Effective April 28, 2025
This Privacy Policy ("Policy") explains how Alcuin AI Inc. ("UniWise," "UniWise AI," "we," "our," or "us") collects, uses, and discloses personal information when you interact with (i) our public websites, including UniWise.ai, (ii) the UniWise Virtual Health Assistant chat widget ("Chat"), and (iii) the UniWise Platform, our clinic-facing CRM and automation tools available through web and mobile applications (collectively, the "Services"). By using the Services, you agree to the practices described below.
The Chat and UniWise Platform are not intended to store protected health information ("PHI") unless you have executed a Business Associate Agreement with us. Patients should not submit full names, addresses, dates of birth, medical-record numbers, images, or any other direct identifiers. Clinics and staff must de-identify data before entry unless their workspace is expressly designated HIPAA-compliant. For safe-harbor guidance on de-identification, consult the U.S. HHS website.
We collect several categories of information:
Account Data: Your name, email, password, role, organization, and billing details provided when you create an account.
Chat Content: Questions, symptom descriptions, and timestamps you type into the Chat.
Platform Content: Notes, workflow data, and files you upload or generate within the UniWise Platform.
Device and Usage Data: IP address, browser type, pages viewed through cookies, pixel tags, and similar technologies.
Payment Data: Limited information such as the last four digits of your card from our PCI-compliant payment processor.
Communication Data: Marketing or support information you provide in web forms, emails, or product prompts.
Aggregated Data: De-identified data derived from these categories after removal of identifiers.
We use personal information to:
Our legal bases include contract performance, legitimate interests, consent, and compliance with law.
We share information with:
We do not sell personal information.
When you provide your mobile phone number to UniWise for SMS notifications, we collect and use this information solely for:
Business Associate Agreements: We only use SMS service providers that either (1) provide Business Associate Agreements ensuring HIPAA compliance, or (2) qualify under HIPAA's "Conduit Exception" for entities that transmit but do not access Protected Health Information.
Minimum Necessary Standard: All SMS communications adhere to HIPAA's minimum necessary rule, limiting information to what is essential for the intended purpose. For example: Appointment reminders can be limited to "This is a reminder that you have an appointment today. If you cannot make the appointment, please call to reschedule. Reply Stop to Opt-Out."
Security Safeguards: Our SMS communications employ:
Written Consent Required: Before sending any SMS communications, we obtain explicit written consent from patients, including acknowledgment of potential security risks associated with SMS communications.
Consent Documentation: All consent records are maintained in our HIPAA-compliant patient management system with timestamps and staff verification.
Right to Withdraw: Patients may withdraw consent for SMS communications at any time without affecting their care.
Strict Non-Sharing Policy: UniWise will NOT share, sell, or distribute your mobile phone number or SMS opt-in information with any third parties or affiliates for marketing or promotional purposes.
Limited Service Provider Sharing: Your mobile information is only shared with authorized subcontractors who provide essential support services, including:
Message Frequency: Message frequency varies based on your appointment activity and care needs. You may receive:
Data and Message Rates: Standard message and data rates may apply depending on your mobile service plan. UniWise is not responsible for these charges.
You may opt out of SMS communications at any time by:
Help and Support: Reply HELP to any message for assistance, or contact our office directly.
Secure Storage: All mobile phone numbers and SMS consent records are stored securely in our HIPAA-compliant patient management system with appropriate administrative, physical, and technical safeguards.
Data Retention: SMS communications and consent records are retained according to HIPAA requirements and applicable state laws, typically for a minimum of six years or as required for patient care continuity.
Breach Notification: In the event of any unauthorized access to SMS communications or mobile contact information, we will provide notification as required by HIPAA and applicable state laws.
You may:
Contact us at hello@uniwise.ai for any privacy requests.
Residents of the European Economic Area, United Kingdom, and certain other jurisdictions have additional rights including objecting to processing, opting out of the sale of personal data, limiting automated decision-making, and lodging complaints with data-protection authorities.
We protect personal information using:
Nevertheless, no system can guarantee complete security; you transmit data at your own risk.
We are headquartered in California, USA, and your information may be transferred to and processed in the United States or other countries where we or our providers operate. Those jurisdictions may have different data-protection laws than your own. By using the Services, you consent to these transfers.
We retain personal information only as long as necessary for the purposes outlined in this Policy or as required by law, including HIPAA requirements for healthcare records. When information is no longer needed, we delete or anonymize it in a manner designed to prevent reconstruction.
The Services are directed to individuals aged 18 and older and are not intended for children under 13. We do not knowingly collect personal information from children under 13; if we become aware that we have done so, we will delete it.
Our Services may contain links to external sites or embed third-party plugins whose privacy practices we do not control. Any information you provide to those third parties is governed by their privacy policies.
We may update this Policy periodically. Material changes will be announced via the Services or email. Continued use of the Services after an update constitutes acceptance of the revised Policy.
If you have questions or concerns about this Policy, please contact us:
Email: hello@uniwise.ai
Phone: (555) 123-4567
For SMS-related questions or to update your communication preferences, you may also:
This Privacy Policy complies with HIPAA Privacy and Security Rules, the Telephone Consumer Protection Act (TCPA), and A2P 10DLC regulations for healthcare SMS communications.