uses cookies and similar tracking technologies on our website and the Pippen Platform to enhance user experience.  Should you have any questions about how we use cookies, please use the contact information in the “Contact Us” section at the end of this policy to reach us.

Third Party links

The Pippen Platform may contain links to other websites that are not under our control and we assume no responsibility for those links or the privacy practices of the websites should you choose to navigate to them.  

Updates

We may update this Privacy Policy from time to time to reflect changes to how we handle your information held by us. Your continued use of our website, the Pippen Platform or Services will be deemed acceptance by you of the updated Privacy Policy.

Contact Us

If you have any questions or concerns about our privacy practices or this policy, you may contact us by email: team@pippen.ai.

If you are a patient of a doctor who uses our Pippen Platform to deliver and enhance care services to you, please speak to your doctor about their privacy policy when using our technology.