Terms of Use

In effect from Jan. 1, 2026

Effective Date: January 1, 2026

These Terms of Use ("Terms") govern access to and use of Poly Voice Companion ("PVC"), including its mobile application, web application, voice recording, transcription, translation, clinical documentation, companion, integration, administrative, and related services (collectively, the "Services").

PVC is provided by Canadian Shield Health Care Services ("Canadian Shield," "we," "us," or "our").

By accessing or using PVC, you agree to these Terms.

If you access or use PVC on behalf of a healthcare organization, clinic, hospital, employer, or other organization ("Customer"), you represent that you are authorized to use PVC on behalf of that organization and to comply with these Terms.

If you do not agree to these Terms, you must not access or use PVC.

These Terms should be read together with the PVC Privacy Policy, the applicable PVC Voice Processing and Data Sharing Consent, and any order form, service agreement, data-processing agreement, institutional agreement, or other written agreement between Canadian Shield Health Care Services Inc. and the Customer.

If a signed written agreement between Canadian Shield Health Care Services Inc. and a Customer conflicts with these Terms, the signed written agreement will govern to the extent of the conflict.

1. About PVC

PVC is a voice-enabled healthcare documentation and communication platform designed to support healthcare professionals and authorized healthcare organizations.

Depending on the service and configuration, PVC may provide functionality including:

recording spoken information or clinical conversations;
speech-to-text transcription;
multilingual translation;
Scribe functionality for clinical encounters;
organization of patients, cases, sessions, and related information;
clinical documentation workflows;
AI-assisted preparation of clinical documentation;
use of attachments or assessments as clinical context;
companion or between visit information capture;
administrative and template management functions; and
transfer of information to an electronic medical record ("EMR") or other clinical information system.

Not every PVC deployment includes every function.

2. PVC's Role

PVC is a documentation, communication, and workflow support technology.

PVC does not replace the professional judgment of a physician, nurse, personal support worker, mental health professional, or other qualified healthcare professional.

PVC does not itself provide medical advice, diagnosis, treatment, emergency response, or independent clinical decision making.

Healthcare professionals remain responsible for:

patient care;
clinical decisions;
assessment and diagnosis;
treatment decisions;
determining what information is appropriate for the clinical record;
reviewing the accuracy and completeness of PVC outputs; and
complying with applicable professional, legal, regulatory, and organizational requirements.

PVC should not be relied upon as the sole basis for a clinical decision.

3. Authorized Use

You may use PVC only if:

you have been authorized to do so by Canadian Shield Health Care Services Inc. or the applicable Customer;
you use PVC for an authorized healthcare, clinical documentation, organizational, or related purpose;
your use complies with applicable law, professional obligations, institutional policies, and these Terms; and
where applicable, you have obtained the required notice, consent, authorization, or other lawful authority relating to patient or client information.

Customers are responsible for determining which individuals within their organization are authorized to access PVC and what permissions they receive.

4. Accounts and Credentials

Certain PVC Services require an individual user account.

You agree to:

provide accurate account information;
use only the account assigned to you;
keep your username, password, authentication credentials, and device secure;
not permit another individual to use your account;
not use another person's account;
promptly report suspected unauthorized access or compromise; and
log out or otherwise secure PVC when it is not being used.

You are responsible for activity performed through your account to the extent permitted by applicable law.

Customers are responsible for promptly notifying Canadian Shield Health Care Services Inc. when a user's access should be changed or terminated.

Certain PVC functions may record, transcribe, translate, process, or otherwise use information about patients or clients. The Customer and authorized user are responsible for ensuring that any required patient or client:

notice;
consent;
authorization;
institutional approval; or
other lawful authority

has been obtained before recording, uploading, transmitting, processing, or disclosing that person's information through PVC.

This includes obtaining any consent required before recording an actual clinical conversation. PVC may require a user to confirm that appropriate patient or client consent has been obtained before a recording begins.

