What is Cliniify Digital EMR and how does it work?

Cliniify Digital EMR (Electronic Medical Records) is a cloud-based system designed for Canadian clinics to manage patient records digitally. It centralizes medical history, prescriptions, clinical notes, lab reports, and documents in one secure platform, accessible anytime from any device.

How does a Digital EMR system improve clinic efficiency?

Cliniify’s Digital EMR eliminates manual paperwork by automating record-keeping, prescriptions, and documentation. It enables quick access to patient data, reduces administrative workload, and improves coordination between healthcare providers, resulting in faster and more efficient patient care.

Is Cliniify Digital EMR compliant with Canadian data privacy standards?

Yes, Cliniify Digital EMR is built with strong data security protocols to support compliance with Canadian healthcare privacy regulations such as PIPEDA. It ensures patient data is encrypted, securely stored, and accessible only to authorized users.

Can I access patient records remotely using Cliniify EMR?

Absolutely. Cliniify’s cloud-based EMR allows healthcare professionals to access and update patient records securely from any device, whether in the clinic or remotely, ensuring continuity of care across locations.

Does Cliniify EMR support digital prescriptions and document management?

Yes, the system includes electronic prescription capabilities and advanced document management. Doctors can create, send, and track prescriptions digitally, as well as upload and organize files like X-rays, reports, and consent forms in one centralized system.

How does Cliniify EMR help with patient consent and compliance?

Cliniify EMR simplifies consent management by enabling digital signatures, custom consent forms, and even video-based consents. All consent records are securely stored and linked to patient profiles, helping clinics maintain compliance and improve transparency.

Cliniify Health Group Inc.

www.cliniify.ca | hello@cliniify.ca | Montreal, Quebec, Canada

1. Introduction

Cliniify Health Group Inc. ("Cliniify", "we", "our", or "us") is committed to protecting your privacy and the privacy of your patients. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.cliniify.ca), use our cloud-based dental practice management platform, or engage with our advertising and marketing communications.

Cliniify complies with the Personal Health Information Protection Act (PHIPA), the Personal Information Protection and Electronic Documents Act (PIPEDA), and Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25 / Bill 64).

2. Information We Collect

2.1 Information You Provide Directly

Contact information, including your name, email address, phone number, clinic name, and job title
Account credentials, such as your username and password
Billing information, including payment details processed securely through our authorized payment providers
Clinic profile information, such as clinic address, CDAnet carrier codes, RAMQ information, and insurance configuration settings
Communications, including support requests, messages, feedback, and other correspondence sent to us

2.2 Patient Health Information (PHI)

When dental clinics use Cliniify as their practice management software, our platform may process Personal Health Information (PHI) belonging to dental patients on behalf of the clinic. Cliniify acts as a Health Information Custodian's agent under PHIPA. We process PHI strictly as directed by the clinic (the Custodian) and only for the purposes of providing our services.

Patient health data is stored exclusively on Canadian servers and is never used for advertising, profiling, or any purpose other than delivering our contracted services to the clinic.

2.3 Information Collected Automatically

When you visit our website, we automatically collect certain technical information, including:

IP address and approximate location (country/city level)
Browser type, version, and operating system
Pages visited, time spent on pages, and referring URLs
Device identifiers and screen resolution
Cookies and similar tracking technologies (see Section 5)

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and improve the Cliniify platform and its features
To create and manage your account and process your subscription
To process payments and send billing-related communications
To provide customer support and respond to your inquiries
To send product updates, security notices, and administrative messages
To send marketing communications about Cliniify products and services (with your consent where required)
To display targeted advertising on LinkedIn, Facebook, Instagram, and Google (see Section 5)
To analyze website traffic and improve user experience
To detect, prevent, and address fraud, security incidents, and technical issues
To comply with legal obligations under PHIPA, PIPEDA, and Law 25

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

Consent: where you have given us explicit permission to process your information for a specific purpose (e.g., marketing communications, cookies)
Contract: where processing is necessary to perform our contract with you or to take steps at your request prior to entering a contract
Legal Obligation: where we are required to process information to comply with applicable Canadian law
Legitimate Interests: where processing is in our legitimate business interests, provided these interests are not overridden by your privacy rights

5. Cookies and Advertising Tracking Technologies

5.1 What Are Cookies

Cookies are small text files placed on your device when you visit our website. We also use similar technologies such as pixels, web beacons, and tracking scripts. These help us understand how visitors use our site and allow us to deliver relevant advertising.

