Privacy Policy

Last Updated: May 25 2026

We Respect Your Privacy

QuickChart Inc. (“QuickChart,” “we,” “us,” or “our”) is committed to protecting privacy and safeguarding personal information and personal health information handled through our services. This Privacy Policy explains how we collect, use, disclose, retain, and protect information when users access our website, application, and related services (collectively, the “Services”).

By using the Services, you agree to the collection, use, disclosure, processing, and retention of information in accordance with this Privacy Policy and our Terms and Conditions of Use. If you do not agree with this Privacy Policy, please do not use the Services.

Who We Are and What We Do

QuickChart provides a clinical documentation platform for healthcare professionals. The Services may include dictation, ambient scribing, real-time transcription, multimodal document and image processing, virtual visit functionality, AI-assisted interviewing, and AI-assisted generation of clinical notes and related documentation.

QuickChart is not a healthcare provider and does not make clinical decisions, diagnoses, treatment recommendations, or determinations regarding patient care. Users are responsible for reviewing, editing, validating, and approving all outputs generated through the Services before relying on them for clinical, administrative, billing, legal, or other purposes.

Role of QuickChart

QuickChart provides technology services to healthcare organizations and healthcare professionals. Where applicable, QuickChart acts as an electronic service provider that enables healthcare organizations and healthcare professionals to collect, use, retain, disclose, modify, and manage information electronically.

Healthcare organizations and healthcare professionals remain responsible for complying with their own legal, regulatory, professional, consent, documentation, and patient notification obligations.

What Is Personal Information?

Personal information means information about an identifiable individual. Personal health information includes information about an individual’s health, healthcare, care provider, health history, clinical records, or other information that may be regulated under applicable health privacy laws.

Information We Collect

QuickChart may collect information including name, address, phone number, email address, account information, authentication information, subscription information, billing-related information, support inquiries, website interactions, IP address, browser type, language, access times, referring websites, and other information provided by users.

Depending on the features used, QuickChart may also process personal health information submitted by users or their patients, including dictations, audio recordings, transcriptions, reports, generated outputs, clinical notes, uploaded documents, images, medication lists, referral information, patient identifiers, appointment details, virtual visit information, and AI interviewer responses.

Artificial Intelligence Services

QuickChart uses artificial intelligence and machine learning technologies to assist users in generating, organizing, summarizing, transcribing, extracting, and formatting clinical documentation.

QuickChart does not use customer-submitted personal information or personal health information to train self hosted or third-party foundation AI models unless expressly authorized by the customer.

QuickChart contracts with service providers to process customer information solely for the purpose of providing the Services and not for independent marketing, advertising, profiling, or data resale purposes.

AI-generated outputs may contain inaccuracies, omissions, or errors. Users remain responsible for reviewing, editing, validating, and approving all AI-generated outputs before relying on them.

Telecommunications, Virtual Visits, and Voice Processing

QuickChart may use secure telecommunications, cloud infrastructure, and voice-processing technologies to support virtual visits, telephone visits, dictation, transcription, AI interviewer functionality, and related Services.

Depending on the feature used, audio, video, call metadata, appointment details, or related information may be transmitted, routed, processed, or temporarily handled by QuickChart or trusted service providers for the purpose of providing the Services.

Appointment reminders, authentication messages, and operational communications sent by SMS or email should not be considered secure methods for transmitting personal health information. QuickChart limits the information included in such communications to the minimum reasonably necessary to provide the Services.

QuickChart does not use telecommunications or voice data for marketing, advertising, profiling, or unrelated purposes.

Subprocessors and Service Providers

QuickChart relies on selected third-party service providers and subprocessors to deliver certain aspects of the Services, including cloud hosting, artificial intelligence processing, transcription, optical character recognition, telecommunications, authentication, email delivery, SMS delivery, security, and support services.

These providers may include cloud infrastructure providers, AI providers, telecommunications providers, email delivery providers, authentication providers, and other technical service providers.

QuickChart requires service providers to enter into contractual agreements imposing privacy, confidentiality, security, and data protection obligations appropriate to the services they perform. A current list of material subprocessors may be made available upon request.

How We Use Information

QuickChart uses information to:

• Authenticate users and manage accounts;
• Provide, operate, maintain, and improve the Services;
• Generate, transcribe, organize, summarize, and format clinical documentation;
• Support dictation, ambient scribing, virtual visits, AI interviewer functionality, and multimodal processing;
• Provide customer support and troubleshooting;
• Send account, subscription, security, operational, and service-related notices;
• Enforce agreements and billing obligations;
• Maintain security, audit logs, and incident response processes;
• Comply with legal, regulatory, contractual, and professional obligations;
• Fulfill purposes disclosed at the time of collection; and
• Fulfill any other purpose with consent.

Personal Health Information

QuickChart processes personal health information solely as necessary to provide the Services, in accordance with user instructions, applicable contracts, and applicable privacy legislation.

QuickChart does not use personal health information for its own independent purposes such as marketing, advertising, profiling, data resale, or training third-party foundation AI models unless expressly authorized by the customer.

Users are responsible for ensuring they have the appropriate permissions, consents, notices, and legal authority to submit personal information or personal health information to the Services.

Data Processing Location Options

QuickChart may allow users or organizations to configure preferred data processing regions where supported by the Services. Depending on the selected features and organizational preferences, users may choose between Canada-only processing and storage or hybrid processing using secure Canadian and international subprocessors for certain advanced features.