Canadian Shield Health Care Services Inc. does not independently obtain patient consent on behalf of a healthcare organization unless expressly agreed in writing.

PVC's mobile application uses Microsoft Azure services for certain transcription and translation functions.

Before first using the PVC mobile application, an authorized user may be required to review and accept the PVC Voice Processing and Data Sharing Consent.

If the user does not provide the required consent, the user will not be permitted to continue into the application.

Where PVC materially changes the applicable third-party provider, purposes of processing, or categories of information transmitted, users may be required to review and accept an updated consent.

The Privacy Policy provides additional information about PVC's handling of personal information and personal health information.

7. Microsoft Azure and Third-Party Processing

PVC uses Microsoft Azure infrastructure and services.

PVC's primary production environment is hosted in Microsoft Azure Canada Central.

The PVC mobile application uses:

Microsoft Azure for speech-to-text transcription; and
Microsoft Azure for applicable translation functions.

PVC's web application may also use Microsoft Azure services to provide applicable documentation and AI-assisted functionality.

Additional details concerning processing, retention, data location, and privacy practices are described in the PVC Privacy Policy.

PVC may also interact with authorized third-party systems, including EMRs and other clinical information systems.

Third-party platforms and integrations may be governed by their own terms, privacy practices, availability, and technical limitations.

8. Clinical Review Is Required

PVC may produce or assist in producing:

transcripts;
translations;
summaries;
structured notes;
clinical documentation;
assessments or documentation outputs; and
other system generated or AI-assisted content ("Outputs").

Technology assisted Outputs may contain errors, omissions, inaccurate wording, inappropriate translations, incorrect speaker attribution, or other inaccuracies.

**You must review and verify applicable Outputs before relying on them for clinical or professional purposes. **

Healthcare professionals are responsible for correcting inaccurate or incomplete information before it is entered into or relied upon as part of an official clinical record.

The documented PVC workflow similarly requires clinicians to review and correct generated notes before clinical use.

9. Translation

Translation functionality is intended to assist communication and documentation where different languages are used.

Translations may be incomplete, inaccurate, ambiguous, or inappropriate for a particular clinical context.

Users must consider whether independently qualified interpretation or translation services are required for the applicable healthcare situation.

PVC translation functionality should not be relied upon as the sole method of communication where an error could materially affect patient safety or clinical care.

10. Customer Data

"Customer Data" means information submitted, uploaded, recorded, transmitted, stored, or generated through a Customer's use of PVC, including where applicable:

patient or client information;
clinical information;
audio;
transcripts;
translations;
sessions;
notes;
attachments;
assessments;
templates;
case information; and
other information provided through the Services.

As between Canadian Shield Health Care Services Inc. and the Customer, the Customer retains its rights in Customer Data.

The Customer grants Canadian Shield Health Care Services Inc. the limited right to process Customer Data only as reasonably necessary to:

provide the Services;
operate and maintain PVC;
perform requested transcription, translation, documentation, synchronization, or integration functions;
secure the Services;
provide support;
troubleshoot technical problems;
comply with applicable law; and
perform obligations under an applicable written agreement.

No AI Model Training

Canadian Shield Health Care Services Inc. does not use patient or client clinical information to train, fine tune, evaluate, or improve general purpose artificial intelligence models. Customer clinical information will not be licensed or provided for that purpose.

11. Customer Responsibilities for Data

You must not submit, record, upload, transmit, or process information through PVC unless you are authorized to do so.

The Customer and its users are responsible for:

the legality and accuracy of Customer Data they provide;
determining what information should be entered into PVC;
obtaining applicable patient/client consent or authorization;
complying with professional confidentiality obligations;
managing access permissions;
reviewing clinical Outputs;
maintaining required records; and
complying with applicable retention and deletion requirements.

You should not intentionally enter personal health information into fields that are not intended for clinical information.

12. EMR and Clinical System Transfers

PVC may transfer information to an EMR or other authorized clinical information system.

The method of transfer depends on the applicable PVC service and Customer configuration.

