Privacy

Effective Date: April 25th, 2025

PURPOSE

This Privacy Policy (the "Policy") outlines how Empathia AI ("we," "us," or "our") collects, uses, discloses, and protects the personal information of users ("you" or "your") when accessing and using our healthcare technology services and related websites (collectively, the "Services"). Protecting your privacy and maintaining the security of your personal information is of paramount importance to us. By using our Services, you consent to the practices described in this Policy.

SCOPE

This Privacy Policy applies to Personal Information that is Processed by Empathia AI in the course of our business, including on Empathia AI websites (each a “Site” or “Sites”), mobile applications, forums, blogs, and other online or offline offerings (together with any and all future online and offline offerings operated by or on behalf of Empathia AI, the “Services”). All individuals whose responsibilities include the Processing of Personal Information on behalf of Empathia AI are expected to protect that data by adherence to this Privacy Policy.

This Policy applies to all Empathia AI’s operating divisions, subsidiaries, affiliates, and branches, and any additional subsidiary, affiliate, or branch of Empathia AI’s that we may subsequently form.

TRANSPARENCY/NOTICE – TYPES OF PERSONAL INFORMATION WE COLECT AND HOW WE USE IT

3.1 INFORMATION YOU PROVIDE

You may choose to provide us with personal information via this website. For example, you may use our web form to submit questions to us about potential business or professional opportunities or product updates. Our form for these inquiries collects name, address, email address, and other information you choose to submit. You may also choose to email us through the site, in which case we will receive your name, email address, and other information you include. Please do not send us confidential information through our website.

In addition, registered users of our healthcare services may log into a password-protected portal (area) in our website in order to seek technical support and handle administrative matters. We use information collected through this portal to communicate with our registered users about administrative matters and technical support issues. We may aggregate and/or anonymize this information to improve our services. Users are not allowed to send patient medical information (called Protected Health Information under HIPAA) through this administrative and support portal.

3.2 PERSONAL INFORMATION WE COLLECT AND YOUR CHOICES

We do not collect personal information when you visit our website unless you choose to provide it to us. If you send us questions and/or let us know that you would like updates about Empathia AI, we may respond to your questions and/or send you news about company developments or product updates from time to time. If you do not wish to receive further publications or emails, please contact us via email at support@empathia.ai. We use personal information collected through our website only for purposes consistent with the reasons you provided it.

3.3 NON-PERSONAL INFORMATION WE COLLECT

We collect non-personal web usage information about visitors to our site. This may include information about your browser type, geographic location, IP address, and pages you visit. We may also use cookies, web beacons, and/or third-party web analytic tools to analyze website traffic.

Cookies are small text files or data placed by your web browser on your hard drive to store information that allow a website to recognize whether a certain computer or device has been used to visit the site in the past. Cookies enable websites to keep track of online patterns and preferences and make the personalization of web experiences possible. You can adjust your browser settings to remove or block cookies. A web beacon is a graphic on a web page or in an email that gathers non-personal web log information about pages visited or emails opened. Web analytics services record non-personal data such as browser type, operating system, the date and time of a visit, where visitors came from, the pages visited on this website, the time spent viewing site, where visitors went when they left the site, and return visits to the site.

We may aggregate this non-personally identifiable data to better understand how visitors use our site, and to help manage, maintain, and report on use of our website. We may store IP addresses for fraud detection and prevention purposes.

3.4 HOW DO WE PROCESS YOUR INFORMATION

In short, we process your information to provide, improve, and administer our Services, communicate with you for security and fraud prevention, and comply with the law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons depending on how you interact with our Services, including:

To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account as well as keep your account in working order.
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.
To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more.
To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.

3.5 THE LEGAL BASES WE RELY ON TO PROCESS YOUR INFORMATION

In short, we only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law.

If you are located in the EU or UK, this section applies to you.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. As such, we may rely on the following legal bases to process your personal information:

Consent: We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a Contract: We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
Legitimate Interests: We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
- Send users information about special offers and discounts on our products and services.
- Develop and display personalized and relevant advertising content for our users.
- Analyze
Legitimate Interests (continued): how our Services are used so we can improve them to engage and retain users.
Legal Obligations: We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
Vital Interests: We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including for example:

If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way.
For investigations and fraud detection and prevention.
For business transactions, provided certain conditions are met.
If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim.
For identifying injured, ill, or deceased persons and communicating with next of kin.
If we have reasonable grounds to believe an individual has been, is, or may be a victim of financial abuse.
If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province.
If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records.
If it was produced by an individual in the course of their employment, business, or profession, and the collection is consistent with the purposes for which the information was produced.
If the collection is solely for journalistic, artistic, or literary purposes.
If the information is publicly available and is specified by the regulations.

3.6 CALIFORNIA "DO NOT TRACK" DISCLOSURE

California recently enacted a law requiring websites to explain certain online practices regarding tracking of visitors.

