Privacy Policy

HealthViewX takes the protection of your personal data seriously and is committed to continued compliance with HIPAA & GDPR data privacy standards. This privacy policy applies to all personal data we collect about you, including information collected on www.healthviewx.com and any other websites (including mobile access) and the information you provide us through your download, or use of HealthViewX products, or when you request information related to our products and services, and all of which are referred to collectively as the “Services”. This privacy policy explains how we collect, use, and share your personal data and what rights you can exercise related to the data we process as part of the services. We collect the e-mail addresses of those who communicate with us via e-mail, aggregate information on what pages consumers access or visit, and information volunteered by the consumer (such as survey information and site registrations). The information we collect is used to improve the content of our web pages and the quality of our service and is not shared with or sold to other organizations for commercial purposes.

HealthViewX operates in the business-to-business (B2B) health IT industry. To the extent we collect information online, our purpose is to better serve our business customers.

Collection of Data

HealthViewX collects personal information, such as your name, email, and address, when you (i) submit registration forms and asset download forms (including information requests and software downloads); (ii) subscribe to our services; (iii) by attending our events; and (iv) correspond with us by phone, email, social media, product demos and training requests.
HealthViewX may also collect the information you provide during product purchase, when contacting our customer support helpdesk, when you participate in social media functions on our website, when you enter a competition or survey, and when you report a problem with our website.
We also gather your HealthViewX website visit information, including the full Uniform Resource Locators (“URL”) clickstream to, though, and from our website, page response times, download errors, length of visits to certain pages, page interaction information, and any phone number used to call our customer service number.
Information about your computer hardware and software is automatically collected by the use of cookies. For example, your IP address, domain names, browser type, access time etc.
When you use our software (e.g. HealthViewX Referral Management), we may automatically collect metrics on your software usage, which of our product features you use and how often.
Information related to providing support for our products- when you contact us for support related to the services, you may provide us your contact information, device or product IDs, and logs of your use of the licensed product (which may include IP address and/or other device identifiers, location data, and usage data pertaining to when and how you use the product).
Recordings of any telephone calls for quality assurance and training purposes.
Use of third-party marketing services and service providers to send and track receipt of communications to our customers generally, and to analyze the pattern of those communications for trust and security purposes, as well as to gather data, such as inquiry data, to assist us in better understanding our customers’ interests.

HealthViewX uses the above information for smooth operation of the website, to provide quality service, and to derive general statistics regarding the website use.

How does HealthViewX use your Personal Information?

The personal information (e.g., name and address) that HealthViewX acquires from you is used only to improve your experience with our service, to improve HealthViewX’s customer support functionality and our products, and to provide you with HealthViewX’s product information or updates. In most cases, the lawful grounds for use of your personal data by HealthViewX will be that use: (i) is necessary for our legitimate interests in carrying out our business, including to grow and improve our services, provided those interests are not outweighed by your rights and interests (”Legitimate Interests”), (ii) is necessary to perform a contract with you (“Contract”), or (iii) is based on your consent (“Consent”). In specific instances, we may also have a legal obligation to use your personal data (“Legal Obligation”). Where the use of your personal data is based on your Consent, we will identify the purposes of processing such data and provide you with relevant information to make the processing fair and transparent. HealthViewX does not share your personal information with third parties, except for HealthViewX partners as set forth in the “With whom do we share personal information?” section of this privacy policy.

Uses of personal data, as outlined in this privacy policy, are as outlined below and can be attributed to the following:

In order to carry out legitimate interests of the business
To send messages that are related or useful to the services we provide you
To provide personalized, targeted, or location-based content, services, and advertising from us and third parties, subject to any opt-in consents that are provided to you pursuant to applicable law
To promote our services, or the services of our partners, including through the use of email and social media platforms
To compare your information for accuracy, and verify it with third parties as needed
To enforce our privacy policy, terms of use, license agreements and other provisions related to the services
To carry out research, including market research, statistical research on site traffic, and other commercial information to assist us in improving the services we provide you and to tailor our sites
To provide the information, services or support you request and related after-sales services
To identify you and to contact you with product or service updates or training or support options related to products and services you have purchased
To manage our relationship with you and to carry out any related administration
To detect, investigate and prevent activity we think may be potentially illegal, unlawful or harmful

Where we store your information?

