Privacy policy

This policy applies to the Axon Health website, our communications with you, and Axon Workspace, our staff-facing mobile app for iOS and Android, together with the services that support it. Axon Workspace gives authorized staff access to their organization’s care coordination, records, tasks, documents, and messaging tools. Available features depend on the organization and your permissions.

Axon Health is responsible for information we collect to operate our website, respond to inquiries, and manage our business relationships. When an organization uses our services to manage staff or client records, we process that information on its behalf under our agreement with it. The organization determines the purposes for those records, who may access them, and applicable retention requirements. Its privacy notices also apply to that information.

• Contact and support information. Your name, email address, organization, phone number if provided, and information you include in inquiries, demo requests, or support messages.
• Account and organization information. Your staff profile, email, account and organization identifiers, role, permissions, and authentication and session information. Your organization may provide this information when setting up access.
• Workspace content. Information you or your organization enter, upload, or access through enabled features, including client and staff records, care-related and health information, forms, activities, tasks, notes, documents, photos, messages, and attachments. We process this content to provide the organization’s services.
• Technical and security information. IP addresses, browser or mobile platform and app version, request and error information, session events, and records of actions taken in the service. These support operation, troubleshooting, and security.
• Notification information. If you enable push notifications, we process a device push token and notification delivery information associated with your account.

Please do not put patient records, passwords, or other sensitive information in the public website contact form or ordinary support emails. Contact us to arrange an appropriate way to share information needed for support.

We use information for the following purposes:

• Provide and maintain the website and Axon Workspace features.
• Authenticate users, enforce organization and role permissions, and protect accounts and records against unauthorized access or misuse.
• Deliver messages, documents, and notifications to their intended recipients and support authorized staff workflows.
• Respond to inquiries, provide support, diagnose problems, and improve service reliability and usability.
• Communicate account, service, and security updates; send promotional communications with consent where required, with an unsubscribe option.
• Meet legal obligations, maintain necessary business records, and resolve disputes.

We collect and use personal information with consent, under instructions from the organization responsible for it, or as otherwise permitted or required by applicable law. We do not sell personal information.

• Photos and files. When you choose to attach or upload content, Axon Workspace uses your device’s photo or document picker. Selected files and associated information, such as file names and file types, are processed to complete that action. The app does not need unrestricted access to your files to use other features.
• Notifications. You can allow or disable push notifications in your device settings. Notification previews may be visible on a locked screen depending on those settings.
• Device authentication. Where biometric unlock or passkeys are available and you enable them, your device or credential provider handles verification. Axon Health does not receive your fingerprint or facial biometric template; we receive the authentication result or credential verification information.
• Local storage. The app stores session credentials using device secure storage and may remember your login identity and preferences. Content you view, select, download, or share may also leave cached or exported copies on your device or in the destination you choose. Signing out does not remove files you exported elsewhere.

You can change permissions through your device settings. Declining an optional permission may prevent the related feature from working. Axon Workspace does not currently request camera, microphone, contacts, or precise location access. A photo you upload may itself contain location or other embedded information, so review it before sharing.

Our website uses Vercel Web Analytics to understand visits and improve the site, including pages viewed, referring sites, and browser and device categories. Hosting services also process technical request information, such as IP addresses, to deliver and protect the website. This website analytics integration is separate from content stored in Axon Workspace; it is not a reason to submit health information through public website forms. You can use your browser’s privacy settings to manage or block analytics requests.

• Your organization and intended recipients. Authorized staff and administrators can access information according to their roles and the organization’s settings. Messages and files are made available to the recipients you select within the service.
• Service providers. We use providers for hosting, storage, messaging, email, and notifications. These include Stream for in-app chat and Expo and the Apple or Google push delivery services for mobile notifications. Depending on the feature, they process account identifiers, chat profiles, messages, attachments, push tokens, or notification payloads needed to provide that service. Providers handling information on our behalf are subject to contractual restrictions and safeguards appropriate to the information and applicable law.
• At your direction. If you export a document, share a file, or open an external service, the recipient or service you choose handles information under its own policies and your organization’s rules.
• Legal and security purposes. We may disclose information where required or permitted by law, to respond to lawful requests, or to protect the rights, safety, and security of people and the service.

We do not make your organization’s records publicly available merely because you use Axon Workspace.

We generally host organization records in Canada. Depending on the services enabled and the providers involved, some information may be processed in the United States or other countries, where different laws and lawful government access requirements may apply. Hosting and processing commitments for an organization are set out in its agreement with Axon Health. Contact us for information about the providers and locations relevant to your organization.

We keep personal information for as long as needed for the purposes described in this policy, our agreements, and applicable legal obligations. Retention depends on the type of record, the organization’s instructions, account status, and requirements for care records, security, dispute resolution, and business records. Closing a staff account does not automatically delete the organization’s client records or shared messages.

Information no longer required is deleted or de-identified, subject to applicable retention requirements. Backup copies may remain until their normal replacement cycle, and records subject to a legal hold may be kept longer.

We use administrative, technical, and organizational safeguards intended to protect personal information, including authenticated access, organization and role-based access controls, encrypted connections to hosted services, and secure device storage for mobile credentials. No system can guarantee complete security. Protect your device and login details, follow your organization’s policies, and promptly report suspected unauthorized access to your administrator or contact@axonhealth.io.

You may request access to or correction of your personal information, withdraw consent where applicable, or raise a privacy concern by contacting contact@axonhealth.io. For information controlled by your organization, contact its administrator or privacy contact; we can help route your request. We may need to verify your identity and authority before acting. Withdrawing consent may limit the services we can provide and does not undo processing already lawfully performed.

We will respond within 30 days or the period required by applicable law, and explain any permitted extension or reason we cannot fulfill a request. You may also raise a concern with the privacy authority responsible for your jurisdiction.

To request deletion of your Axon Workspace account or personal information, email contact@axonhealth.io with the subject “Axon Workspace account or data deletion.” Include your organization name, account email, and what you want deleted. Do not include passwords or patient information. You may also ask your organization’s administrator to initiate the request.

We will verify the request and, where the organization controls the records, coordinate with it. We will explain what can be deleted and what must be retained, such as care records, shared work records, or information required for legal or security purposes. Retained information remains subject to the safeguards and retention practices described above. Deactivation alone is not deletion, and uninstalling the app does not delete your account or server-held information.

Axon Workspace is intended for authorized staff, not for children to create personal accounts. An organization may manage records about minors when authorized to do so and is responsible for the applicable consent and care-record requirements. Contact us if you believe a child has provided information directly to us without appropriate authorization.

We may update this policy as our services or obligations change. We will update the effective date and provide additional notice or seek consent for material changes where required by law.

For questions or requests about this policy, contact Axon Health Inc. at contact@axonhealth.io. Our terms of use also explain the rules for using the website and Axon Workspace.