Privacy Policy

1. Who We Are

UWin AI Systems ("UWin," "we," "us," or "our") is an AI patient engagement and practice automation company incorporated in Ontario, Canada. We provide 24/7 AI receptionist, missed call recovery, appointment automation, and related services to dental clinics and healthcare practices across Canada.

Our principal place of business is Ottawa, Ontario. For privacy inquiries, contact us at: arsene@uwinaisystems.com.

2. Applicable Law

We operate in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy legislation, as well as Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25) for clients and individuals located in Quebec.

We do not rely on U.S. HIPAA frameworks, which do not govern Canadian patient data. Our systems are architected from the ground up to meet Canadian legal requirements.

3. Information We Collect

We may collect the following categories of personal information:

• ·Client information: Name, clinic name, email address, phone number, and billing details of dental clinic owners and administrators who engage our services.
• ·Patient contact data (on behalf of clients): Name, phone number, and appointment-related information of patients at our client clinics, processed solely to deliver the services contracted by the clinic.
• ·Call and communication records: Recordings, transcripts, and metadata from AI-handled calls and SMS exchanges, retained for service delivery and quality assurance.
• ·Website usage data: IP address, browser type, pages visited, and time on site, collected via standard server logs and analytics tools.

4. How We Use Personal Information

We use personal information only for the purposes for which it was collected, including:

• ·Providing and operating the AI patient engagement services contracted by client clinics.
• ·Processing appointment bookings, missed call follow-ups, and SMS communications on behalf of clinics.
• ·Generating monthly ROI dashboards and performance reports for client clinics.
• ·Communicating with clinic administrators about their accounts, billing, and service updates.
• ·Improving system performance and training AI models using anonymized, aggregated data.

5. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. Call recordings and transcripts are retained for a maximum of 12 months unless the client requests earlier deletion. Client account data is retained for the duration of the service agreement and for up to 24 months thereafter for legal and billing purposes.

6. Disclosure of Personal Information

We do not sell personal information. We may share personal information with:

• ·Service providers: Third-party technology platforms (e.g. communication infrastructure, CRM, practice management integrations) engaged to deliver our services, bound by data processing agreements available on request.
• ·Client clinics: Patient data collected on behalf of a clinic is accessible to that clinic and no other.
• ·Legal requirements: Where required by applicable Canadian law, court order, or regulatory authority.

7. Your Rights

Under PIPEDA and Law 25, individuals have the right to:

• ·Access the personal information we hold about them.
• ·Request correction of inaccurate personal information.
• ·Withdraw consent to the collection or use of their personal information, subject to legal or contractual restrictions.
• ·File a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca.

To exercise any of these rights, contact us at arsene@uwinaisystems.com.

8. Security

We implement appropriate physical, technical, and administrative safeguards to protect personal information against unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (TLS), access controls, and regular security reviews.

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised "last updated" date. Material changes will be communicated to active clients by email.

10. Contact

For any privacy-related questions or requests, please contact our Privacy Officer: