Privacy Policy for Sina AI
Last updated: May 4, 2025
Interpretation and Definitions
Definitions
- Account: Your unique user account to access the Service.
- Personal Data: Any information that identifies you as an individual.
- Protected Health Information (PHI): Information about a patient that is protected under HIPAA or PHIPA.
- Service Provider: A third party who processes data on our behalf.
- Usage Data: Automatically collected data, such as IP address and session activity.
- You: The individual or organization using the Service.
Types of Data We Collect
Personal Data
We may collect the following:
- Name, email address, professional designation
- Account and registration details
- Communications and support queries
Usage Data
Includes:
- IP address
- Browser / device type
- Access times and pages visited
- Clickstream data
Patient Data and PHI
We collect, store, and process Patient Data only for the purpose of providing transcription, scribing, and related services. Healthcare providers are responsible for obtaining patient consent before submitting PHI to Sina AI.
How We Use Your Data
We use your data to:
- Provide, maintain, and improve the Service
- Manage your Account
- Facilitate transcription and documentation features
- Ensure compliance with legal and regulatory requirements
- Communicate with you about service updates or changes
- Conduct internal analytics and research
- Prevent unauthorized access or misuse
Legal Bases for Processing
We process your data:
- With your consent
- To fulfill a contract (e.g., our Terms of Service)
- To comply with legal obligations (PHIPA, HIPAA)
- For our legitimate business interests (e.g., platform improvement)
Disclosure of Your Data
We may share your data:
- With Service Providers under confidentiality agreements
- With your employer if you are part of an organization using Sina AI
- During business transfers or acquisitions
- To comply with legal requests or regulatory obligations
- To prevent fraud or enforce our Terms
We never sell your personal information.
Data Retention
You control how long patient data is stored. By default, patient encounter data is available for 30 days after any grace period. You may request different retention periods via your account settings or by contacting support.
We retain account data as long as needed to provide the Service or comply with legal requirements.
Data Security
We use industry-standard encryption, access controls, and secure storage to protect your data. However, no method of transmission or storage is 100% secure.
Your Rights and Choices
You may:
- Access or update your account information
- Request deletion of your data (subject to legal obligations)
- Withdraw consent where processing is based on consent
- Contact us to correct or limit use of your data
To exercise these rights, email support@sinaai.ca.
Children's Privacy
Our Service is not intended for use by individuals under 18. We do not knowingly collect data from minors.
International Transfers
Your data may be transferred to and stored in countries where our service providers are located. We ensure adequate protections are in place as required by law.
Changes to this Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated date. Material changes will be notified via email or Service alert.
Contact Us
If you have any questions or concerns about this Privacy Policy, please contact:
Email: support@sinaai.ca
Address: Sina AI, London, Ontario, Canada