When Canada-only processing is selected, supported workflows are designed to remain stored and processed within Canadian infrastructure. Some optional or advanced workflows may require processing by international subprocessors, depending on the feature selected.

Users and institutions are responsible for ensuring that their selected configuration and use of the Services comply with applicable laws, institutional policies, professional obligations, and regulatory requirements.

Transfers Outside Canada

Personal information and personal health information may be processed, transmitted, stored, or temporarily handled outside Canada, including in the United States or other jurisdictions with different privacy laws.

Where information is processed outside Canada, it may be subject to lawful access requests by foreign governments, courts, law enforcement agencies, or regulatory authorities in accordance with applicable laws.

QuickChart uses contractual, technical, and organizational safeguards designed to protect information and provide a level of protection comparable to that required under Canadian privacy laws.

Disclosure of Information

QuickChart may disclose information:

• To service providers and subprocessors who support the Services;
• To fulfill the purposes for which the information was collected;
• To comply with legal, regulatory, court, law enforcement, or professional obligations;
• To enforce our agreements, rights, or security obligations;
• In connection with a merger, acquisition, financing, corporate reorganization, or asset transfer;
• As disclosed at the time of collection; or
• With consent.

Human Access to Customer Data

QuickChart personnel do not routinely access customer clinical content. Access to customer data is restricted to authorized personnel and limited to the minimum information reasonably necessary for purposes such as customer-authorized troubleshooting, technical support, service maintenance, security investigations, incident response, legal obligations, or account administration.

Access is governed by role-based permissions, confidentiality obligations, and internal policies.

Security Safeguards

QuickChart maintains an information security program that includes administrative, technical, and physical safeguards designed to protect personal information and personal health information.

These safeguards may include encryption in transit, encryption at rest, authentication controls, access controls, audit logging, monitoring, vendor management, privacy and security training, incident response procedures, and other safeguards appropriate to the sensitivity of the information.

No method of transmission or storage is completely secure. Users are responsible for maintaining the confidentiality of their account credentials and for ensuring appropriate access controls within their own organizations.

Audit Logging

QuickChart maintains audit logs relating to authentication events, administrative actions, access events, security-relevant activities, and other system activities where technically feasible. These logs are used to support security, compliance, troubleshooting, and incident response.

Data Retention

QuickChart retains personal information and personal health information only for as long as necessary to provide the Services, fulfill the purposes for which it was collected, comply with legal or contractual obligations, resolve disputes, enforce agreements, or as otherwise permitted or required by law.

Certain data may be stored temporarily for synchronization, processing, troubleshooting, or service delivery purposes. Unless otherwise configured by the user or required for service delivery or legal obligations, temporary clinical data may be deleted automatically after a defined retention period.

Users are responsible for transferring final clinical documentation into their own official record-keeping systems where required.

De-Identification and Anonymization

QuickChart may use de-identification, tokenization, data minimization, chunking, or other technical safeguards to reduce privacy risk when information is processed by third-party providers.

QuickChart may use anonymized or aggregated information for legitimate business, operational, security, analytics, or service improvement purposes, provided the information no longer identifies an individual and cannot reasonably be used to identify an individual.

Consent and User Responsibilities

Users are responsible for obtaining any required consents, providing any required notices, and complying with applicable professional, institutional, and legal obligations before submitting personal information or personal health information to QuickChart.

This may include informing patients about the use of AI-assisted documentation, transcription, virtual visit tools, telecommunications technologies, or other electronic service providers where required by law, professional guidance, or institutional policy.

Accuracy

QuickChart makes reasonable efforts to ensure that information under its control is accurate and complete for the purposes for which it is used. Users are responsible for reviewing, correcting, validating, and approving clinical documentation and other outputs generated through the Services.

Access, Correction, and Deletion Requests

Upon request and identity verification, QuickChart will provide access to personal information under its control within a reasonable period and in accordance with applicable law.

Requests to access, correct, or delete personal health information contained in a healthcare provider’s records should generally be directed to the applicable healthcare provider or organization, as they remain responsible for their records and legal obligations.

Withdrawing Consent

You may withdraw consent where permitted by law by contacting QuickChart. Withdrawal of consent may limit or prevent access to certain Services.

Privacy and Security Incidents

QuickChart maintains incident response procedures. In the event of a confirmed privacy or security incident affecting customer information, QuickChart will notify affected customers without undue delay and in accordance with applicable laws and contractual obligations.

Healthcare organizations and healthcare professionals remain responsible for fulfilling any legal obligations they may have to notify affected individuals, regulators, professional bodies, or other parties.

California Privacy Rights

California residents may have rights under applicable California privacy laws, including rights to request access to, correction of, or deletion of certain personal information, and to be free from unlawful discrimination for exercising privacy rights. Requests may be made using the contact information below. Identity verification may be required.

Changes to This Privacy Policy

QuickChart may update this Privacy Policy from time to time to reflect changes in our Services, legal obligations, technologies, or privacy practices. The updated Privacy Policy will be posted on our website and will be current as of the “Last Updated” date listed above.

Where required, we may provide additional notice of material changes by email, website notice, application notice, or other reasonable means.

Contact Information and Challenging Compliance

Questions, concerns, access requests, correction requests, deletion requests, or privacy complaints may be directed to:

Privacy Officer
QuickChart Inc.
Email: info@quickchart.ca