Privacy policy.

Account information: name, email address, and practice details you provide during registration.

Provider information: Practitioner ID (PRACID), clinic name, province, and contact details.

Health information: encounter notes, billing codes, diagnosis codes, and patient health card numbers that you enter into the platform.

Usage data: API request logs, feature usage, and session information for service improvement.

Signature evidence: when you sign an agreement in the app we record the date and time, your IP address and your browser.

Cookies: we set only the cookies the site needs to work. A sign-in cookie from Clerk keeps you signed in. A cookie remembers whether you chose light or dark mode, for one year. If you arrive through a colleague's referral link, a cookie holds that referral code for 30 days. We use no advertising or tracking cookies and no analytics.

Connect Care charge files: if you file the AHS Service Code Capture form naming AivaMD, we receive your charge file from Alberta Health Services each night.

After an account is closed: we keep its email address and its claim count, so a free trial cannot be started again on the same address.

Payment information: processed securely by Stripe. AivaMD does not store your full credit card number.

To provide the AivaMD service: AI billing analysis, claim creation, H-Link EDI generation, and claim tracking.

To authenticate your account via Clerk and maintain your session.

To process subscription payments via Stripe.

To communicate service updates, billing notices, and support responses.

AivaMD handles health information as defined under the Alberta Health Information Act (HIA), RSA 2000, c H-5. Your own account and billing details are governed by the Alberta Personal Information Protection Act (PIPA), SA 2003, c P-6.5. PIPEDA (SC 2000, c 5) also applies to personal information that crosses provincial or national borders in the course of commercial activity, such as data sent to US-based third-party processors.

AivaMD acts as an information manager as defined in HIA s.1(1)(p.1), under the written Information Manager Agreement (IMA) that HIA s.66(2) requires, signed with each custodian (each physician), governing how AivaMD handles health information on their behalf. Our Terms of Service set out the baseline data-handling commitments incorporated into that agreement.

Health information you enter is used only to provide the service you signed up for: generating billing codes and claims, writing the encounter note, keeping your patient files, and answering your questions in the Aiva assistant. It is not sold, not shared with third parties for marketing, and not used to train AI models.

All production servers are hosted in Canada, in Ontario and Quebec, which is outside Alberta: backend on Fly.io (Toronto, ON) and database on Supabase (Montreal, QC). No patient health information leaves Canada except as disclosed under Third-Party Data Processors below.

You retain ownership of all health information entered into AivaMD. You may close your account at any time from the Billing page in your account, and your health information is then returned to you or securely destroyed as your Information Manager Agreement provides.

As a healthcare provider, you remain responsible for ensuring your use of AivaMD complies with your professional obligations under CPSA and HIA, including obtaining patient consent before recording encounters.

Deepgram (voice transcription): When you use the voice recording feature, raw audio of physician-patient encounters is streamed to Deepgram's API (deepgram.com) for real-time transcription using their nova-2-medical model. Deepgram is a US-based company. You are responsible for obtaining patient consent before recording any encounter. AivaMD does not retain raw audio after transcription.

Anthropic Claude API (billing code extraction): Encounter text, the documents and photos you upload, patient names, PHNs, dates of birth, diagnosis descriptions and your Aiva assistant conversations are sent to Anthropic's Claude API (anthropic.com) to extract billing codes and generate clinical notes. Anthropic is a US-based company. AivaMD has a Data Processing Agreement (DPA) with Anthropic. Anthropic does not use API inputs to train models under the DPA and their API terms.

Clerk (authentication): Manages user authentication and session tokens. No patient health information (PHI) is sent to Clerk.

Stripe (payments): Payment processing only. Stripe receives billing and subscription information. No PHI is sent to Stripe. Stripe is PCI-DSS compliant.

Fly.io (backend hosting, Canada - Toronto): Backend API server. Health information transits and is processed here in Canada.

Supabase (database, Canada - Montreal): PostgreSQL database. Health information is stored here, encrypted at rest with AES-256.

Vercel (frontend hosting): Serves the web application interface. No PHI is stored on Vercel.

Alberta Health (H-Link): Claim data is submitted to Alberta Health via H-Link EDI as part of the authorized billing process. This is required to bill Alberta Health.

We do not sell your data to any third party.

Service providers outside Canada: some processors above (for example Anthropic, Deepgram, Clerk, Stripe, and Vercel) operate in the United States. As contemplated by PIPA Alberta s.13.1, you may request our current list of service providers, their roles, and the countries in which they operate, and you may contact our Privacy Officer at support@aivamd.ca with any questions about the collection, use, or disclosure of personal information by service providers outside Canada.

Account data is kept while your account is open. After you close it, health information is returned to you or securely destroyed within 30 days, as your Information Manager Agreement provides. You remain responsible for your own record retention as a physician, so export your records before you close your account.

You may close your account at any time from the Billing page in your account. Closing it removes your sign-in; it does not erase your records on the spot. Records we are required by law to keep are kept only for that period.

Database backups are taken daily and retained for 7 days.

All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).

Access to health information is restricted to authenticated providers using Clerk JWTs.

API endpoints enforce provider-level isolation - you can only access your own claims and data.

Before every release we run automated security checks: known vulnerabilities in the software we depend on, that every endpoint still requires sign-in, and that no credential has been left in the code. Known gaps are tracked until they are fixed. No independent penetration test has been done yet.

Access: You may request a copy of the information we hold about you.

Correction: You may request correction of inaccurate data through your account settings.

Deletion: You may close your account from the Billing page in your account. Closing it removes your sign-in. Your claims, patients and encounter notes are then returned to you or securely destroyed within 30 days, at your direction, and we confirm it in writing, as your Information Manager Agreement provides. Download your data first: once the account is closed you can no longer sign in to export it.

Portability: You may download an export of your profile, claims, patients and encounter notes as a JSON file from your account settings.

To exercise these rights or ask questions, email support@aivamd.ca.

AivaMD has designated a Privacy Officer accountable for compliance with PIPEDA and PIPA Alberta: Cole Patola, Privacy Officer, AivaMD Inc.

To contact the Privacy Officer with questions, access requests, correction requests, or complaints: support@aivamd.ca.

If you are not satisfied with our response to a privacy concern, you may escalate to the applicable regulator.

For complaints under PIPA Alberta or the Health Information Act (HIA): Office of the Information and Privacy Commissioner of Alberta (OIPC) - oipc.ab.ca - 1-888-878-4044.

For complaints under PIPEDA (federal): Office of the Privacy Commissioner of Canada - priv.gc.ca - 1-800-282-1376.

We encourage you to contact us first at support@aivamd.ca so we can attempt to resolve your concern directly.

If you have questions about this Privacy Policy or our data practices, contact us at support@aivamd.ca.

AivaMD Inc. is incorporated in Alberta, Canada (Corporation Number 2028239404).

Effective date: August 2026. Last updated: October 2026. We will notify users of material changes in the product and on this page.