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AIVA MD Privacy Policy

Effective Date: 10/01/2025

AIVA MD ("we," "our," or "us") values your privacy and is committed to protecting the personal information of our users, clients, and partners. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit aivamd.com, interact with our platform, or use our AI-powered healthcare solutions.

1. Information We Collect

We collect information to provide and improve our services and to ensure security and compliance with healthcare regulations.

a. Information You Provide

  • Contact information: such as name, email address, phone number, and organization when you submit forms, request demos, or contact us.
  • Account information: if you create an account or sign up for a service, including login credentials and preferences.
  • Communications: messages or inquiries sent to our support, sales, or onboarding teams.
  • Business information: details related to your clinic, practice, or organization to configure and deliver our products.

b. Information Collected Automatically

  • Usage data: including your browser type, device, operating system, IP address, referring URLs, and pages visited.
  • Cookies and tracking technologies: used to personalize your experience, analyze site traffic, and improve performance.

c. Information from Third Parties

We may receive limited information from business partners, healthcare systems, or analytics providers to help improve our services and marketing efforts.

2. How We Use Your Information

We use collected information to:

  • Provide, maintain, and improve our products and services.
  • Personalize user experiences and deliver relevant content.
  • Communicate with you about updates, demos, or support.
  • Ensure compliance with HIPAA, SOC 2, and other applicable regulations.
  • Protect against fraud, abuse, and unauthorized access.
  • Analyze trends to improve usability and system performance.

3. Data Security

AIVA MD follows industry-leading security standards to protect your information. We maintain HIPAA-compliant infrastructure with encryption in transit and at rest, secure access controls, continuous monitoring, and regular audits.

Although we implement strong safeguards, no system is completely secure. We encourage users to take appropriate precautions when sharing sensitive information.

4. Data Retention

We retain personal information only as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, and maintain system integrity. When data is no longer needed, it is securely deleted or anonymized.

5. Information Sharing

We do not sell or rent your personal information. We may share limited data only in the following cases:

  • With service providers who assist in operating our systems, under strict confidentiality and data-protection agreements.
  • With healthcare partners or clients where data exchange is required for system functionality or compliance.
  • For legal reasons, when required by law, subpoena, or to protect the rights, property, or safety of AIVA MD, our users, or others.

6. Your Rights and Choices

Depending on your location, you may have the right to:

  • Access, correct, or delete your personal data.
  • Restrict or object to certain types of data processing.
  • Opt-out of marketing communications at any time.

To exercise these rights, please contact privacy@aivamd.com.

7. HIPAA Compliance

For clients using AIVA MD products within healthcare settings, we comply with the Health Insurance Portability and Accountability Act (HIPAA). Protected Health Information (PHI) handled through our platform is safeguarded according to HIPAA Security and Privacy Rules, and we execute Business Associate Agreements (BAAs) with covered entities as required.

8. SMS Communications

AIVA MD may send SMS text messages to patients, clients, and authorized contacts who have provided their phone number and consented to receive communications. Message frequency varies. Message and data rates may apply.

Opt-in: By providing your phone number to AIVA MD staff or through our intake forms, you consent to receive SMS communications related to your care or business relationship with AIVA MD.

Opt-out: You may opt out at any time by replying STOP to any message. You will receive no further messages after opting out.

Help: Reply HELP to any message or contact us at support@aivamd.com for assistance.

AIVA MD does not share your phone number with third parties for marketing purposes. SMS data is handled in accordance with our HIPAA-compliant data practices.

9. Children's Privacy

AIVA MD does not knowingly collect or maintain information from children under 13. If you believe a child has provided us personal information, please contact us immediately at privacy@aivamd.com.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. The revised version will be posted on this page with an updated "Effective Date."

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

AIVA MD
Email: compliance@aivamd.com