Roseline Privacy Policy for Physicians

Effective Date: March 2, 2025

1. Introduction

Roseline is a web‐based software that assists physicians through AI‐assisted clinical documentation, smart patient intake (via SMS or phone call), and Ambient Notes—a medical scribe feature. We are committed to safeguarding your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws. This policy explains how we collect, use, secure, and share your information.

2. Contact Information

If you have any questions, concerns, or requests regarding your personal information, please contact our Privacy Officer at:
• Email: support@roseline.ai
• Address: 6666 Saint-Urbain, Suite 200, Montreal, Canada

3. About Us

Roseline is designed exclusively for physicians. Our platform supports your practice by:

• AI-Assisted Documentation: Generating clinical notes, referrals, and other documentation that you review and verify.
• Smart Patient Intake: Facilitating patient data collection via SMS or phone calls.
• Ambient Notes: Enabling you to record conversations during patient consultations. The recorded audio is processed in real time to produce transcripts and other clinical documentation. Importantly, the raw audio recording data is not stored on our servers.

4. Information We Collect

We collect various categories of information necessary to provide and improve our services. These include:

• Personal & Account Information:
  Your name, contact details, registration data, and login credentials (all stored in encrypted form).
  
  
• Usage & Device Information:
  Activity logs, device type, IP address, browser details, and other technical data that help us understand how you use Roseline.
  
  
• AI-Generated Documentation:
  Transcriptions, clinical notes, and other output generated by the platform during your interactions.
  
  
• Smart Intake Data:
  Information collected via SMS or phone call during patient intake, which may include patient-provided details.
  
  
• Ambient Notes Recordings:
  When you use the Ambient Notes feature, you may record conversations during patient consultations. These recordings are processed immediately to generate transcripts and related documentation. The raw audio data is not stored on our servers.
  
  
• Payment Information:
  Transaction data processed by our secure third-party provider (Stripe). We do not store your payment details.
  
  
• Cookies & Analytics:
  De-identified data collected via cookies and similar technologies to enhance user experience and improve our services.
  
  

5. How We Collect Your Information

We obtain your information through several methods:

• Directly from You:
  During account registration, communications, and interactions on our website and platform.
• Automatically:
  Via cookies, log files, and analytics tools that record your usage and technical details.
• From Third Parties:
  Through service providers (such as Stripe for payment processing) and external sources for professional credential verification.

6. How We Use Your Information

Your information is used for the following purposes:

• Service Delivery & Improvement:
  To provide, maintain, and enhance Roseline’s functionality and your user experience.
• Documentation Generation:
  To generate AI-assisted clinical documentation—including Ambient Notes transcripts—that you can review and use.
• Customer Support:
  To respond to inquiries, troubleshoot issues, and communicate important service updates.
• Security & Compliance:
  To monitor, protect, and secure our systems and your data in accordance with legal obligations.
• Business Analytics:
  To conduct anonymized analyses that help us improve our services.

We do not sell or share your personal information with third parties for marketing purposes.

7. Data Security

We take your data security seriously by implementing industry-standard safeguards:

• Encryption:
  All sensitive data is encrypted both in transit and at rest.
• Access Controls:
  Strict protocols ensure that only authorized personnel can access your data.
• Secure Storage:
  Our cloud hosting and backend services are secured and continuously monitored.
• Retention Practices:
  Your information is retained only as long as necessary to fulfill the purposes described or as required by law.

8. Data Sharing and Transfers

Your personal information is only shared under the following circumstances:

• With Trusted Service Providers:
  For payment processing, cloud hosting, or other essential functions under strict confidentiality agreements.
• For Legal Compliance:
  When required by law or regulatory authorities.
• International Transfers:
  If data is transferred outside of Canada, we ensure that adequate safeguards are in place to comply with PIPEDA.

9. Your Rights and Choices

Under PIPEDA, you have the right to:

• Access:
  Request a copy of the personal information we hold about you.
• Correct:
  Ask for corrections or updates to your data.
• Delete:
  Request deletion of your personal information (subject to legal requirements).
• Opt Out:
  Withdraw consent from marketing communications at any time.

To exercise these rights, please contact us using the details provided in Section 2. We aim to respond to all requests within 30 days.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via email or on our website. Continued use of Roseline after any updates constitutes your acceptance of the revised policy.

11. Compliance and Governing Law

Our privacy practices comply with PIPEDA and other applicable Canadian privacy laws. Any disputes regarding our privacy practices will be governed by Canadian law.

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