Privacy Policy

This policy explains what information WellEarned Solutions Inc. (“WellEarned”, “we”, “us”) collects when you use the WellEarned service, how we use it, and the choices you have. We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA). Questions or requests: our privacy contact is hello@wellearned.ca.

1. Information we collect

• Account and profile — your email, name, specialty, the practice details you provide at onboarding (role, EMR, practice type, billing volume), and your communication preferences (whether you opted in to product-update emails, and when).
• Billing — payments are processed by Stripe. We never see or store full card numbers. We store your subscription plan and status, billing province, and billing-period dates; Stripe provides us its customer and subscription identifiers.
• De-identified clinical notes — the note text you submit after the in-browser de-identification and your review. You must review the redacted note before it is sent; do not submit identifiable patient information.
• In-app feedback — if you rate a result (thumbs up/down), we store your verdict, your optional written comment, and the billing codes and specialty of the result it refers to, linked to your account. Please do not include patient-identifying information in comments.
• Usage and security data — query counts and timestamps (for your plan allowance), the length (not content) of submitted text, technical logs, and anti-abuse signals (including a Cloudflare Turnstile check at sign-in/sign-up).

We use no advertising trackers and no analytics cookies. Your browser stores a session token so you stay signed in; that's it.

2. How we use information

To provide the Service (generate billing-code suggestions from the de-identified note you submit), operate billing and quotas, send service emails (receipts, failed-payment notices, password resets), provide support, keep the Service secure and prevent abuse, and meet legal obligations (such as tax records). We send marketing (such as product updates or launch news) only if you opt in — for example via the optional updates checkbox at signup — and every such email includes an unsubscribe link. You can withdraw that consent at any time, and doing so never affects the Service. We do not sell your information, and we do not use your notes to train AI models.

3. Where information goes (service providers)

• Supabase — our database and authentication provider; account, billing-state, and usage records are stored in Supabase's Canada Central region.
• Amazon Web Services (Bedrock) — the de-identified note is processed by large language models on AWS Bedrock to generate suggestions. This processing may occur on servers outside Canada, where the information is subject to the laws of that jurisdiction. The AI providers we use do not train their models on this data. Notes from successful requests are processed transiently and are not stored; if a request fails, the de-identified note may be retained in our operational error logs (used for reliability and abuse investigation) for approximately seven days before being automatically deleted. We do not build datasets from submitted notes.
• Stripe — payment processing (a global provider; your payment details are subject to Stripe's privacy policy).
• Zoho Mail (Canadian data centre) — our email; Cloudflare — anti-abuse verification; DigitalOcean — cloud infrastructure that runs our application backend.
• Content delivery — our pages load fonts from Google Fonts, open-source code libraries from the jsDelivr CDN, and (in the app) the on-device de-identification model from Hugging Face. Like any web request, those services see your IP address and browser details when the files load; they never receive your notes, account, or billing information.

4. Patient information and Alberta's Health Information Act

You (the physician) remain the custodian of patient health information under Alberta's Health Information Act. WellEarned is built so that identifiable health information is de-identified on your device before transmission, and the review step exists so you can confirm that. Using it carefully is part of your custodial safeguards; WellEarned does not act as your information manager and does not want identifiable patient data.

5. Retention

Account and profile data are kept while your account is active. Billing records are kept as required by tax law (generally seven years). Usage metadata is kept for quota and security purposes, and in-app feedback is kept while we work on the improvements it informs. Routine encrypted backups of our systems may hold residual copies of information for a limited period. When you ask us to delete your account, we delete or de-identify your information except where retention is legally required or reasonably needed to prevent fraud or abuse (for example, a record that a free trial was already used, so trials stay one-per-person).

6. Security

All traffic is encrypted in transit (TLS). Access to stored data is restricted by row-level security and least-privilege service keys; payment credentials never touch our servers. The most important safeguard is architectural: identifiable patient information is removed in your browser before anything is transmitted. If a breach creates a real risk of significant harm, we will notify you and the appropriate authorities as required by law.

7. Your rights

You may access, correct, or export your account information (much of it directly in Settings), and you may request deletion of your account by emailing hello@wellearned.ca. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta.

8. Changes

We may update this policy as the Service evolves; material changes will be posted here and, for significant changes, notified by email. The date at the top reflects the latest revision.

9. Contact

WellEarned Solutions Inc. · Alberta, Canada · hello@wellearned.ca