Effective Date: December 1, 2025

OptiSina (formerly known as Voxlipi) (“we,” “our,” or “us”) is a clinical documentation application designed to support healthcare professionals by streamlining clinical note creation and workflow efficiency. We are committed to protecting the privacy and security of user information and patient data.

This Privacy Statement explains how OptiSina collects, uses, stores, and protects information when you use the OptiSina application, including integrations with third-party systems such as PointClickCare.

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1. Information We Collect

OptiSina may collect and process the following categories of information:

a. User Information

• Name, professional role, organization, and contact information
• Login credentials and authentication tokens
• Usage and interaction data within the application

b. Clinical and Patient Information

• Clinical documentation content entered or generated within the application
• Transcriptions, structured notes, and metadata associated with clinical workflows
• Patient-related data provided by authorized users for healthcare operations

c. Technical Information

• Device type, operating system, and browser type
• IP address, timestamps, and system logs
• Performance and error diagnostics

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2. How We Use Information

We use collected information solely for legitimate healthcare and operational purposes, including to:

• Provide, operate, and improve OptiSina functionality
• Generate and manage clinical documentation
• Support authorized integrations, including data exchange with PointClickCare
• Ensure system security, reliability, and compliance
• Provide customer support and respond to inquiries
• Meet legal, regulatory, and contractual obligations

OptiSina does not sell user or patient data.

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3. Data Sharing and Disclosure

We only share information in the following circumstances:

• With authorized healthcare systems (for example, PointClickCare) as initiated or authorized by the user or organization
• With service providers that support hosting, security, analytics, integration, or support services under applicable confidentiality and data-protection obligations
• As required by law, regulation, court order, or other valid legal process
• To protect rights and safety of users, patients, our organization, or the platform

All data sharing is limited to information reasonably necessary for the intended and authorized purpose.

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4. HIPAA and Healthcare Compliance

OptiSina is designed to support compliance with applicable healthcare privacy and security requirements, including the Health Insurance Portability and Accountability Act (HIPAA), where applicable.

When OptiSina processes Protected Health Information (PHI), it does so on behalf of covered entities, business associates, or other authorized healthcare organizations and in accordance with applicable contractual requirements, including Business Associate Agreements (BAAs), where required.

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5. Data Security

We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, alteration, loss, or disclosure. These safeguards may include:

• Encryption of data in transit and at rest
• Role-based access controls
• Authentication and access-management controls
• Audit logging and system monitoring
• Secure cloud infrastructure
• Administrative security policies and procedures

No information system can guarantee absolute security. We regularly evaluate and enhance our safeguards based on operational, technical, and regulatory considerations.

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6. Data Retention

Information is retained for as long as reasonably necessary to provide OptiSina services, support healthcare operations, meet contractual requirements, comply with applicable law, or follow the retention requirements of the healthcare organization using OptiSina.

Retention periods may vary depending on the type of information, applicable agreements, organizational policies, and legal or regulatory requirements.

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7. User Responsibilities

Users are responsible for:

• Maintaining the confidentiality of their login credentials
• Accessing patient and clinical information only when authorized
• Entering, reviewing, and using patient information in accordance with applicable laws and organizational policies
• Protecting devices and accounts used to access OptiSina
• Promptly reporting suspected unauthorized access or security concerns

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8. Third-Party Integrations

OptiSina may connect with authorized third-party healthcare systems and services, such as electronic health record, clinical, billing, or healthcare data platforms.

Information exchanged through these integrations is processed according to the permissions, configuration, and agreements established between OptiSina, the healthcare organization, and the applicable third-party provider.

Third-party systems may maintain their own privacy, security, and data-retention practices.

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9. Changes to This Privacy Statement

We may update this Privacy Statement periodically to reflect changes in our services, technology, legal requirements, or privacy practices.

When material changes are made, we may provide notice within OptiSina, through our website, through organizational communications, or by updating the effective date shown at the top of this statement.

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10. Contact Information

If you have questions about this Privacy Statement, OptiSina privacy practices, or the handling of information within the platform, please contact us:

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