Privacy Policy

1. Who this policy covers

This policy applies to:

• Visitors to our marketing website and people who contact us or request a demo
• Authorized users of the Aethiva platform (for example providers, nurses, front desk, billing teams, practice managers, and administrators)
• Personal information we process on behalf of customer organizations in connection with the Aethiva services

When a healthcare organization uses Aethiva to store or process patient information, that organization is typically the controller (or covered entity / business associate under applicable U.S. healthcare privacy rules), and Aethiva acts as a service provider / processor under our customer agreements, including any Business Associate Agreement (BAA) where required.

2. Information we collect

Website and sales inquiries. Name, email, phone, organization, role, number of providers, inquiry type, and message content you submit through our contact or demo forms, plus basic technical data such as IP address, browser type, device, pages viewed, and referral source.

Account and platform use. User account details, authentication data, role and permission settings, audit logs, support communications, and usage/diagnostic information needed to operate, secure, and improve the service.

Customer healthcare data. Clinical, administrative, financial, and patient-engagement information that customers and their authorized users enter into or transmit through Aethiva (which may include protected health information (PHI) or equivalent sensitive data under applicable law). We process this data to provide the contracted services, not to sell it.

AI-assisted features. Where enabled, features such as AI chat assistance, document OCR/classification, semantic search, ambient scribe/listening, note drafting, predictions, or task automation may process prompts, documents, audio/transcripts, or chart context that users provide. AI suggestions in Aethiva are designed to remain human-in-the-loop: editable, reviewable, and subject to clinician or authorized-user approval before becoming part of the official record.

3. How we use information

• Provide, maintain, secure, and support the Aethiva website and platform
• Respond to demos, sales, onboarding, and support requests
• Enable clinical, RCM, scheduling, messaging, telehealth, CCM, and interoperability workflows configured by the customer
• Operate AI features that customers enable, with human review expectations
• Monitor reliability, prevent abuse, and maintain auditability and access controls
• Send service-related notices; send marketing only where permitted and with opt-out
• Comply with law, enforce agreements, and protect rights and safety

4. How we share information

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

• Subprocessors and infrastructure providers who help us host, secure, support, or operate the service under contractual confidentiality and data-protection obligations
• Integration partners and exchange networks when a customer configures connections (for example labs, payers, clearinghouses, portals, or standards-based exchange)
• Professional advisors, or authorities when required by law or to protect rights
• A successor entity in connection with a merger, acquisition, or asset transfer

Customer-directed sharing through interoperability features is controlled by the customer’s configuration and applicable agreements.

5. Security and retention

Aethiva is designed with healthcare trust principles such as role-based access, secure authentication, permission-based workflows, audit trails, and responsible data-handling practices. No method of transmission or storage is perfectly secure; we work to protect information using administrative, technical, and organizational safeguards appropriate to the sensitivity of healthcare software.

We retain information for as long as needed to provide services, meet customer contract and legal retention requirements, resolve disputes, and enforce our agreements. Customer data retention and return/deletion after termination are governed by the customer agreement and applicable law.

6. Cookies and analytics

Our website may use cookies or similar technologies, including analytics tools such as Google Analytics (where enabled), to understand site performance and improve content. You can control cookies through your browser settings. Platform authentication and security cookies may be required for the product to function.

7. Your choices and rights

Depending on your location and role, you may have rights to access, correct, delete, or restrict certain personal information, or to opt out of marketing. If your information is processed because your organization uses Aethiva, please contact your organization first; we will support customer requests as required by our agreements and law.

Website or marketing privacy requests can be sent to info@aethiva.com.

8. Children’s privacy

Aethiva’s marketing site and platform accounts are intended for healthcare organizations and adult professionals, not for children to use directly. We do not knowingly collect personal information from children through the marketing site.

9. International users and changes

If you access Aethiva from outside the country where our systems are hosted, your information may be processed in other jurisdictions subject to appropriate safeguards and customer agreements. We may update this Privacy Policy from time to time; the “Last updated” date will change when we do. Material updates may be posted on this page or communicated through other reasonable means.

10. Contact

Aethiva — Privacy inquiries
Email: info@aethiva.com
Website: https://aethiva.com

This page is provided for transparency about our practices and is not a substitute for legal advice or your organization’s compliance program. Customer BAAs and service agreements control where they conflict with this summary.