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Privacy Policy Last Updated: September 30, 2025
Welcome to CogniHealth.ai by CogniCheck Inc. ("we," "us," or "our"). Protecting your privacy and securing your personal and health information is our highest priority. This Privacy Policy outlines how we collect, use, store, and safeguard your information when you interact with our phone-based cognitive monitoring service ("Services"). By using our Services, you agree to the practices described in this policy.
Summary of Key Points
  • No Data Selling: We do not and will never sell your personal or health information to any third parties.
  • HIPAA Compliant: We are fully HIPAA compliant to ensure your health data is handled with the highest standards of privacy and security.
  • Voice-Based Service: We collect voice recordings through phone calls to monitor cognitive health using proprietary AI analysis.
  • Data Encryption: All data, including voice recordings, is encrypted and stored securely on our servers.
  • Simple Collection: We only collect essential information needed to provide our service - no tracking, no cookies, no unnecessary data.
  • Healthcare Integration: Healthcare professionals can access patient data through our dashboard only with explicit patient consent.
  • Your Control: You can request deletion of your data at any time by contacting us directly.
1. Information We Collect
We collect only the essential information necessary to provide our cognitive monitoring service and ensure accurate health insights.
A. Information You Provide Directly
Personal Information: When you sign up for our Services, we collect:
  • Full name
  • Date of birth
  • Sex/Gender
  • Phone number
  • Mailing address
  • Email address for contact purposes
Account Setup: Your account is created through our phone-based onboarding process, where we verify your identity and preferences for call scheduling.
B. Voice Data Collection
Voice Recordings: The core of our service involves collecting voice recordings during your scheduled phone calls with Calista, our AI voice agent. These recordings are:
  • Collected during regular check-in calls (weekly to monthly, based on your preference)
  • Stored securely on our servers
  • Analyzed for cognitive biomarkers including speech patterns, linguistic features, and acoustic characteristics
  • Never shared with or sold to third parties
  • Retained indefinitely unless you request deletion
Voice Biomarkers: From your voice recordings, we extract and analyze:
  • Linguistic features (word complexity, sentence structure, vocabulary usage)
  • Acoustic features (pitch variability, pause duration, speech rate)
  • Cognitive indicators related to memory, thinking, and mood
C. Information We DO NOT Collect
Unlike many digital services, we do not collect:
  • IP addresses or device identifiers
  • Browser information or cookies
  • Location data beyond your provided address
  • Website usage analytics
  • Third-party app integrations
  • Social media information
D. Payment Information
All payment processing is handled securely by Stripe, our trusted payment processor. We do not store credit card numbers or financial information on our servers. Stripe manages your payment data in accordance with their Privacy Policy and PCI compliance standards.
E. Healthcare Professional Access
If you choose to work with a healthcare provider using our platform, they may access your cognitive monitoring data through our secure dashboard. This access is only granted with your explicit consent and can be revoked at any time.
2. How We Use Your Information
We use your information exclusively to provide, maintain, and improve our cognitive monitoring service.
A. Service Delivery
Cognitive Monitoring:
  • Schedule and conduct phone calls at your preferred times
  • Analyze voice recordings to assess cognitive indicators
  • Track changes in cognitive performance over time
  • Generate personalized monthly reports
Communication:
  • Contact you to confirm account setup and scheduling
  • Send monthly cognitive health reports (digitally or by mail, per your preference)
  • Respond to your inquiries or support requests
  • Notify you of important service updates or changes
B. Analysis and Insights
AI-Powered Assessment:
  • Process voice recordings through our proprietary feature extraction service
  • Apply machine learning classifiers to identify cognitive patterns
  • Generate insights about memory, thinking, and mood indicators
  • Create personalized recommendations based on your results
Quality Improvement:
  • Enhance our AI models and analysis accuracy
  • Develop new cognitive assessment features
  • Improve call experience and conversation quality
  • Refine our reporting and recommendation systems
C. Healthcare Integration
Professional Collaboration:
  • Enable healthcare providers to monitor patient progress (with consent)
  • Facilitate early intervention when cognitive changes are detected
  • Support clinical decision-making with objective data
  • Provide referrals to trusted healthcare professionals when appropriate
D. Legal and Safety Purposes
Compliance and Protection:
  • Comply with applicable laws and regulations, including HIPAA
  • Protect the rights, property, and safety of our users and company
  • Respond to legal requests or court orders when required
  • Detect and prevent fraud or unauthorized use of our Services
3. Sharing Your Information
We are committed to keeping your information private and secure. We do not sell your personal or health information to any third parties.
