Privacy Policy

This Privacy Policy governs personal information collected through www.healthviewx.com, related websites, mobile access, and product usage. 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 B2B health IT sector, collecting information primarily to serve business customers.

Collection of Data

HealthViewX gathers personal information including names, emails, and addresses through:

• Registration and asset download forms
• Service subscriptions
• Event attendance
• Phone, email, social media, and product demo communications
• Customer support interactions
• Competitions and surveys
• Website problem reports

Additional data collected includes:

• Website visit metrics (URLs, page response times, download errors, visit duration)
• Computer hardware and software information via cookies (IP addresses, domain names, browser type)
• Software usage metrics for licensed products
• Support-related information (contact details, device IDs, product logs)
• Telephone call recordings for quality assurance and training
• Third-party marketing service data

How Does HealthViewX Use Your Personal Information?

We use collected data 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. Legal bases for processing include:

• Legitimate business interests
• Contract performance
• User consent
• Legal obligations

Specific uses encompass:

• Carrying out legitimate business interests
• Sending service-related messages
• Providing personalized content and advertising
• Promoting services through email and social media
• Verifying information accuracy with third parties
• Enforcing policies and agreements
• Conducting research and market analysis
• Providing requested information and support
• Identifying users for product updates
• Managing customer relationships
• Detecting potentially illegal or harmful activity

Where We Store Your Information?

Information may be stored on our servers or those of our third party service providers. We recommend that users maintain password confidentiality.

How We Will Use the Information About You?

By registering or providing information via various channels, users consent to HealthViewX's collection and storage of the personal information provided. We will never share your personal information with any third party outside of HealthViewX and it is solely for our internal use. Registration data enables:

• Access to HealthViewX services
• Marketing emails and promotions
• Sales contact
• Product and service information
• Webinar and event details
• Email and web form responses
• Contractual obligations (confirmations, invoices, reminders)
• Survey participation
• Support request responses

HealthViewX is GDPR compliant.

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. HealthViewX uses cookies for:

• Maintaining login states
• Improving website content
• Customizing web page content
• Providing tailored information
• Enhancing security

Login cookies link to email addresses. Users can instruct browsers to reject cookies, though this may limit website access. Most public website areas remain accessible. For more information, please read our Cookie Policy.

Log Files

We use server log file information 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. Collected data includes IP addresses, requested files and pages, referring websites, and browser information. 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.

Ambient Agentic AI (A3) Policy

1. Overview

The 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. It captures telehealth consultation audio and converts conversations into transcripts, enabling providers to focus on patients rather than note-taking.

2. What We Collect

Audio from Your Consultation. When providers initiate recording within HealthViewX, the extension captures:

• Patient audio from the browser tab or application running the telehealth call
• Provider audio through the device's microphone
• Limited information like patient name and clinic name for interface enhancement and session identification

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. 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

Browser permission prompts authorize technical audio access 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. Audio capture begins only after both permissions are granted; no audio is captured unless you actively allow it through these prompts.

4. How We Use Your Data

Audio is used exclusively for producing clinical transcripts. HealthViewX does not use your data for advertising, analytics, or any commercial purpose.

• Audio streams over secure, encrypted connections to HealthViewX servers
• Approved speech-to-text providers operating under healthcare-compliant agreements process audio for transcription only; audio is not used to train public AI models
• Completed transcripts are stored securely within HealthViewX
• 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 follows healthcare organization configurations and 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 and transcripts is limited to:

• Authorized clinical staff within the organization needing transcripts for patient care
• AI Speech Services providers for text conversion under healthcare-compliant agreements
• Limited HealthViewX engineering and operations staff for maintenance and support

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

6. How We Protect Your Data

• Encrypted audio transmission
• Unique, randomly-generated session IDs
• Role-restricted transcript access
• Logged access for audit purposes
• Minimal browser permission requests

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.

7. Your Controls as a Provider

• Start — Begin audio capture
• Pause — Stop capture and transmission immediately; paused audio is discarded
• Resume — Restart capture for the same session
• Stop — End the session entirely

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

8. Who This Extension Is For

The 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. Requirements include valid HealthViewX provider credentials, provider responsibility for patient notification per organizational policy and applicable law, and use only for authorized clinical telehealth consultations through HealthViewX.

9. Policy Updates

HealthViewX will update version numbers and effective dates for significant policy changes and notify users through standard communication channels. Continued use of the extension after an update means you accept the revised policy.