Privacy Policy

Introduction

Conduit ("we," "our," or "us"), based in Vancouver, BC, Canada, is committed to protecting the privacy and security of our Canadian users ("you" or "your"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Health Information Protection Act (PHIPAA). As we expand our services to the United States in the future, we will ensure compliance with relevant U.S. privacy laws, such as the Health Insurance Portability and Accountability Act (HIPAA).

Information We Collect

We collect information to provide and improve our services. This includes:

Personal Information:

• Therapist Information: Name, email address, phone number, profile details, and any professional credentials or preferences you provide.

• Practice Information: Legal name, address, phone number, and other practice-related details.

• Client Information: Name, email address, and phone number. Additional client data (such as appointment history and session details) is collected as part of service delivery, including for features like session and insurance notes.

• Usage Data: Information about how you interact with our platform, including IP address, browser type, device information, access times, and interaction logs with our AI agents and other features.

• Appointment and Telehealth Data: Details about appointments, including service type, date, time, and data from our integrations with Google Calendar and Google Meet (such as Google Meet links).

• Analytics Data: Data collected through tracking tools such as Google Analytics, Hotjar, and similar services, which help us understand how users interact with our platform and how to improve our offerings.

• Payment and Billing Information: When you subscribe to our services or make payments, we may collect payment-related information. This is processed by third-party payment providers in accordance with their terms and conditions.

How We Use Your Information

We use the information we collect for various purposes, including to:

• Provide, operate, and improve our platform and services.

• Manage therapist profiles, practice information, client records, and appointment bookings.

• Enable AI-powered features that assist with administrative tasks and therapeutic documentation (e.g., generating session notes and summaries, treatment plans, and insurance notes).

• Support telehealth sessions via integration with Google Calendar and Google Meet.

• Process payments, send invoices, and manage subscriptions for various service plans.

• Analyze user behavior and improve user experience through analytics and tracking tools.

• Respond to inquiries, provide customer support, and send service-related notifications.

• Ensure compliance with legal, regulatory, and contractual obligations.

Data Sharing and Disclosure

We do not sell or rent your personal information. However, we may share your information with:

• Service Providers: Third parties that perform services on our behalf, such as cloud hosting providers (e.g., Heroku), content delivery networks (e.g., Cloudflare), analytics providers (e.g., Google Analytics and Hotjar), and payment processors. These providers are required to protect your information in accordance with their own privacy policies and applicable laws.

• Legal Compliance: Authorities if required by law or to protect our rights.

• Business Transfers: In connection with mergers, acquisitions, or asset sales, provided that the receiving entity agrees to comply with this Privacy Policy.

Data Security

We implement reasonable security measures to protect your information from unauthorized access, use, or disclosure. While we strive to safeguard your data, no transmission or storage system is 100% secure.

Your Rights

You have the right to:

• Access and update your personal information.

• Request the deletion of your personal data, subject to legal and regulatory requirements.

• Opt out of marketing communications.

• File a complaint with a data protection authority if you believe your privacy rights have been violated.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or to comply with legal obligations.

Third-Party Integrations and Tracking Tools

• Google Services: Our platform integrates with Google Calendar and Google Meet. By using these integrations, you agree to Google’s terms of service and privacy policy. Legal attribution to Google will be provided where required (e.g., "Google Calendar" and "Google Meet" are trademarks of Google LLC).

  Google Workspace APIs are not used to develop, improve, or train generalized AI and/or ML models.

• Analytics and Tracking: We use tools such as Google Analytics and Hotjar to track usage and improve our services.

• Hosting and Content Delivery: We use providers like Heroku for hosting and Cloudflare for content delivery. These services are subject to their own privacy policies.

• Payment Processors: When you make a payment, your transaction data is processed by third-party payment providers in accordance with their terms and conditions.

Changes to This Privacy Policy

As we continue to expand our services—including new features such as AI-powered agents, enhanced telehealth capabilities, client portals, and additional payment and invoicing options—we may update this Privacy Policy. We will notify you of any significant changes by email or through our platform. Your continued use of our services after any changes constitutes your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy, please contact us at support@conduit.so.