Roseline – Terms of Use & Privacy Policy for Physicians

Effective Date: March 2nd, 2025

Welcome to Roseline, a web-based software provided by Ubenwa Health (“we,” “us,” or “our”). This document sets forth the terms and conditions (“Terms”) under which you, as a physician or healthcare provider (“you” or “Physician”), may access and use Roseline via our web application, as well as our policies regarding the collection, use, and protection of data. By accessing or using Roseline, you agree to be bound by these Terms.

1. Service Overview

Roseline is a web-based application designed to assist physicians in saving time during patient visits by providing

AI-assisted patient intake via SMS or phone call.
AI-powered transcription and generation of clinical documentation (e.g., SOAP notes, referrals).
Web-based access via computer or mobile device.

Roseline does not provide medical advice or diagnosis. Physicians are responsible for reviewing AI-generated documents before use in clinical settings.

2. User Account and Access

Account Creation: As a Physician, you must register for an account on our web app. You agree to provide accurate, current, and complete information during registration.
Security: We store your login credentials and activity logs in an encrypted format. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
Access: Your access to Roseline is provided solely for your internal use as a healthcare provider. Any unauthorized use of your account is your responsibility.

3. Billing and Payment

Fee Structure: Roseline fee structure is outlined on the website during the account creation, and includes a free trial period. You acknowledge that fees apply for usage beyond any trial period.
Third-Party Payment Processor: Payment information is processed and managed through a reputable and safe third-party provider (Stripe). We do not store your payment details.
Changes to Fees: We reserve the right to modify our fees and billing procedures. Any material changes will be communicated to you in advance.

4. Data Handling, Security, and Privacy

4.1 Data Collection and Use

4.1.1 Data we collect may include

Account information We collect and store data related to your account, including login credentials and activity logs. All such data is stored in encrypted form.
Usage Data: Activity logs related to your interactions with Roseline. We may collect data related to how you use Roseline for the purposes of improving the service and ensuring its secure operation.
Generated Output Documents: AI-generated transcriptions and summaries (e.g., SOAP notes, referrals).

4.1.2 How We Use Your Data

We use your data to:

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Provide and improve Roseline’s services.
Generate and deliver AI-assisted documentation based on your consultations.
Ensure security and compliance with applicable laws.
Offer customer support and troubleshoot technical issues.
Conduct anonymized analytics to improve our AI models (without storing identifiable information)

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We do not sell your personal information, and personal information will not be shared with third parties for their marketing purposes.

4.2 Data Security

Encryption: All stored data is encrypted using industry-standard protocols.
Third-Party Services: Apart from Stripe for payment processing and our secure cloud hosting for backend services, we do not share your data with any other third parties without your consent, except as required by law.

4.3 No Medical Advice and Data Responsibility

Service Nature: Roseline does not provide any medical diagnosis or advice. The AI-generated documents are for your review and use. You remain solely responsible for verifying and interpreting the generated output.
Compliance: While Roseline is designed with data security in mind and adheres to applicable Canadian privacy standards (e.g., PIPEDA), note that it is not a substitute for any regulated medical record system. You are responsible for ensuring that your use of the output complies with your professional and regulatory requirements.
HIPAA & PIPEDA Compliance: At this time, Ubenwa Health is not a "covered entity" or a “business associate” under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). HIPAA does not apply to Ubenwa Health because we do not operate as a healthcare provider, health plan, or healthcare clearinghouse in the United States, nor do we process or store protected health information (PHI) on behalf of such entities.
Ubenwa Health is a Canadian company, and we adhere to applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial regulations. Our data collection, use, and storage practices comply with these laws to ensure the privacy and security of user information.

4.4 Modification of information

Users will be able to update some of their information through the Site. Requests to modify any information may also be submitted to our Privacy Officer at privacy@ubenwa.ai.

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5. Intellectual Property

Ownership: All intellectual property rights in Roseline, including its content, features, and functionality, are owned by us or our licensors. No rights are granted to you other than as expressly set forth in these Terms.
License: Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable license to access and use Roseline solely for your internal professional purposes.

6. Acceptable Use, Disclaimers, and Limitations of Liability

6.1 Acceptable Use of Services

By using Roseline, you agree that you will not:

Use Roseline for any purpose other than assisting in medical documentation.
Rely on Roseline’s AI-generated outputs as a substitute for professional medical judgment.
Share or distribute Roseline-generated documents without verifying their accuracy.
Engage in any activity that violates applicable laws, including privacy regulations.
Attempt to modify, reverse-engineer, or copy Roseline’s proprietary technology.
Misuse the platform in a way that could disrupt, disable, or overburden our services.

Violation of these terms may result in the suspension or termination of your account without notice.

6.2 Disclaimers

No Medical Guarantee: Roseline is a tool to assist with documentation but does not provide medical advice, diagnosis, or treatment. The AI-generated output should always be reviewed by a qualified physician before use.
No Warranty: Roseline is provided "as is" and "as available" without warranties of any kind, including but not limited to merchantability, fitness for a particular purpose, accuracy, or availability.
No Data Storage Guarantee: While we implement industry-standard security measures, we do not guarantee that data will always be stored without risk of loss or unauthorized access.

6.3 Limitation of Liability

No Liability for Errors: We are not liable for any errors, omissions, or inaccuracies in AI-generated content.
No Indirect or Consequential Damages: To the maximum extent permitted by law, Ubenwa Health and its affiliates shall not be liable for any indirect, incidental, special, punitive, or consequential damages, including loss of revenue, business, profits, or data arising from your use of Roseline.
Physician Responsibility: You are fully responsible for verifying the accuracy of all generated content and for any medical decisions based on it.

7. Termination and Suspension

Termination Rights: We reserve the right to suspend or terminate your access to Roseline at our discretion, with or without cause, and without prior notice.
Effect of Termination: Upon termination, your right to use Roseline will immediately cease, and you agree that we may delete any data associated with your account.

8. Indemnification

You agree to indemnify, defend, and hold harmless us, our affiliates, and our respective officers, directors, employees, and agents from and against any claims, damages, obligations, losses, liabilities, costs, or expenses arising from your use of Roseline, your violation of these Terms, or your infringement of any intellectual property or other right of any person or entity.

9. Governing Law and Dispute Resolution

Governing Law: These Terms are governed by and construed in accordance with the laws of Canada. Any disputes arising out of or relating to these Terms or your use of Roseline shall be resolved under Canadian law.
Dispute Resolution: In the event of any dispute, you agree to first attempt to resolve the matter amicably with us before seeking legal recourse.

10. Changes to These Terms

We may modify these Terms from time to time. Any changes will be effective upon posting the updated Terms on our website. Your continued use of Roseline following the posting of changes constitutes your acceptance of such changes.

11. Contact Information

If you have any questions about these Terms or our Privacy Policy, please contact us at:

Ubenwa Health
Email: privacy@ubenwa.ai
Address: 6666 Saint-Urbain, Suite 200, H2S 3H1 Montreal, Canada

By accessing and using Roseline, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.