Privacy Policy
Last Updated: March 7 2026
1.OVERVIEW
1.1 Services. We proudly offer an innovative platform, VisitRecap, that to help individuals summarize, organize, and reflect on information from their healthcare visits and prepare questions or notes for future visits. VisitRecap is intended solely for informational, educational, and organizational purposes.
1.2 Lawful processing. We process your Personal Information only to the extent necessary for the purposes described in this Privacy Policy. We set out below the type of Personal Information we collect and how we use such Personal Information. Except as set forth in this Privacy Policy, your Personal Information will not be used for any other purpose without your consent. You may withdraw your consent to our processing of your Personal Information at any time. However, withdrawing consent may result in your inability to continue using the Services.
1.3 Scope: This Privacy Policy covers the activities of Company but does not apply to the practices of companies that we do not own or control, including our customers and third parties that may resell Company products and services and any services offered by other companies or other sites linked from our Services. You are responsible for ensuring that you have obtained the necessary authorizations and consents for any Personal Information you make available to us for use in accordance with this Privacy Policy, in particular, our customers represent and warrant to Company that they have the necessary rights under applicable law or have obtained the necessary consents from each end user whose Personal Information is provided by that customer to Company in order to allow Company to use, disclose and otherwise process such Personal Information for the purposes described in this Privacy Policy in the manner described in this Privacy Policy.
1.4 Service Limitations: VisitRecap is intended solely to help individuals organize and summarize information from healthcare visits. VisitRecap does not create or maintain official medical records and is not a substitute for medical advice, diagnosis, or treatment. Summaries generated by VisitRecap are informational only and may contain inaccuracies. Users should consult their healthcare providers for medical advice and rely on official medical records maintained by their healthcare providers.
1.5 Automated Processing:Certain features of the Services use automated systems and artificial intelligence technologies to process information and generate summaries or organizational tools for users. These outputs are generated automatically based on the information provided and may not always be accurate or complete. Users should review generated summaries carefully and confirm important information with their healthcare providers.
2. COLLECTION AND USE OF PERSONAL INFORMATION
2.1 What we Collect. Set out below are the ways in which we may collect Personal Information:
- Personal Information Collected in the Course of the Services. As a medical AI software, we may collect Personal Health Information that is provided to us by your healthcare practitioners, or which is provided by you during use of the Services in your interactions with healthcare practitioners. The raw Personal Health Information is processed by the Services and used to generate summaries. We may collect Personal Information about you through web forms and other communications methods used by the Services. Other than Personal Health Informaiton, the Personal Information provided may consist of name, address, phone number, identification documentation, occupation and proof of address, etc. You will also submit payment information to us. If audio or voice inputs are used within the Services, such audio may be temporarily processed to generate transcripts or summaries. Raw audio recordings are not permanently stored by Company and are deleted after processing where technically feasible.
- Device information. We may collect information about devices you use to access the Services and information about how you use the Services, such as your IP address and which websites you visited before accessing our Services.
- Logs. Our servers automatically record information created by your use of our Services to help us diagnose and fix technical issues, and to improve the overall quality and user experience of our Services. Logs may include information such as your IP address, browser type, operating system, details of how you used our Services (such as the functions you asked our Services to perform), diagnostic information related to the Services (such as crash activity reports), the referring web page, pages visited, location, your mobile carrier, device and application IDs, search terms, and cookie information.
- Cookies. We use technologies like cookies and pixel tags to gather information about how you are interacting with the Services, which may include identifying your IP address, browser type, and referring page.
- Employee and Contractor Candidate Information. When we seek candidates for potential jobs or contracting engagements with Company, we collect information that those candidates choose to provide to us when applying, which may include contact information, education and employment history, credentials, place of residence and other information the candidate believes to be relevant. For people who become our employees or contractors, we will typically retain the information provided by those candidates in the application process along with additional information to manage their employment or contractor relationship with us, including, without limitation, information related to income tax reporting and withholding and enrollment in Company benefit plans (in each case, to the extent applicable for the relevant relationship).
- Marketing Information. From time to time, we may conduct surveys or hold contests or other events and in connection with such surveys, contests, or events, we may collect information you elect to provide about yourself, such as your name, email address, telephone number, organization name and address; and general information about the company for whom you work. In addition, we may use third-party service providers to collected business-related information about your employer such as its name, size, and publicly available revenue in connection with potentially offering the Services to your employer.
2.2 Use of Personal Information. Company uses the Personal Information described above to:
- provide, operate, maintain and improve the Services;
- send technical notices, updates, security alerts and support and administrative messages;
- complete transactions (including end user transactions), and send related information to the relevant transaction participants, including confirmations and invoices;
- respond to comments, questions, and requests and provide customer service and support;
- communicate with you and provide news or information about us;
- investigate and prevent fraudulent transactions, unauthorized access to the Services, and other illegal activities;
- monitor and analyze trends, usage, and activities in connection with the Services, including generating aggregated and anonymized statistics; and
- for other purposes which we will notify you about and seek your consent.
3. STORAGE LOCATION AND TRANSFER OF PERSONAL INFORMATION
Company processes and stores its data, including Personal Information, on servers located in Canada, the United States. Company also transfers data to third-party service providers, including the third-party service providers described on our Sub-Processors webpage, available at: Visitrecap.com/Trust. You agree to this transfer, storing or processing of your Personal Information in Canada and United States. You acknowledge and agree that your Personal Information may be accessible to law enforcement and governmental agencies in Canada and the United States under lawful access regimes or court order. Company may use aggregated or de-identified information derived from the Services to improve, develop, and evaluate its products and services.