Certain PVC workflows, including configured HomeLink AI workflows, may transfer documentation automatically.

Other workflows may require an authorized healthcare professional to review, copy, submit, approve, or otherwise transfer information.

Where user review is part of the configured workflow, the user is responsible for completing that review before transfer.

Canadian Shield Health Care Services Inc. is not responsible for changes made to information after it has been transferred to a third-party EMR or clinical system.

Once information is received by another system, use and retention of that information may also be governed by the receiving organization's policies and terms.

13. Retention and Deletion

Retention practices differ between PVC services.

For applicable HomeLink AI workflows, PVC does not retain the applicable transcription, translation, or resulting clinical information after processing and transfer through the configured workflow.

For AI Scribe, sessions, transcripts, patient/case information, and related clinical content may remain available within PVC. The applicable Customer is responsible for managing and deleting this information according to its organizational, legal, contractual, and records management requirements.

Users and Customers are responsible for preserving or exporting any information they are legally or professionally required to retain before deleting information or ending their use of PVC. Audit logs and backups may be retained for operational, security, legal, contractual, and records management purposes as described in the Privacy Policy.

14. Acceptable Use

You must not use PVC to:

violate any applicable law, regulation, professional obligation, or institutional policy;
record or process another person's information without required authority or consent;
submit information you do not have authority to use;
use an Output without appropriate professional review where review is required;
use PVC as an emergency response or urgent alert service;
represent PVC generated content as independently verified medical advice;
attempt to gain unauthorized access to another user's account or information;
bypass security, authentication, access, or usage controls;
interfere with the security, availability, or integrity of PVC;
upload malware, malicious code, or harmful material;
reverse engineer, decompile, disassemble, or attempt to derive PVC source code
copy, resell, sublicense, distribute, or commercially exploit PVC
use PVC to build or train a competing product, AI system, transcription service, or documentation platform;
use unauthorized automated tools to scrape, harvest, or systematically extract data from PVC; or
use PVC for fraudulent, abusive, defamatory, discriminatory, unlawful, or harmful purposes.

Canadian Shield Health Care Services Inc. may investigate suspected misuse.

15. Customer Systems and Technical Requirements

The Customer is responsible for maintaining compatible:

devices;
internet access;
browsers;
operating systems;
networks;
EMR systems; and
other equipment or systems

needed to use the applicable PVC Services.

PVC requires network connectivity.

Some PVC mobile functionality may temporarily retain session information when connectivity is interrupted and synchronize it when connectivity returns, where supported by the applicable configuration. The demonstrated PVC mobile workflow includes this synchronization behaviour.

16. Service Availability and Changes

Canadian Shield Health Care Services Inc. may maintain, update, modify, add, replace, limit, or discontinue PVC features from time to time.

PVC may occasionally be unavailable because of:

scheduled maintenance;
emergency maintenance;
internet or telecommunications failures;
third-party service failures;
Microsoft Azure outages;
software or hardware failures;
security incidents; or
circumstances outside Canadian Shield Health Care Services Inc.'s reasonable control.

Canadian Shield Health Care Services Inc. does not guarantee that PVC will always be uninterrupted, error free, or available.

Features identified as pilots, previews, beta functions, evaluation functions, or experimental functions may change or be discontinued and may be less reliable than generally available functions.

17. Fees and Commercial Terms

Where fees apply to PVC, the applicable fees, subscription period, billing arrangements, licensed users, services, and other commercial terms will be described in the applicable quotation, order form, service agreement, institutional agreement, or other written agreement.

Customers are responsible for paying applicable fees and taxes according to that agreement. If commercial terms contained in a signed agreement conflict with these Terms, the signed agreement governs.

18. Suspension and Termination

Canadian Shield Health Care Services Inc. may suspend or restrict access to PVC where reasonably necessary because:

these Terms have been materially violated;
an account has been compromised;
use of PVC creates a material privacy or security risk;
unauthorized or unlawful activity is suspected;
continued access could harm another Customer, user, patient, Canadian Shield Health Care Services Inc., or the Services;
suspension is required by law or a Customer;
applicable fees remain unpaid where fees are required; or
a third-party service required for PVC becomes unavailable.