Empathia does not engage in tracking visitors to our website. We thus do not operate any differently in response to “Do Not Track” signals, which are signals some web browsers send to websites to make them aware of whether their visitors wish to be tracked over time and across websites. Except for any information that is voluntarily entered, we do not acquire personal information through our website. We also do not authorize third parties to collect personal information about your online activities over time and across different websites when you visit our website.

INFORMATION WE SHARE

If you provide personal information to us via the website, we may share it with service providers who assist us in activities such as technology or communications management. These providers are not authorized to use or disclose the information except as necessary to perform services on our behalf or to comply with legal requirements. We will not share personal information about you with third parties for marketing purposes.

We might share personal information if we were to sell or transfer all or a portion of our business or assets, in which case we would make commercially reasonable efforts to contractually require the recipient to treat the information in accordance with this Privacy Statement. We might also disclose information about you (i) if required by law, subpoena, court order, or legal process, (ii) to law enforcement or other government authorities, or (iii) if we believe disclosure is necessary or appropriate to prevent serious physical harm or in connection with an investigation of illegal or fraudulent activity.

General

When you opt-in to the service, we will send you a message to confirm your signup. By opting into messages, you agree to receive recurring automated marketing and informational text messages from Empathia team. Automated messages may be sent using an automatic telephone dialing system to the mobile telephone number you provided when signing up or any other number that you designate.

Message frequency varies, and additional mobile messages may be sent periodically based on your interaction with Empathia AI. Empathia AI reserves the right to alter the frequency of messages sent at any time to increase or decrease the total number of sent messages. Empathia AI also reserves the right to change the short code or phone number or alphanumeric sender where messages are sent.

Your usual message and data rates may apply. If you have any questions about your text plan or data plan, it is best to contact your mobile provider. Your mobile provider is not liable for delayed or undelivered messages.Your consent to receive marketing messages is not a condition of purchase.

Carriers

Carriers are not liable for delayed or undelivered messages.

Cancellation

Messages will provide instructions to unsubscribe either by texting STOP or through an included link. After you unsubscribe, we will send you a message to confirm that you have been unsubscribed and no more messages will be sent. If you would like to receive messages from Empathia AI again, just sign up as you did the first time and Empathia AI will start sending messages to you again.

Info

For support regarding our services, email us at support@empathia.ai, or, if supported, text "HELP" to 626-217-2048 at any time and we will respond with instructions on how to unsubscribe. If we include a link in messages we send you from team, you may also access instructions on how to unsubscribe and our company information by following that link.

Transfer of Number

You agree that before changing your mobile number or transferring your mobile number to another individual, you will either reply "STOP" from the original number or notify us of your old number at support@empathia.ai. The duty to inform us based on the above events is a condition of using this service to receive messages.

Privacy

If you have any questions about your data or our privacy practices, please visit our https://www.empathia.ai/tos.html.

Messaging Terms Changes

We reserve the right to change or terminate our messaging program at any time. We also reserve the right to update these Messaging Terms at any time. Such changes will be effective immediately upon posting. If you do not agree to a change to these Messaging Terms, you should cancel your enrollment with our messaging program. Your continued enrollment following such changes shall constitute your acceptance of such changes.

PROTECTING PERSONAL INFORMATION

We are committed to maintaining the security of personal information. We use appropriate administrative, technical, and physical security measures intended to protect against loss, misuse, improper access, disclosure, alteration, or destruction of personal information. If we share personal information with third parties to provide services to us, we will contractually require them to employ appropriate security measures to protect it.

LINKS TO OTHER SITES

We may provide links to other websites for your convenience and information, but we do not operate these websites and are not responsible for their privacy practices or content. Please contact those websites directly if you have any questions about their practices.

CHILDREN

The website is intended for use by adults. Children under the age of 13 are not permitted to submit any personal information to us online.

INTERNATIONAL DATA TRANSFERS

We may transfer your personal information to our offices or service providers in various countries, including to jurisdictions not deemed “adequate” by European Union governmental bodies. Please do not provide us any information that you do not wish to be transferred internationally.

YOUR PRIVACY RIGHTS

Depending on your state of residence in the US or in some regions such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure, (iii) to restrict the processing of your personal information, (iv) if applicable, to data portability, and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us using the details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. You will then be removed from the marketing lists. However, we may still communicate with you—for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information: If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements.

Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at support@empathia.ai

CHANGING AND ACCESSING YOUR INFORMATION

If you would like to access or change information you have submitted to us online, please contact us via email at support@empathia.ai.

CHANGES TO THIS NOTICE

We may update this Privacy Statement at any time and, if so, we will post the new effective date below. We expect most changes to be only editorial in nature or reflect changes in the services we offer. In the unlikely event that we would ever make material changes permitting us to share online personal information more broadly than is described here, we would post a prominent announcement on this site.

If you have questions about this Policy or our data practices, please contact us at support@empathia.ai.

By using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree to the terms of this Policy, please do not use our Services.