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Privacy Compliance
Last updated: June 2025 · UWin AI Systems, Ottawa, Ontario, Canada
Built for Canadian Clinics, Not Retrofitted
Most AI vendors operating in Canada import U.S. compliance frameworks — most commonly HIPAA — and apply them to Canadian patient data. HIPAA does not govern Canadian patients. The laws that actually apply to your clinic are PIPEDA federally and, for Quebec clinics, Quebec's Law 25 (formerly Bill 64).
UWin AI Systems architects every system deployment to meet these Canadian standards from day one — not as an afterthought.
PIPEDA Compliance
The Personal Information Protection and Electronic Documents Act (PIPEDA)is Canada's federal private-sector privacy law. It governs how organizations collect, use, and disclose personal information in the course of commercial activities.
How We Meet PIPEDA Requirements
- 01Accountability: We designate a Privacy Officer responsible for our compliance with PIPEDA and for responding to access and correction requests.
- 02Identifying purposes: We identify and document the purposes for collecting patient contact data before or at the time of collection.
- 03Consent: Patient data is collected and processed on behalf of the dental clinic, which holds the primary consent relationship with patients. We operate as a service provider under that consent.
- 04Limiting collection: We collect only the patient information necessary to deliver the specific service contracted — no excess data collection.
- 05Limiting use, disclosure, and retention: Patient data is never sold, never used for cross-client analytics, and is deleted per our retention schedule (12 months for call recordings, 24 months for account data post-termination).
- 06Accuracy: We maintain data accuracy for active service records and correct errors on request.
- 07Safeguards: All data is transmitted via TLS encryption. Access to patient data is role-restricted and audit-logged.
- 08Openness: Our privacy practices are documented in this page and our Privacy Policy. We respond to inquiries within 30 days.
- 09Individual access: Individuals may request access to their personal information held by us by contacting our Privacy Officer.
- 10Challenging compliance: Individuals may challenge our compliance with PIPEDA. We have an internal complaint resolution process and will escalate to the Office of the Privacy Commissioner of Canada where required.
Quebec Law 25 Compliance
Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25), substantially amended by Bill 64, imposes additional requirements on organizations that handle personal information of Quebec residents. These requirements are phased in and apply to UWin clients serving Quebec patients.
Key Law 25 Commitments
- ·Privacy Impact Assessments (PIA): We conduct PIAs before deploying any new technology that processes personal information of Quebec residents.
- ·Privacy by design: Systems handling Quebec patient data are built with privacy-protective defaults, not added on after development.
- ·Data subject rights: Quebec residents have enhanced rights to portability and deletion of their personal information. Requests are fulfilled within 30 days.
- ·Third-party contracts: Contracts with sub-processors handling Quebec data include the provisions required under Law 25. Data processing agreements are available on request.
- ·Breach notification: We notify the Commission d'accès à l'information (CAI) and affected individuals of any serious confidentiality incident involving Quebec personal information, within the legally required timeframes.
Data Processing Agreements
Dental clinics engaging UWin AI Systems may request a data processing agreement that formalizes our respective responsibilities under PIPEDA and Law 25. This agreement is available on request and is included as a standard addendum to our service agreement for Quebec-based clients.
To request a data processing agreement, contact us at arsene@uwinaisystems.com.
Questions & Contact
If you have questions about our privacy compliance posture, wish to review our data handling practices before signing, or want to discuss compliance requirements for your specific province, contact our Privacy Officer directly. We are happy to address these questions on your free audit call.
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