WELLSTAR

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Privacy Policy

Updated: October, 2025

 

This Privacy Policy describes how WELLSTAR Technologies (“WELLSTAR” / “we” / “us”) collects, stores, uses, and distributes information about the healthcare practitioners who use this website (“WEBSITE”) and our Nexus AI™ applications (“Applications”).

 

By using the Website or using the Applications, you consent to the use of personal information as described in this Privacy Policy.

 

WELLSTAR’s customers are healthcare practitioners who utilize the Applications. If you are a patient of a healthcare practitioner 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 healthcare practitioner that you do not consent to the use of your personal information by the Application.

Due to the rapidly evolving nature of WELLSTAR’s products, we update this privacy policy frequently. We recommend reviewing the privacy policy every three months to stay current. 

 

What personal information do we collect, and how?

 

Website Access

Unless you opt-out, the 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 email, we will collect the information you provide, such as your name, email, phone number, clinic/organization you work for, and any other information you may include in your message. We will use this information to communicate with you and provide the information you requested.  

 

Direct Marketing

If you sign up to receive direct marketing or promotional communications from WELLSTAR, we will collect your name, email and any other information you may provide to inform you about WELLSTAR products and services.

 

Application

Healthcare Practitioner Information

The Applications are available for use by healthcare practitioners through a monthly subscription. Information like the healthcare practitioner’s name, electronic medical record provider, billing information, and contact details will be collected by WELLSTAR to administer their account (“Account”).

 

Patient Information

The Applications only collect the personal information entered by healthcare practitioners or recorded by the Applications when used by healthcare practitioners during patient interactions.

 

A feature of the medical scribe Application is to make a transcript/summary of what was discussed during an appointment; the entire conversation between a patient and healthcare practitioner could be collected and processed, including sensitive personal health information. The complete audio recording of a patient encounter (the “Audio Output”) and a text transcript of such encounter (the “Text Output”) is saved by WELLSTAR.

 

Besides what is provided to it directly by the healthcare practitioner, the Applications do not access a healthcare practitioner’s electronic medical record or collect any information from a patient’s record without the healthcare practitioner’s instruction.

 

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.

 

Output Information

WELLSTAR utilizes machine learning algorithms and other artificial intelligence technologies that analyze previous Audio Outputs and Text Outputs to provide services and improve performance. Without the ability to process the Audio Output and the Text Output, the Application would not work as intended.

 

As set out in WELLSTAR’s Terms of Service agreed to by healthcare practitioners, WELLSTAR reserves the right to use the Audio Outputs and Text Outputs in the future, not only to improve Application performance, but also for the development of new features and other business purposes.

 

WELLSTAR may use both manual and automated processes to de-identify the Audio Outputs and Text Outputs, removing identifiable information before they are used for future purposes; however, it cannot guarantee that such de-identification measures will be 100% effective. As a result, some patients’ personal information may be retained in the Audio Outputs and Text Outputs.

 

WELLSTAR relies on healthcare practitioners to obtain consent for the collection, use, and disclosure of patients’ personal information for use by WELL. If a healthcare practitioner does not have a patient’s consent for their personal information to be used in this manner, the healthcare practitioner must not use the Application with that patient.

 

Who do we share the personal information with?

 

We only share your personal information with service providers to operate the Website and the Applications. This includes sharing your personal information for:

  • fraud prevention,
  • payment processing and notifications,
  • providing requested services or information,
  • operating the Website and Applications, 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 be required to disclose your personal information to law enforcement agencies if they demonstrate the legal authority to request it.  

 

We may also disclose your personal information in connection with a corporate reorganization, 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.

 

How does WELLSTAR use artificial intelligence?

 

WELLSTAR utilizes a third-party artificial intelligence service provider (the “AI Service Provider”) to assist in providing the Applications, processing some of the Text Outputs, and generating summaries that we use as part of the Application. Our contract with our AI Service Provider ensures that they do not collect, use or disclose any information provided to them, except to provide the services we specifically request.

 

Text Outputs of patient encounters are retained indefinitely.

 

All information provided to the AI Service Provider will be kept on servers in the United States for thirty (30) days before it is deleted.

 

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, and otherwise, in accordance with applicable legal and regulatory requirements.

 

Almost all Audio Outputs are retained by WELLSTAR for thirty (30) days and then securely deleted from our servers. WELLSTAR retains some Audio Outputs beyond this thirty (30) day period, to improve the Applications. Only Audio Outputs with no personal health information are saved.

 

Text Outputs of patient encounters are retained by WELLSTAR indefinitely. 

 

The AI Service Provider retains a copy of all Text Outputs sent to it by WELLSTAR for thirty (30) days before securely deleting such copies from its servers.

 

Healthcare practitioners using the Applications are required to comply with different statutory and regulatory requirements and store personal health information for a minimum length of time. We encourage patients to speak with healthcare practitioners 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. However, we primarily rely on our healthcare practitioners to notify us of any changes to the personal information they have provided.

 

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 WELLSTAR is prohibited and constitutes grounds for disciplinary action.

 

All Audio Outputs and Text Outputs are encrypted while retained by WELLSTAR.

 

Our contracts with our service providers require them to use administrative, physical and technical measures to protect your data. The service providers have agreed not to 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 entirely eliminated, and we cannot guarantee that a breach will never occur.  

 

Where do we store personal information?

 

All personal information we collect, including the Audio Outputs and the Text Outputs, are stored on secure servers in Canada; however, personal information processed by our third-party service providers may be done outside of Canada.

 

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.

 

Text Outputs, which are sent to our AI Service Provider to generate summaries, are kept on servers in the United States for up to thirty (30) days. Text Outputs may contain some personal information, and as such, some governmental authorities may have the ability to access patient personal information within those thirty (30) days.

 

For more information on our service providers or where we store personal information, contact us at privacy@wellstar.health.

 

Links to third-party sites

 

Our Website may direct you to third-party websites, including those that advertise other products or services.  Those organizations are separate and distinct from WELLSTAR and have their own separate privacy policies.  We are not responsible for how any third party collects, uses, or discloses your personal information. Therefore, it is essential 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 WELLSTAR. 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 privacy@wellstar.health

 

We will stop sending you marketing e-mails within seven ( 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 privacy@wellstar.health 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 WELLSTAR. If you have any questions (including how WELLSTAR manages personal information), 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@wellstar.health.

 

If, after contacting us, you remain unsatisfied, you have the right to file a complaint with your local data protection authority.