Privacy Policy

1. Who we are

Debrief builds tools for medical trainees and their supervisors.

2. What data we collect

• Audio recordings. Voice recordings captured during feedback sessions. These are processed and then deleted after transcription is complete.
• Transcripts. Text versions of verbal feedback, with patient identifiers removed before storage.
• Structured assessments. Competency data extracted from transcripts and mapped to assessment form fields.
• Account information. Your email address and name, used to create and manage your account.

We do not collect patient records, health card numbers, or any other data beyond what is listed above.

3. How we use it

Data is used solely to generate the assessment for the trainee who recorded the session. We do not sell your data, use it for advertising, or share it with third parties except as described in this policy.

4. Where data is stored

All data is stored in Canada on Canadian infrastructure. Data is encrypted at rest (AES-256) and in transit (TLS 1.2+). It never leaves Canada.

5. Third-party processors

We use the following categories of sub-processors, all operating within Canadian regions:

• Speech recognition provider. Audio recordings are sent to a speech recognition service for transcription.
• Language model provider. Transcripts are processed by a language model to remove patient identifiers and extract competency data.
• Email provider. We use a transactional email service to deliver assessment notifications.

6. Your rights

You have the right to:

• Access the data we hold about you.
• Correct inaccurate data.
• Delete your account and all associated data.
• Withdraw consent at any time, which will stop future processing.

To exercise any of these rights, get in touch via our contact page. We will respond within 30 days.

7. Compliance

We are committed to compliance with PHIPA (Personal Health Information Protection Act, Ontario) and PIPEDA (Personal Information Protection and Electronic Documents Act).

8. Changes to this policy

We will notify users of material changes to this policy by email. The date at the top of this page will always reflect the most recent update.