Last Updated: June 2025
CliniQuill is proud to offer you our website (https://cliniquill.ai) (the “Website”) and the associated multimodal artificial intelligence-powered application, which supports voice, image, and video inputs, as further described in our Terms of Use (the “Application”). This Privacy Policy describes how we collect, store, use and distribute information about the healthcare home care team member who use the Application and their clients.
By using the Website or using the Application, you consent to the use of personal information as described in this Privacy Policy.
CliniQuill’s customers are home care team member who are utilizing the Application. If you are a client of home care team members who uses the Application and do not wish for your personal information to be collected and used in the manner described in this Privacy Policy, you must inform the home care team members that you do not consent to the use of your personal information by the Application.
Due to the rapid evolving nature of CliniQuill, we update this privacy policy frequently. We may notify you if there are material changes to the text of this policy and we suggest you review the privacy policy regularly to stay current. This Privacy Policy was last updated on the date indicated above. Your continued use of the Services after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy. We will update the date above every time we make changes to the text.
- What personal information do we collect, and how?
Website Access
Unless you opt-out, our website uses “Cookies” and other automatic data collection technologies with your consent to collect personal information whenever you visit or interact with the Website, including unique identifiers and preference information such as IP address, technical usage, browser type, time zone settings, language preferences, operating system, unique device identifiers, search history, page response times and length of visit, pages viewed, marketing preferences or navigation and clickstream behavior for online interactions. These Cookies help us understand how you use the Website and interact with the content of the Website in order to make improvements. We also may use these Cookies to promote our services through marketing and advertising.
Some of the information mentioned above that are collected by Cookies can constitute personal information of the person visiting the website. You can opt-out of Cookies or prevent third-party websites from accessing our Cookies through the privacy settings on your browser. However, opting-out of our Cookies may disable some of the Website’s features, and may prevent us from providing you with the information and services you have requested.
Website Form
When you submit a form on the Website, or contact us directly via e-mail, we will collect the information provided by you like your name, e-mail, phone number, clinic /organization you work for, and any other information you may include in your message. This information will be used by us to communicate with you to provide you with the information you requested.
Direct Marketing
If you sign up to receive direct marketing or promotional communications from CliniQuill, we will collect your name and e-mail and any other information you may provide to inform you about relevant updates. We will only share communications of the types that you have consented to.
Application
Home care team members Information
The Application is available for use by homecare team members through a monthly subscription. Information like the healthcare home care team member’s name, electronic medical record provider, billing information, and contact details will be collected by CliniQuill to administer their account (“Account Information”).
Client Information
The Application only collects the personal information which is entered into it by the home care team members or which is recorded by the Application when it is being used by the practitioner. The Application may collect audio, image, and video data.
As a feature of the Application is to make a summary of what was discussed during an appointment, the entire conversation between a client and healthcare home care team members could be collected by the Application, including sensitive personal health information. The complete audio recording of a client encounter is transmitted in real time to Microsoft Azure to make a text transcript of such an encounter (the “Transcript”). No audio recording is saved—the audio is streamed for immediate processing only and is not stored within CliniQuill after processing. The resulting Transcript to support documentation review and editing is securely stored within CliniQuill’s cloud infrastructure (hosted in Microsoft Azure) for up to 7 days unless you have provided consent to retain it for longer.
Text data may be entered directly into CliniQuill during a session. This information is incorporated into the session’s generated documentation and stored for 7-days, unless you have provided consent to retain it for longer
Images may also be collected during a client and home care team members session identify relevant clinical details—such as physical characteristics, measurements, or changes over time—and to help auto-fill parts of the medical record, such as assessment forms or progress notes. After processing, Images are stored securely in CliniQuill’s Azure-hosted infrastructure (Canadian data residency). After this period, they are permanently deleted unless further retention is authorized through consent.
Videos may also be captured during an appointment and used to analyze visual and audio information, such as client symptoms, physical movements, and/or conversations – to make a text transcript of the session. The video may also assist in identifying relevant medical details or changes over time. Once processed, the video is deleted after 7-days, unless you have provided consent to retain it for longer. Besides what is provided to it directly by the homecare team members, the Application does not access a practitioners’ electronic medical record or collect any information from a client’s record without instruction from the healthcare home care team members.
- Why do we use personal information?
Account Information
We use Account information and other information collected from the Website to:
- manage our relationship with users and provide them with the information or services requested,
- conduct research and evaluate improvements,
- communicate with you regarding inquiries for information or customer service request or employment opportunities,
- detect, prevent or investigate security breaches,
- process credit card or other payment information,
- protect our business, and
- maintain appropriate records for internal administrative purposes.
CliniQuill uses machine learning algorithms and other artificial intelligence technology which need to analyze the inputs( transcripts, text, images, video) to provide the services and improve performance. Without the ability to process these inputs, the Application would not work as intended.
CliniQuill relies on the home care team member to obtain consent for the collection, use and disclosure of client’s personal information to be used by CliniQuill. If a home care team members does not have a client’s consent for their personal information to be used in this manner, the home care team members must not use the Application with that client.
- Who do we share the personal information with?
We only share your personal information with service providers to operate the Website and the Application. This includes sharing your personal information for:
- fraud prevention,
- payment processing and notifications,
- providing requested services or information,
- operating the Website and Application, and
- customer service.
We only use service providers who ensure a comparable level of protection for your personal information, as provided in this Privacy Policy. Our contracts with our service providers ensure they comply with that obligation and not use your personal information for their own purposes.
We may have to disclose your personal information to law enforcement agencies where they demonstrate they have the legal authority to request it.
We may also disclose your personal information in connection with a corporate re-organization, amalgamation, or sale of the business (or potential sale of our business). We shall ensure that all such information disclosed as part of such process is protected in a manner consistent with this Privacy Policy.