Where reasonably practicable, Canadian Shield Health Care Services Inc. will attempt to provide notice before a non-emergency suspension.

A Customer may terminate its use of PVC according to the applicable written agreement.

Upon termination, users' rights to access the Services end.

Customer Data will be handled following termination in accordance with the Privacy Policy, applicable retention requirements, and any written agreement between Canadian Shield Health Care Services Inc. and the Customer.

19. Intellectual Property

Canadian Shield Health Care Services Inc. and its licensors retain all rights, title, and interest in and to PVC and its underlying technology, including:

software;
source and object code;
user interfaces;
workflows;
platform architecture;
designs;
documentation;
Canadian Shield Health Care Services Inc. created templates; trademarks;
service marks; and
related intellectual property.

Except for the limited right to use PVC under these Terms or an applicable written agreement, no intellectual property rights are transferred to the Customer or user. Customer ownership of Customer Data is not affected by this section.

20. Feedback

If you voluntarily provide suggestions, ideas, feature requests, or other feedback concerning PVC, Canadian Shield Health Care Services Inc. may use that feedback to develop, modify, or improve its products and Services without compensation to you.

Feedback should not contain patient or client personal health information. Providing feedback does not authorize Canadian Shield Health Care Services Inc. to use patient or client clinical information to train AI models.

21. Confidentiality

Canadian Shield Health Care Services Inc. recognizes that Customer Data, including personal health information and clinical information, may be confidential.

Canadian Shield Health Care Services Inc. will handle such information in accordance with the Privacy Policy, applicable law, security requirements, and applicable written agreements.

Each party must use reasonable safeguards to protect the other party's confidential information and use that information only for purposes related to the Services unless disclosure is required or authorized by law.

Any more specific confidentiality provisions contained in a signed agreement between Canadian Shield Health Care Services Inc. and a Customer will govern.

22. Privacy and Security

Canadian Shield Health Care Services Inc.'s collection, use, processing, disclosure, storage, and protection of personal information and personal health information is described in the PVC Privacy Policy.

PVC's primary production infrastructure is hosted in Microsoft Azure Canada Central.

Users must promptly notify Canadian Shield Health Care Services Inc. or their organization's designated contact if they become aware of:

unauthorized access;
lost or stolen devices containing PVC information;
compromised login credentials;
suspected privacy breaches; or
security vulnerabilities affecting PVC.

No electronic or cloud-based service can be guaranteed to be completely secure.

23. Disclaimer of Warranties

To the maximum extent permitted by applicable law, PVC and the Services are provided "as is" and "as available."

Canadian Shield Health Care Services Inc. does not warrant that:

PVC will operate without interruption or error;
every transcription will be accurate;
every translation will be accurate or appropriate;
every AI-assisted Output will be complete or correct;
information generated by PVC will be suitable for every clinical circumstance;
every third-party integration will remain continuously available; or
PVC will meet every Customer's particular workflow or technical requirement.

Users remain responsible for reviewing, verifying, and appropriately using all clinical and documentation Outputs.

Nothing in these Terms excludes any warranty, condition, right, or remedy that cannot lawfully be excluded.

The three reference services use similar human review and "as is" approaches because AI and transcription outputs can be incomplete or inaccurate.

24. Limitation of Liability

To the maximum extent permitted by applicable law, Canadian Shield Health Care Services Inc. will not be liable for any indirect, incidental, special, exemplary, punitive, or consequential damages, including loss of profits, revenue, business opportunity, anticipated savings, goodwill, or use arising from or relating to PVC.

To the maximum extent permitted by applicable law, Canadian Shield Health Care Services Inc.'s total aggregate liability arising out of or relating to PVC or these Terms will not exceed the amount paid by the applicable Customer to Canadian Shield Health Care Services Inc. for the PVC Services giving rise to the claim during the twelve months immediately preceding the event giving rise to the claim.

