Privacy Policy

Last updated: October 2026

1. Introduction

Medi-Aide is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard personal information when you use our platform. When a care organization uses Medi-Aide to manage its records, that organization decides why the information is collected and how it is used, and we process it on its behalf, as described on our Data Protection page. Where your consent is required for a collection, use or disclosure, we ask for it at the point of collection.

2. Information We Collect

We collect personal and non-personal information to improve our services. This includes:

• Personal Information: Name, email, phone number, location, job title (Caregiver, Agency, etc.), and payment details (if applicable).
• Professional & Operational Data: Certifications, job preferences, scheduling details, training records, and consent-based WellArc™ check-in information.
• Technical Data: IP addresses, browser type, device information, and cookies.

3. How We Use Your Information

We use collected information for:

• Providing & Enhancing Services: Workforce-fit assistance, operations workflows, communication, training, reporting, and support features.
• Security & Compliance: Supporting privacy, security, auditability, and Canadian compliance obligations.
• Customer Support & Communication: Sending updates, resolving issues, and responding to inquiries.
• Marketing & Personalization: Tailoring recommendations and promotions.

4. Data Sharing & Third Parties

We do not sell personal data. However, we may share data with:

• Service Providers: Payment processors, analytics providers.
• Regulatory Authorities: When required by law.
• Affiliated Partners: Agencies, operators, and authorized service partners for workforce and operations workflows, with user consent where required.

5. Data Protection & Security

Medi-Aide employs industry-standard security measures:

• Encryption: Data in transit is protected using TLS. Data at rest is encrypted on the underlying managed infrastructure.
• Access Control: Restricting unauthorized data access.
• Data Retention: We keep personal information only as long as needed for the purposes described in this policy, to meet legal and contractual obligations, or as configured by the care organization that manages your records.
• Hosting: Canadian customer data is hosted in jurisdictions that align with Canadian privacy expectations. Our service providers are listed on the Subprocessors page.

6. User Rights

You have the right to:

• Access & Modify Data: View and update personal details.
• Request Deletion: Ask us to delete your account and personal information. Some records must be kept by your care organization or by law; we will tell you what can be deleted and what must be retained.
• Opt-Out of Marketing: Unsubscribe from promotional communications.
• Raise a Concern: Contact our Privacy Officer with any privacy question or complaint. You may also contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.

Medi-Aide has designated a Privacy Officer who is accountable for how we handle personal information. For privacy-related inquiries, requests or complaints, contact the Privacy Officer at privacy@medi-aide.ca.

7. Changes to This Policy

We may update this Privacy Policy from time to time. The current version and its last-updated date are shown on this page. If we make material changes, we will notify you through the platform or by email before they take effect.

This policy should be read together with our Terms of Use and our Data Protection, Security Overview and Subprocessors pages.