Other than as described in this Policy, CliniQuill will not use or share any information gathered or stored about the user or client.
- How does CliniQuill use artificial intelligence?
CliniQuill uses third-party artificial intelligence service providers (the “AI Service Providers”) to help provide the Application, process the encounter inputs, and generate relevant documentation (the “Summarized Note”) for healthcare team members to review. Our contracts with our AI Service Providers ensure that they do not collect, use or disclose any information provided to them, except to provide the services we specifically request.
All information processed by CliniQuill’s AI systems—including Transcripts, audio streams, images, and video files—is retained for up to 7 days to support documentation review, quality assurance, or operational troubleshooting. After this retention period, data is automatically and permanently deleted from CliniQuill’s infrastructure. No data is retained or reused for model training, system improvement, or secondary purposes without explicit consent.
- How long do we keep personal information?
We retain personal information for as long as required to provide the services for which it was collected, otherwise, in accordance with applicable legal and regulatory requirements.
Ambient Scribe: The audio is not stored.
Images: Images captured within CliniQuill are stored in CliniQuill’s secure cloud infrastructure (hosted on Microsoft Azure in Canada) for up to 7 days, after which they are deleted. If exported by the home care team member to an electronic health record (EHR), images are then subject to the retention policies of that healthcare provider.
Video: The Video File may be kept for up to 7 days, or longer if you have provided consent or there is a research agreement in place to help us improve our product and service. Videos captured during a session are stored securely in CliniQuill’s cloud infrastructure for up to 7 days to support documentation, review, or operational troubleshooting. After this period, videos are deleted.
The generated Transcript and the Summarized Note are securely stored within CliniQuill’s infrastructure for up to 7 days to enable healthcare providers to review, edit, and finalize documentation. After 7 days, these records are deleted from CliniQuill’s systems.
Home care team member using the Application are required to comply with different statutory and regulatory requirements and store personal health information for a minimum length of time. This includes any Transcripts or Summarized Notes they elect to save within their own electronic medical record system. We encourage clients to speak with home care team member directly on how long they are required to store your personal information.
- How do we keep personal information accurate?
We take reasonable steps to ensure that any personal information in our custody is accurate and up-to-date but we mostly rely on our home care team member to notify us of any changes to personal information they provided us.
- How do we protect your personal information?
We use physical, administrative and technical measures designed to help secure personal information against accidental or unlawful loss, access or disclosure. Only staff and service providers who have a legitimate business purpose for accessing the personal information collected by us are authorized to do so. Unauthorized use of personal information by anyone affiliated with CliniQuill is prohibited and constitutes grounds for disciplinary action.
Transcripts and Summarized Notes are encrypted while retained by CliniQuill, as is all other data we store. Our contracts with our service providers require them to use administrative, physical and technical measures to protect your data. The service providers have agreed to not use the information we provide them for their own purposes.
Even though we take all necessary steps to protect your personal information, security breaches cannot be eliminated and we cannot guarantee a breach will never occur.
- Where do we store personal information?
CliniQuill retains full control over the geographic region where data is processed and stored by our AI Service Provider. All data is stored in Canada and the AI Service Providers will perform their processing and store their data in Canada. AI Service Providers and the returned Summarized Notes may be kept by our AI Service Providers for up to seven (7) days; these may contain some personal information, and as such, some governmental authorities may have the ability to access client personal information within those seven (7) days.
Account Information (e.g. practitioner name, encrypted payment methods, etc.) may be stored in the United States by our third parties. While outside of Canada, personal information is subject to that jurisdiction’s laws, which may give governmental authorities the right to access your personal information.
Transcripts sent to our AI Service Providers and the returned Summarized Notes may be kept by our AI Service Providers on servers in the Canada for up to thirty 7 days. These may contain some personal information, and as such, some governmental authorities may have the ability to access client personal information within those thirty (30) days.
For more information on our service providers or where we store personal information, contact us at info@cliniquill.ai.
- Links to third-party sites
Our Website may lead you to third-party websites, including websites advertising other products or services. Those organizations are separate and distinct from CliniQuill and have their own separate privacy policies. We are not responsible for how any third-party collects, uses or discloses your personal information, so it is important to familiarize yourself with the privacy policies of these websites before providing your personal information to them.
- Direct marketing
You may sign up to receive marketing or promotional communications from CliniQuill. Where you have expressly consented, we may use your personal information to inform you about us and our products and our services, including promotional offers and events.
If you no longer wish to receive marketing or promotional communications from us, you can opt-out at any time by:
- using the unsubscribe feature found in our emails and other electronic communications, or
- contacting us via email at info@cliniquill.ai.
- We will stop sending you marketing e-mails within 7 days of receiving your unsubscribe request.
- Your rights
You also have the right to:
- make a written request to access your personal information,
- request us to restrict our continued use or disclosure of your personal information,
- object to our continued use or disclosure of your personal information,
- request that we edit, but not remove, certain information (like an e-mail address),
- request that we transfer to another organization the personal information you have provided us, and
- request us to delete the personal information we hold about you.
Contact us at info@cliniquill.ai to exercise any of these rights. We will respond within thirty (30) days. If we cannot grant your request, for example if you make an access request and providing you access would disclose personal information about another person, we will give reasons.
We will address all requests with equal attention.
- Contacting us
Accountability with respect to your personal information is important to CliniQuill. In the event that you have any questions (including how personal information is managed by Tali), complaints or concerns about this Privacy Policy, or if you have reason to believe that we may have failed to adhere to it, please contact us by sending an email.
Questions regarding your rights and responsibilities under this Privacy Policy can be directed to our privacy officer at privacy@CliniQuill.com.
If after contacting us you are still not satisfied, you have the right to file a complaint with your local privacy authority.