Information provided by you may be stored on our servers or those of our third party service providers. HealthViewX recommends the users to keep their passwords confidential and do not share passwords with anyone.

By using our website, applications and communicating with us electronically, you acknowledge our processing of your information.

How we will use the information about you?

By registering on the online form page and providing the information in this form, or providing your personal information via other channels like chats and emails, you consent to HealthViewX’s collection and storage of your personal information provided. We will never share your personal information with any third party outside of HealthViewX and is solely for our internal use. When you complete a registration form, you understand and agree that HealthViewX may process the personal information that you provide for the following purposes:

To grant you access to services and solutions offered by HealthViewX.
To send you emails, promotions and marketing materials related to HealthViewX products, events, activities, and offerings.
To be contacted by a HealthViewX salesperson.
To send you information about the products and services that you have purchased from us or other product offerings from the company.
To provide you content and venue details on a webinar or event you signed up for.
To reply to an email or other web forms/chats you have initiated and/or submitted.
To perform contractual obligations such as order confirmation, license details, invoice, reminders, and similar.
To contact you to conduct surveys about your opinion on our products and services.
To provide a response to any support service request from you.

HealthViewX is GDPR compliant. Read more here.

Cookies and Log Files

Cookies

Cookies are small files stored on a user’s computer that are designed to hold a sufficient amount of data specific to that particular client and website. For example, HealthViewX asks you to fill out forms, and provide information such as your name and e-mail address, when you request software trial downloads or literatures. In such cases, HealthViewX uses cookies on various pages of its website to identify users and prepare customized web pages for them. When you log in, HealthViewX sends you a cookie with a unique identifier and uses this cookie to remember who you are each time you view a new web page on the website.

The HealthViewX website uses cookies for multiple purposes, such as maintaining the login state, gathering data to improve website content, customizing the Web pages content, providing you with tailored information based on your interests, and improving the website security of your usage. Login cookies are linked to your e-mail address.

You have the option to instruct your browser to stop accepting cookies from our website. If you restrict our ability to use cookies, your ability to access and use all or part of the website may be limited. However, you will be able to access most parts of our website that are available to the general public. To know more, please read our detailed Cookie Policy.

Log Files

HealthViewX uses the information in its server log files to analyze trends in website usage, in order to administer and maintain the website, to anonymously track a user’s path through our website, and to gather broad demographic statistics about our website and the ways in which they are used. The information we collect in these files predominantly includes the IP addresses of visitors to our website, the files and web pages they request or navigate through, the websites from which they may have been referred to our website, information about the type of browser they use, etc. HealthViewX does not link any of this information, including IP addresses, to personally identifiable information.

Changes

HealthViewX reserves the right to update and change our privacy policy without notice. We encourage you to periodically review this page for the latest information on our privacy practices.

Questions

HealthViewX reserves the right to update and change our privacy policy without notice. We encourage you to periodically review this page for the latest information on our privacy practices.

Ambient Agentic AI (A3)

1. Overview

The Ambient Agentic AI (A3) is a browser extension developed by HealthViewX (a Payoda product), built exclusively for use within the HealthViewX platform by authorised healthcare providers and clinical staff. Once you explicitly start an A3 session, the extension captures audio from your telehealth consultations conducted through HealthViewX and automatically converts the conversation into a written transcript so you can focus on the patient instead of taking notes.

This policy explains, in simple terms, what information the extension collects, how it is used, who can see it, and what controls you have as a provider using HealthViewX.

2. What We Collect

The extension only collects what it needs to produce a transcript. Nothing more.

Audio from Your Consultation

When you start a recording session within HealthViewX, the extension captures two audio sources:

Patient audio — the extension captures audio from the browser tab or application window running your HealthViewX telehealth call. You select this tab yourself before starting the recording.
Provider audio — your voice is captured through your device’s microphone.

We also collect limited information such as the patient name and clinic name solely to enhance the user interface and provide a more informative experience during live transcription sessions, including identifying which transcription session is currently being captured.

Audio capture begins only when you press Start within the HealthViewX interface. Nothing is recorded before that, and the extension is designed to capture audio only during an active provider-initiated transcription session.

