Privacy Policy

1. Information we collect

We collect information that you provide directly, such as:

• Account & profile data – name, email, phone, clinic name, professional role.
• Clinical documentation – voice recordings, transcriptions, notes, and referral data you create through the platform.
• Usage & technical data – IP address, browser type, device identifiers, and interaction logs to improve our service.
• Billing & payment data – if you subscribe, we collect payment information via our PCI-compliant processor (we never store full card details).

2. How we use your data

We use your information to:

• Provide, maintain, and improve Nyansa Health features (transcription, note generation, referral workflows).
• Process your transactions and send administrative messages.
• Respond to your enquiries, support requests, and feedback.
• Ensure security, detect fraud, and comply with legal obligations.
• Send you product updates, newsletters, or promotional content – only with your explicit consent.

3. Legal bases for processing (GDPR / PIPEDA)

We process your data based on:

• Performance of a contract – to deliver the services you request.
• Legitimate interests – to improve our platform and ensure security.
• Consent – for marketing communications and optional data sharing.
• Legal obligation – to comply with applicable laws, including health privacy regulations.

4. How we protect your data

We implement industry‑standard safeguards:

• Encryption: All data is encrypted at rest (AES‑256) and in transit (TLS 1.3).
• Access controls: Strict role‑based access and multi‑factor authentication for staff.
• Audit logging: All access to patient data is logged and reviewed.
• Compliance: We are HIPAA compliant, PIPEDA compliant, and SOC 2 Type II certified.

5. Data sharing & third parties

We do not sell or rent your data. We may share information only:

• With our trusted service providers (cloud hosting, AI processing, support tools) who are contractually bound to protect your data.
• If required by law, court order, or to protect the rights and safety of Nyansa Health and our users.
• With your explicit consent (e.g., for integrations or referrals).

6. Data retention

We retain your data as long as your account is active, and for a limited period thereafter to comply with legal and regulatory requirements (e.g., medical record retention). You may request deletion of your data at any time.

7. Your rights

Depending on your jurisdiction, you may have the right to:

• Access – request a copy of your personal data.
• Rectify – correct inaccurate or incomplete data.
• Delete – request erasure of your data (subject to legal retention).
• Restrict – limit how we process your data.
• Portability – receive your data in a structured format.
• Object – opt out of marketing or certain processing.

To exercise these rights, please contact us.

8. Children's privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect data from minors.

9. International transfers

Data may be processed in the United States, Canada, or the European Union. We ensure adequate protection through Standard Contractual Clauses (SCCs) and binding corporate rules.

10. Changes to this policy

We may update this policy from time to time. Material changes will be notified via email or a prominent notice on our website. The effective date at the bottom indicates the latest revision.

Effective date: January 1, 2026 · Last updated: March 15, 2026