A. Service Providers
We work with carefully selected service providers who help us operate our Services:
Infrastructure:
  • Railway: Provides secure hosting for our web application and services. Railway maintains industry-standard security practices to protect data hosted on their platform.
Payment Processing:
  • Stripe: Handles all payment transactions securely. Your financial information is processed directly by Stripe and never stored on our servers. For details, see Stripe's Privacy Policy.
All service providers are contractually obligated to:
  • Maintain the confidentiality of your information
  • Use your data only to provide services to us
  • Comply with HIPAA requirements where applicable
  • Implement appropriate security measures
B. Healthcare Providers
With Your Consent:
  • We may share your cognitive monitoring data with healthcare professionals you designate
  • Access is provided through our secure dashboard
  • You control which providers can access your information
  • You can revoke access at any time
C. Business Transfers
In the unlikely event of a merger, acquisition, or sale of our company:
  • Your information may be transferred as part of the business assets
  • We will notify you before your information becomes subject to a different privacy policy
  • You will have the option to delete your data before any transfer occurs
D. Legal Requirements
We may disclose your information when legally required to:
  • Comply with a subpoena, court order, or legal process
  • Respond to government or regulatory requests
  • Protect our rights, property, or safety
  • Prevent illegal activities or violations of our terms of service
Important: We will never voluntarily share your health information or voice recordings with law enforcement, government agencies, or other third parties without your explicit consent, except when legally required.
E. Aggregated and De-identified Data
We may create aggregated, statistical, or de-identified data that cannot reasonably identify you personally. This data may be used for research, service improvement, or shared publicly to advance cognitive health understanding.
4. Data Retention
We retain your information for as long as necessary to provide our Services and fulfill the purposes outlined in this Privacy Policy.
A. Active Account Data
While Your Account is Active:
  • Personal information is retained to maintain your account and provide Services
  • Voice recordings are stored indefinitely to enable longitudinal cognitive tracking
  • Monthly reports and historical data are maintained for comparison and trend analysis
B. Data Deletion
Upon Request:
  • You can request complete deletion of your account and all associated data
  • Contact us at contact@cognihealth.ai to initiate deletion
  • We will delete your personal information, voice recordings, and analysis data promptly
  • Deletion is permanent and cannot be reversed
Exceptions:
  • We may retain certain information as required by law or for legitimate business purposes
  • Anonymized or aggregated data that cannot identify you may be retained
  • Records necessary for legal compliance, dispute resolution, or fraud prevention may be preserved
C. Backup and Recovery
  • Data in backup systems may take up to 90 days to be fully purged after deletion request
  • During this period, backed-up data is not actively used or accessed
  • Backup data is subject to the same security protections as active data
5. Protecting Your Information
We implement comprehensive security measures to protect your personal and health information from unauthorized access, disclosure, alteration, and destruction.
A. Technical Safeguards
Encryption:
  • All data transmission is encrypted using industry-standard SSL/TLS protocols
  • Voice recordings and sensitive data are encrypted at rest
  • End-to-end encryption for all communications between our systems
Access Controls:
  • Multi-factor authentication for system access
  • Role-based access controls limiting data access to authorized personnel
  • Regular security audits and vulnerability assessments
  • Secure API endpoints with authentication tokens
B. Administrative Safeguards
HIPAA Compliance:
  • Full compliance with HIPAA Privacy and Security Rules
  • Business Associate Agreements with all service providers handling health data
  • Regular HIPAA compliance training for all staff
  • Designated Privacy and Security Officers
Employee Training:
  • Comprehensive privacy and security training for all employees
  • Signed confidentiality agreements
  • Background checks for personnel with data access
  • Principle of least privilege for data access
C. Physical Safeguards
Infrastructure Security:
  • Secure data centers with 24/7 monitoring
  • Redundant systems and regular backups
  • Disaster recovery and business continuity planning
  • Regular security assessments and updates
D. Incident Response
In Case of a Breach:
  • Immediate investigation and containment procedures
  • Notification to affected users within 72 hours of discovery
  • Cooperation with regulatory authorities as required
  • Implementation of additional safeguards to prevent recurrence
Important Notice: While we employ industry-leading security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but commit to maintaining the highest standards of data protection.
