Your privacy matters to us. At DigiMedix Technology Solutions Inc., safeguarding the confidentiality of your personal and sensitive information—including all data shared during our transcription and related services—is central to how we conduct our operations. We are committed to compliance with Canadian privacy laws including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy regulations.

1. Accountability

DigiMedix Technology Solutions Inc., has appointed a dedicated Privacy Officer to oversee our privacy compliance and practices. For any privacy-related inquiries, please contact via phone at 800-756-1525 or email at privacyofficer@digimedix.net

2. Purpose of Data Collection

We collect only the information necessary to deliver our transcription and related services effectively. By submitting information to us, clients consent to its collection, use, and disclosure as outlined in this Privacy Policy.

3. Consent

Some data—such as website browsing behavior—may be gathered through automated tools like cookies, IP tracking, and log files. However, personally identifiable patient information is never collected passively. It is obtained only with explicit client consent.

Clients may withdraw consent for data collection or processing at any time by submitting a written request to our Privacy Officer.

4. Data Minimization

We collect only the minimum necessary data required to fulfill our services. This includes details needed to perform accurate, timely, and secure medical transcription and related documentation.

5. Use, Disclosure & Data Retention

Access to sensitive or personally identifiable data is granted only to those whose roles require it. This includes:

• Transcriptionists and quality assurance staff
• Technical support and IT operations personnel

Data Retention Protocols:

• Telephone dictations are stored for up to 90 days, then archived to secure storage and deleted from active systems.
• Transcribed documents are retained for one year unless a custom retention schedule is requested by the client.

6. Accuracy

Clients are responsible for ensuring the accuracy of the data provided to us. DigiMedix Technology Solutions Inc., does not verify or modify submitted patient data and relies on the information received to perform transcription services.

7. Safeguards

We enforce a comprehensive data protection strategy, including:

• Secure user authentication and password protection
• Physical security such as restricted access and alarmed office space
• Daily monitoring and auditing of all systems that handle PHI (Protected Health Information)
• Encrypted communications and secure data transmission protocols

All contractors and vendors are contractually bound to adhere to strict privacy and security requirements. All staff and contractors receive training in our security protocols and reporting procedures.

8. Transparency

We are committed to full transparency. Information collected is used solely to fulfill the purpose of delivering transcription and medical documentation services.

9. Access to Personal Information

Clients may request access to, or correction of, any personal or account-related information by contacting our Privacy Officer. We will respond within 30 days of the request.

10. Complaints & Compliance

To report concerns or challenges regarding our privacy practices, please contact our Privacy Officer. All concerns will be acknowledged within one business day and addressed within 30 days. If required please contact our Privacy Officer by calling 800-756-1525 or email at privacyofficer@digimedix.net

This Privacy Policy may be updated periodically. The most current version will always be available at www.digimedix.ca

Last updated: June 10, 2025