4. DISCLOSURE OF PERSONAL INFORMATION WITH THIRD PARTIES
4.1 Service Providers and Business Partners. We may from time to time employ third parties to perform tasks for us and we may need to share Personal Information (including account information) with them to perform those tasks. Unless we tell you differently, such third parties do not have any right to use the Personal Information we share with them beyond what is necessary for them perform the relevant tasks for us. The third parties we currently engage include third-party companies and individuals employed or contracted by us to provide certain capabilities within the Services and for certain general business functions, including the provision of database management, payment processing and customer relationship management tools, including the Sub-Processors.
4.2 Business Transfers. If our business (or substantially all of our assets) are acquired by a third party, or if we go out of business, enter bankruptcy, or go through some other change of control, Personal Information may be made available or otherwise transferred to the new controlling entity, where permitted under applicable law. Your Personal Information may also be transferred in connection with due diligence for any such transactions. In all cases, if any such transactions occur, your Personal Information will remain subject to the restrictions and protections set forth in this Privacy Policy.
4.3 With Your Consent. If we need to use or disclose any Personal Information in a way not identified in this Privacy Policy, we will notify you and/or obtain consent as required under applicable privacy laws.
4.4 As Required by Law. We may disclose your Personal Information to third parties without your consent if we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users, or anyone else (including the rights or property of anyone else) that could be harmed by such activities. Further, we may disclose Personal Information when we believe in good faith that such disclosure is required by and in accordance with the law.
We also reserve the right to access, read, preserve, and disclose any information as we reasonably believe is necessary to:
- satisfy any applicable law, regulation, legal process or governmental request (including in pursuant to subpoenas, civil investigative demands, or similar processes); enforce our contracts or user agreements, including investigation of potential violations hereof; and
- detect, prevent, or otherwise address fraud, security, or technical issues.
The above may include exchanging information with other companies and organizations for fraud protection, spam/malware prevention, and know-your-customer purposes. Notwithstanding the general terms of this policy, the collection, use, and disclosure of Personal Information may be made outside of the terms of this Privacy Policy to the extent provided for in any applicable privacy or other legislation in effect from time to time, or pursuant to court orders (including in respect to depositions, interrogatories, subpoenas, civil investigative demands, and other court or regulatory-mandated discovery processes).
4.5 Security Company implements reasonable administrative, technical, and organizational safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, or destruction. While we take reasonable steps to protect Personal Information, no internet transmission or electronic storage system can be guaranteed to be completely secure.
5.RETENTION
6.ACCESS, CORRECTION AND ACCURACY
You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that Personal Information. Upon receipt of your written request, we will provide you with a copy of your Personal Information, although in certain limited circumstances, and as permitted under law, we may not be able to make all relevant Personal Information available to you, such as where that Personal Information also pertains to another individual. In such circumstances we will provide reasons for the denial to you upon request. We will endeavor to deal with all requests for access to and modifications of Personal Information in a timely manner.
We will make every reasonable effort to keep your Personal Information accurate and up to date, and we will provide you with mechanisms to update, correct, delete or add to your Personal Information as appropriate. As appropriate, this amended Personal Information will be transmitted to those parties to which we are permitted to disclose your Personal Information. Having accurate Personal Information about you enables us to give you the best possible service.
7.CALIFORNIA PRIVACY RIGHTS
This section provides additional details about the Personal Information we collect about California consumers and the rights afforded to them under the California Consumer Privacy Act (the CCPA).
For more details about the Personal Information Company has collected over the last 12 months, please see the section “Information you provide us” above. We collect this Personal Information for commercial purposes described above. Company does not sell (as that term is defined in the CCPA) the Personal Information we collect.
Subject to certain limitations, the CCPA provides California consumers the right to request to know more details about the categories or specific pieces of Personal Information we collect about them (including how we use and disclose this Personal Information), to delete their Personal Information, to opt out of any “sales” of Personal Information that may be occurring, and to not be discriminated against for exercising these rights.
California consumers may make a request pursuant to their rights under the CCPA by contacting us at the contact information below. We will verify your request using the information (including Personal Information) associated with your account, if available, including email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on their behalf.
8.CHANGES TO THIS PRIVACY POLICY
9.Applicable Privacy Laws
Company operates in accordance with applicable privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
10.Children’s Privacy
The Services are not intended for individuals under the age of 16 without parental or guardian supervision. We do not knowingly collect Personal Information from children under the age of 13.
11.Chatbot and Support Tools:
The Services may include automated tools, such as chatbots or virtual assistants, designed to help users navigate the platform, locate features, or obtain general information about the Services. These tools are intended solely to assist with the use of the platform and are not designed to provide medical advice, diagnosis, or treatment recommendations. Users should not rely on chatbot responses for medical guidance. Any medical questions or concerns should be directed to a qualified healthcare professional. Communications with chatbot tools are not actively monitored in real time by Company personnel. Users should not submit urgent or emergency information through these tools. If you are experiencing a medical emergency, please contact your healthcare provider or local emergency services.
12.ADDITIONAL INFORMATION
Questions regarding this Privacy Policy or Company’ privacy practices should be directed to our Privacy Officer:
VisitRecap Inc.
Re: Privacy Compliance Officer
2120 Regent St Unit 2 Sudbury ON
or by email to info@visitrecap.com