Effective September 2026
Kolabrya Inc. (“Kolabrya”, “we”, “us”) provides AI-powered automation software for medical, IME, legal, and investigations firms, including the CoClerk platform. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit kolabrya.com or use our services. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where we act as an agent or service provider to health information custodians, Ontario’s Personal Health Information Protection Act (PHIPA).
We collect information you provide directly — such as your name, work email, organization, and the content of demo or contact requests — and limited technical information such as IP address, browser type, and pages visited, used for security and performance. When our customers use CoClerk, they may upload files containing personal health information; in those cases the customer remains the health information custodian and Kolabrya acts as their service provider under written agreement.
We use personal information to respond to inquiries, deliver and improve our services, secure our systems, and meet legal obligations. We do not sell personal information, and we do not use client or patient files to train AI models.
Client and patient data is hosted on Microsoft Azure in Canada Central. Data is encrypted with AES-256 at rest and TLS 1.3 in transit. Kolabrya maintains SOC 2 Type 1 certified controls, role-based access, full audit trails, and revocable sharing. Records are permanently deletable on the customer’s instruction.
We disclose personal information only to service providers who help us operate (bound by contractual safeguards), when required by law, or with your consent. We do not disclose personal health information except as directed by the custodian or permitted by law.
We keep personal information only as long as needed for the purposes described here or as required by law. Demo and contact request details are retained while there is an active business relationship and deleted on request.
You may request access to, or correction or deletion of, your personal information at any time. If your information is held by one of our customers (for example, a clinic or IME provider), please contact that organization directly and we will assist them as required.
Our website uses only the cookies needed to operate securely and understand aggregate usage. We do not use advertising trackers.
We may update this policy from time to time. The current version is always posted on this page with its effective date.
Questions about this policy or our privacy practices can be sent to info@kolabrya.com. You may also contact the Office of the Privacy Commissioner of Canada if you have concerns about how we handle personal information.