Clinic Conductor by PulseAI
Privacy responsibilities

Your privacy responsibilities as a clinic.

Your clinic is responsible for your patients’ information, even when a vendor handles it for you. Here’s what that means, in plain words.

Last reviewed: November 2026 · For clinic owners, office managers and privacy officers

Two roles: yours, and your vendor’s

The law gives your clinic the main role. In Canada you are the custodian of your patients’ information; in the United States you are a covered entity. Vendors like PulseAI act on your behalf, under an agreement you sign with them. You decide why information is used. The vendor does that work, and nothing else.

Choose your region

PHIPAOntarioDuties of a health information custodian.Law 25QuébecLaw 25 and the health information act.PIPEDARest of CanadaPIPEDA and provincial health acts.HIPAAUnited StatesDuties of a covered entity.

Five things every clinic does

  1. Name a privacy contact.

    One person patients and regulators can reach.

  2. Tell patients how you use their information.

    A plain statement, given at the first visit and posted where patients can find it.

  3. Sign agreements with your vendors.

    Every vendor that handles patient information, before it does.

  4. Protect access to records.

    Only the people who need it, with strong sign-in.

  5. Know what to do if something goes wrong.

    Contain, assess, notify on time, and record it.

Vendors, AI, breaches and templates

Working with vendorsBAAs and service agreements.Using AI with patient dataFive plain rules.If something goes wrongBreach basics, and who to tell.Patient privacy templatesFree statements and acknowledgements.

How PulseAI protects your patients’ information is on our Trust Center.

Your next step

Give every patient a clear privacy statement, and keep their acknowledgement on file.

Download the free patient privacy templates

Comparing vendors? Request our security package.

This page explains common obligations in plain language. It isn’t legal advice. Check with your privacy officer or lawyer for your situation.