5.2 Types of Cookies We Use

We use the following types of cookies and tracking technologies:

Essential cookies: Required for our website to function. Cannot be disabled.
Analytics cookies: Help us understand website usage (Google Analytics).
Advertising/retargeting cookies: Used to serve relevant ads to visitors who have previously visited our site.
Preference cookies: Remember your language and settings.

5.3 Third-Party Advertising Pixels

We use the following third-party tracking tools for our paid advertising campaigns:

LinkedIn Insight Tag

We use the LinkedIn Insight Tag to track conversions from LinkedIn ads, retarget website visitors on LinkedIn, and gain insights about our LinkedIn campaign audiences. Data collected by the LinkedIn Insight Tag is subject to LinkedIn's Privacy Policy.

Meta Pixel (Facebook & Instagram)

We use the Meta Pixel to measure the effectiveness of our advertising on Facebook and Instagram, build custom audiences for retargeting, and understand the actions taken on our website after viewing our ads. Data collected by the Meta Pixel is subject to Meta's Privacy Policy.

Google Analytics and Google Ads

We use Google Analytics to analyze website traffic and user behavior, and Google Ads conversion tracking to measure the effectiveness of our Google advertising. Data is processed in accordance with Google's Privacy Policy.

5.4 Managing Your Cookie Preferences

You can control and manage cookies in the following ways:

Cookie consent banner: When you first visit our site, you can accept or decline non-essential cookies.
Browser settings: Most browsers allow you to refuse or delete cookies through their settings.
LinkedIn opt-out: Visit www.linkedin.com/psettings/guest-controls/retargeting-opt-out
Meta opt-out: Visit www.facebook.com/help/568137493302217
Google opt-out: Install the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout

Please note that disabling certain cookies may affect the functionality of our website.

6. How We Share Your Information

We do not sell your personal information. We may share your information in the following limited circumstances:

Service providers: With trusted third-party vendors who assist us in operating our website and platform (e.g., cloud hosting, payment processing, customer support tools). These parties are contractually bound to process information only as directed by Cliniify.
Advertising platforms: Limited data (e.g., hashed email addresses or pixel events) may be shared with LinkedIn, Meta, and Google for advertising purposes as described in Section 5.
Insurance networks: When processing dental claims on behalf of clinics, we interface with CDAnet, iTRANS, RAMQ, and ACDQ Express as directed by the clinic.
Legal requirements: When required by law, court order, or governmental authority.
Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate privacy protections applied.

All data sharing with service providers is governed by Data Processing Agreements ensuring compliance with PHIPA, PIPEDA, and Law 25.

7. Data Storage and Retention

All personal information and patient health data processed through the Cliniify platform is stored exclusively on Canadian servers located in Canada. We do not transfer personal health information outside of Canada.

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Specifically:

Account data: Retained for the duration of your subscription and up to 7 years following termination (as required by Canadian tax and regulatory requirements).
Patient health information: Retained in accordance with provincial dental regulatory requirements (minimum 10 years from last patient visit in most provinces).
Marketing and analytics data: Retained for up to 2 years.
Server logs: Retained for up to 12 months.

8. Your Privacy Rights

8.1 Rights Under PIPEDA (All Canadian Residents)

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Withdraw consent to certain uses of your information (subject to legal restrictions)
File a complaint with the Office of the Privacy Commissioner of Canada

8.2 Rights Under Law 25 (Quebec Residents)

Quebec residents have additional rights under Act 25, including:

The right to data portability (to receive your personal information in a structured, commonly used format)
The right to be forgotten (to request deletion of your personal information, subject to legal retention requirements)
The right to be informed about automated decision-making processes that affect you
The right to file a complaint with the Commission d'accès à l'information (CAI) du Québec

To exercise any of these rights, please contact us at hello@cliniify.ca. We will respond within 30 days as required by law.

9. Security

We implement industry-standard technical and organizational security measures to protect your personal information, including:

256-bit SSL/TLS encryption for all data in transit
AES-256 encryption for data at rest
Role-based access controls and multi-factor authentication
Regular security audits and penetration testing
SOC 2 aligned security practices
Employee privacy and security training

However, no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

If you believe we have inadvertently collected information from a minor, please contact us immediately at hello@cliniify.ca.

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

We encourage you to review the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

We will notify you of significant changes by posting the updated policy on our website with a revised effective date and, where required by law, by sending you an email notification.

Your continued use of our services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Company: Cliniify Health Group Inc.
Privacy Officer: Shamim Iqbal, CEO & Founder
Email: hello@cliniify.ca
Website: www.cliniify.ca
Address: Montreal, Quebec, Canada

You may also file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or the Commission d'accès à l'information du Québec at www.cai.gouv.qc.ca.

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