Session Information

Alongside audio, the extension records basic session details such as a unique session ID and your HealthViewX provider identifier. This helps link the transcript to the right consultation within the platform.

3. Your Consent

When you start a recording session, your browser will ask you to select and share the tab containing your HealthViewX telehealth call — this is how the patient’s audio is captured. At the same time, your browser will ask for permission to access your microphone to capture your voice as the provider.

Browser permission prompts authorise technical access to the audio sources required for transcription. Providers remain responsible for obtaining any patient notifications or consents required under applicable law and organisational policy before starting a recording session. The audio capturing will only begin after you have granted both permissions. No audio is captured unless you actively allow it through these prompts.

4. How We Use Your Data

The audio captured during your HealthViewX session is used for one purpose only: producing a clinical transcript of the consultation. HealthViewX does not use your data for advertising, analytics, or any commercial purpose.

What happens to your audio, step by step

Your audio is streamed in real time over a secure, encrypted connection to HealthViewX’s backend servers.
Approved speech-to-text processing providers operating under healthcare-compliant agreements may process audio solely for transcription purposes. Audio is not used to train public AI models.
The completed transcript is stored securely within HealthViewX and linked to your session.
HealthViewX is designed not to permanently retain consultation audio after transcription processing is completed, except where temporary buffering, security logging, or legal obligations require limited short-term retention.
Transcript retention is governed by the healthcare organisation’s HealthViewX configuration and applicable regulatory requirements.

The extension does not store audio data within browser local storage, cookies, or local device files. Everything is processed on HealthViewX’s controlled servers.

5. Who Can See Your Data

Access to live audio data and transcripts within HealthViewX is strictly limited to:

Authorised clinical staff within the organisation who need the transcript for patient care through HealthViewX.
AI Speech Services — solely for converting audio to text. Approved speech-to-text processing providers operating under healthcare-compliant agreements may process audio solely for transcription purposes. Audio is not used to train public AI models.
A limited number of authorised HealthViewX engineering and operations staff for system maintenance, troubleshooting, and support purposes.

HealthViewX does not sell or rent consultation data to third parties.

6. How We Protect Your Data

HealthViewX takes security seriously. Here is what we do to keep your data safe:

Audio data required for live transcription are transmitted over an encrypted connection.
Each recording session is assigned a unique, randomly generated ID that cannot be guessed or predicted.
Access to transcripts and session records is role-restricted; only authorised HealthViewX personnel can view them.
All access to patient-related data is logged for audit purposes.
The extension only requests the minimum browser permissions it needs. It cannot access your data outside of an active HealthViewX session.

HealthViewX processes protected health information (PHI) in accordance with applicable healthcare privacy and security regulations, including HIPAA where applicable. All third-party service providers handling PHI operate under appropriate Business Associate Agreements (BAAs) or equivalent data processing agreements.

Data is processed and stored in secure infrastructure approved by HealthViewX and subject to applicable regional healthcare privacy regulations.

7. Your Controls as a Provider

You are in full control of when recording happens within HealthViewX. Here is what you can do at any time during a consultation:

Start — Begin capturing audio. No audio is captured until you do this.

Pause — Immediately stops audio capture and transmission. Any audio received while paused is discarded and never sent to the server.

Resume — Restarts audio capture for the same session.

Stop — Ends the session entirely. All audio streams are closed and no further recording occurs until you start a new session.

The extension has no automatic or background recording capability. It will never start recording on its own.

8. Who This Extension Is For

This extension is developed by HealthViewX exclusively for authorised healthcare providers and clinical staff using the HealthViewX platform. The extension functions only within the HealthViewX ecosystem.

You must have valid HealthViewX provider credentials to use the extension.
You are responsible for ensuring patients are informed about the recording in line with your organisation’s policy and applicable law.
The extension must only be used for authorised clinical telehealth consultations conducted through HealthViewX.

9. Policy Updates

If HealthViewX makes significant changes to this policy, we will update the version number and effective date and notify you through the usual HealthViewX communication channels. Continued use of the extension after an update means you accept the revised policy.

10. Contact Us

If you have any questions about this policy or how your data is handled by HealthViewX, please reach out to:

Email: sa@healthviewx.com

Organisation: HealthViewX, Payoda