6. Your Privacy Rights
We respect your rights to control your personal information and provide multiple ways to manage your data.
A. Access Your Information
You have the right to:
  • Request a copy of all personal information we have about you
  • Receive your voice recordings and analysis reports
  • Obtain a summary of how your data has been used
  • Access your historical cognitive monitoring results
B. Correct Your Information
You can:
  • Update your personal information (name, address, phone number)
  • Correct any inaccuracies in your profile
  • Modify your call scheduling preferences
  • Change your report delivery method
C. Delete Your Information
You have the right to:
  • Request complete deletion of your account and all associated data
  • Request deletion of specific voice recordings
  • Remove yourself from our service entirely
  • Obtain confirmation when deletion is complete
D. Data Portability
You can request:
  • A machine-readable copy of your data
  • Transfer of your cognitive monitoring history
  • Export of your reports and analysis results
E. Communication Preferences
You control:
  • Frequency of calls with Calista (weekly to monthly)
  • Method of report delivery (digital or mail)
  • Whether to receive service updates
  • Sharing permissions with healthcare providers
F. Exercising Your Rights
To exercise any of these rights:
  • Email us at contact@cognihealth.ai
  • Call us at the phone number provided during setup
  • We will respond to your request within 30 days
  • We may ask for verification to confirm your identity
7. Special Populations
A. Minors
Our Services are not intended for individuals under the age of majority (18 years old in most jurisdictions, or as defined by local law). We do not knowingly collect personal information from minors. If we discover we have inadvertently collected information from a minor, we will promptly delete it.
B. Individuals with Cognitive Impairment
Special Considerations:
  • We recognize that our users may include individuals with varying levels of cognitive ability
  • Authorized representatives or caregivers may assist with account management
  • Healthcare providers may help interpret results with appropriate consent
  • We maintain the same privacy protections regardless of cognitive status
Consent and Capacity:
  • Initial consent must be provided by an individual with legal capacity
  • Authorized representatives may be designated to manage accounts
  • Power of attorney or guardianship documentation may be required
  • Regular review of consent and capacity as appropriate
C. Canadian Residents
As a Canadian company operating primarily in Canada:
  • We comply with applicable Canadian privacy laws
  • We respect provincial privacy regulations where applicable
  • Cross-border data transfers are minimized
  • Canadian users have additional rights under local laws
8. International Users
While we primarily serve Canadian residents, if you access our Services from outside Canada:
  • Your information may be transferred to and processed in Canada
  • Canadian privacy laws may differ from those in your jurisdiction
  • By using our Services, you consent to this transfer and processing
  • You maintain all rights outlined in this Privacy Policy
9. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technologies, legal requirements, or for other operational reasons.
Notification of Changes:
  • The "Last Updated" date will be revised at the top of this policy
  • Material changes will be communicated via email or phone
  • Continued use of our Services after changes constitutes acceptance
  • You may request a copy of previous versions of this policy
Review and Feedback:
  • We encourage you to review this policy regularly
  • Questions or concerns can be directed to contact@cognihealth.ai
  • We welcome feedback on our privacy practices
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
CogniCheck Inc.
280 Joseph St
Kitchener, ON N2G 4Z5
Canada
Email: contact@cognihealth.ai
Website: www.cognihealth.ai
Privacy Officer:
For privacy-specific inquiries or to exercise your privacy rights, please indicate "Privacy Request" in your communication subject line.
Response Time:
We aim to respond to all privacy inquiries within 30 days. For urgent matters, please indicate the urgency in your communication.
Appendix: Definitions
Cognitive Biomarkers: Measurable indicators derived from voice and speech patterns that correlate with cognitive function.
Voice Agent (Calista): Our AI-powered system that conducts phone conversations and monitors cognitive indicators.
Healthcare Dashboard: Secure web interface allowing authorized healthcare providers to view patient cognitive monitoring data.
Feature Extraction: The process of identifying and measuring specific characteristics from voice recordings that indicate cognitive performance.
Machine Learning Classifier: Our proprietary AI system that analyzes extracted features to assess cognitive health indicators.
This Privacy Policy is effective as of the date listed above and supersedes all previous versions. Thank you for trusting CogniHealth.ai with your cognitive health monitoring.