If no fees were paid for the applicable Services, Canadian Shield Health Care Services Inc.'s total aggregate liability will not exceed CAD $100.

These limitations do not apply to liability that cannot lawfully be excluded or limited.

25. Indemnification

To the extent permitted by applicable law, a Customer agrees to indemnify and hold harmless Canadian Shield Health Care Services Inc. and its directors, officers, employees, contractors, and representatives from third-party claims, damages, liabilities, losses, and reasonable legal costs arising from:

the Customer's or its users' unlawful or unauthorized use of PVC;
Customer Data the Customer was not authorized to collect, use, record, or disclose;
failure to obtain required patient or client consent or authorization;
the Customer's or user's clinical decisions or patient care;
use of PVC Outputs without required professional review;
the Customer's or user's violation of applicable law or professional obligations; or
a material violation of these Terms.

This indemnity will not apply to the extent a claim is caused by Canadian Shield Health Care Services Inc.'s gross negligence, wilful misconduct, or breach of an applicable signed written agreement.

26. Emergency and Urgent Situations

PVC is not an emergency communication, emergency response, or urgent clinical alert system.

Do not rely on PVC to communicate or respond to a medical emergency or urgent health concern.

Healthcare professionals and patients should use the emergency, clinical escalation, and communication procedures applicable to their healthcare organization and jurisdiction.

27. Changes to These Terms

Canadian Shield Health Care Services Inc. may update these Terms to reflect:

changes to PVC;
new or modified functionality;
changes to service providers;
legal or regulatory requirements; or
changes to Canadian Shield Health Care Services Inc.'s business or operational practices. The updated Terms will identify a revised effective date.

Where changes are material, Canadian Shield Health Care Services Inc. may provide notice through PVC, by email, through the Customer, or by another reasonable method.

Where required, continued use of PVC after the updated Terms become effective will constitute acceptance of the updated Terms.

A Customer with a separate signed agreement will remain subject to the amendment provisions of that agreement.

28. Governing Law and Disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Before commencing formal proceedings, the parties will make reasonable good faith efforts to resolve disputes relating to these Terms or PVC.

Subject to any different provision contained in a signed written agreement, the parties submit to the jurisdiction of the courts of Ontario, Canada.

Nothing in this section prevents a party from seeking urgent injunctive or equitable relief where appropriate.

29. General Terms

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in effect.

A failure by Canadian Shield Health Care Services Inc. to enforce a provision of these Terms does not waive the right to enforce it later.

Neither party will be responsible for delay or failure caused by circumstances beyond its reasonable control, except for payment obligations.

The Customer may not assign its rights or obligations under these Terms without Canadian Shield Health Care Services Inc.'s prior written consent, except as otherwise provided in a signed agreement or required by law.

Canadian Shield Health Care Services Inc. may assign these Terms in connection with a corporate reorganization, merger, acquisition, financing, sale of assets, or transfer of the PVC business.

Provisions which by their nature should survive termination will survive, including provisions concerning:

ownership;
confidentiality;
Customer Data;
disclaimers;
limitation of liability;
indemnification;
governing law; and
accrued rights and obligations.

30. Entire Agreement

These Terms, together with the:

PVC Privacy Policy;
PVC Voice Processing and Data Sharing Consent, where applicable; and
applicable signed agreement, order form, data processing agreement, or other incorporated written agreement

form the agreement governing use of PVC.

A signed written agreement will prevail over these Terms where there is a conflict.

31. Contact Us

Questions regarding these Terms may be directed to:

**Canadian Shield Health Care Services **

Contact: PVC Team

Email: sales@pvcassist.ca

Telephone: 705-618-7233 ext. 0

Address: New Sudbury Shopping Centre, Second Floor, 1033 Barrydowne Road Unit 206A, Sudbury, ON P3A 5Z9.