Privacy Policy
Effective Date: 07/31/2025
This Patient Privacy Policy (“Policy”) explains how your personal information is handled when you use the patient portal, website, telehealth tools, digital forms, and other online services (collectively, the “Services”) that are offered to you by your healthcare provider (“Provider”) and supported by technology developed and operated by Panova.ai Corporation (“Panova”). This Policy applies only to the information processed through the platform.
This Policy does not replace your Provider’s “Notice of Privacy Practices,” which governs all uses and disclosures of your medical and health information under the “Health Insurance Portability and Accountability Act” or “HIPAA.” Your Provider remains responsible for all decisions involving your health information.
If you do not agree with this Policy, you should not use the Services.1. Relationship Between Panova and Your Provider
Your Provider is the “covered entity” under the “Health Insurance Portability and Accountability Act,” or “HIPAA,” and is solely responsible for creating, maintaining, and controlling your “Protected Health Information,” or “PHI.” Panova acts as a “business associate” under HIPAA and processes PHI only as permitted by your Provider through a written “Business Associate Agreement.”
Panova does not provide medical care and does not make clinical decisions. Your Provider determines what information is collected, how it is used, and when it is disclosed. All clinical and privacy decisions regarding your PHI are made by your Provider.
If you have questions about your PHI, including requests for access, amendments, or corrections, you must contact your Provider directly.2. Information Panova Receives Through the Services
Depending on how your Provider uses the platform, several categories of information may be processed through the Services. The first category is “Protected Health Information,” or “PHI.” This may include appointment information, clinical notes approved by your Provider, visit summaries, documents uploaded by your Provider, and information you submit in forms or through messages. Panova processes PHI only as instructed by your Provider in accordance with HIPAA and the applicable Business Associate Agreement.
The second category is personal information that is not classified as PHI. This may include account registration information, contact information, login credentials, information about how you use the platform, and device, browser, or other technical data collected to support security and system performance. Panova uses this information solely to operate, maintain, and secure the Services.
The third category is payment information. If your Provider enables payment features, all payments are processed by independent third party processors. Panova does not handle, store, or have access to your credit card information, bank account information, or any other financial data.3. How Information Is Used
Panova uses information only for purposes that are directly related to the operation and support of the platform. These purposes include enabling communication between you and your Provider, facilitating scheduling, messaging, telehealth encounters, document exchange, and other tools that your Provider elects to use, maintaining the security and stability of the platform, preserving technical logs necessary for system functionality, complying with legal and regulatory obligations, and carrying out the activities that your Provider authorizes under the Business Associate Agreement and HIPAA.
Panova does not use your Protected Health Information for advertising. Panova does not sell your information. Panova does not use your Protected Health Information for any independent commercial purpose. All decisions regarding the handling, use, and disclosure of your medical information are made exclusively by your Provider.4. How Information Is Shared
Panova may disclose information only in limited circumstances. Information may be shared with your Provider when necessary to deliver the Services you access through the platform. Information may be disclosed to third-party service providers that support secure hosting, payment processing, or technical infrastructure, and these service providers are permitted to use the information only to perform the services requested by Panova. Information may be disclosed when required by law, including in response to valid court orders, subpoenas, or regulatory obligations. Information may also be disclosed to prevent or address security incidents, misuse of the platform, or unlawful activity. Information may be disclosed with your authorization when your Provider instructs Panova to release information in a manner consistent with HIPAA and all applicable privacy and security requirements.
Panova does not share Protected Health Information with advertisers, data brokers, or social media companies.5. How Information Is Protected
Panova uses administrative, technical, and physical safeguards designed to protect Protected Health Information and personal information. These safeguards include encrypted transmission of information, secure data storage environments, access controls that limit who may view or handle information, audit logging to track system activity, continuous monitoring for intrusions or security anomalies, and strict security requirements imposed on all vendors and subcontractors who support the platform. Panova maintains these safeguards in accordance with industry standards and applicable law. However, no electronic system can guarantee absolute security, and Panova cannot promise that unauthorized access or loss of data will never occur.6. Patient Messaging and Telehealth
Messages you send through the platform may be incorporated into your medical record at the discretion of your Provider. Messages are not monitored in real time, and Panova does not review, interpret, or respond to any clinical communications. All clinical communications are handled exclusively by your Provider.
Telehealth encounters available through the platform are delivered solely by your Provider. Panova does not record, access, or store audio or video from your telehealth sessions except when your Provider instructs otherwise in a manner that complies with all requirements of HIPAA and applicable privacy and security laws.7. Artificial Intelligence Features
Certain features of the platform may use artificial intelligence to assist your Provider in preparing, organizing, or generating documentation. Any content produced by these tools is subject to review, verification, and approval by your Provider before it is relied upon or incorporated into your medical record. Artificial intelligence is not used to make clinical decisions, diagnose medical conditions, recommend treatment, or replace the independent judgment of a licensed clinician.
All handling of Protected Health Information through artificial intelligence features is performed in accordance with HIPAA and with the specific instructions of your Provider under the Business Associate Agreement.8. Cookies and Technical Data
When you access the platform or website, Panova may collect limited technical information that includes internet protocol addresses, device identifiers, browser characteristics, and the date and time of access. This information is collected to maintain the security and stability of the platform, to improve performance, and to analyze patterns of service usage. The information is not used to track your activity across websites or services that are unrelated to Panova or your Provider.9. Children’s Privacy
The Services may be used by parents or legal guardians on behalf of minor patients when permitted by your Provider and in accordance with applicable law. Panova does not knowingly collect personal information directly from children without the involvement of a parent, legal guardian, or another adult who has been authorized by the Provider to act on the child’s behalf.10. Your Rights
Your rights regarding your Protected Health Information are established by HIPAA and must be exercised through your Provider, not through Panova. These rights include the ability to request access to your health information, to request corrections to your records, to request restrictions on certain uses or disclosures, and to request an accounting of disclosures that your Provider has made as required by law. Panova supports your Provider in fulfilling these rights but cannot act on any HIPAA request directly, since all decisions regarding your PHI are made exclusively by your Provider.11. Changes to This Policy
Panova or your Provider may update this Policy from time to time. Any updated version will be posted within the platform or on the website where this Policy appears. Your continued use of the Services after an updated Policy is posted will constitute your acceptance of the revised terms. If you do not agree with an updated Policy, you must stop using the Services.12. Contact Us
If you have any questions or concerns about this Privacy Policy, please contact us at:
[email protected]

Patient Terms of Service
Effective Date: 11/11/2025
Welcome to Panova Health!
These Terms of Service (“Terms”) govern your access to and use of the online services, patient portal, websites, telehealth communication tools, digital forms, and related features that are made available to you by your healthcare provider (“Provider”) through technology developed and operated by Panova.ai Corporation (“Panova”).
By accessing or using any part of the platform, including creating an account, logging into the patient portal, exchanging messages, submitting information, reviewing documents, or joining a telehealth session, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you may not use or access the Services.
Your use of the Services does not create a medical provider–patient relationship with Panova. All clinical care, medical advice, diagnoses, treatment decisions, and professional obligations remain solely with your Provider and its licensed professionals. Panova provides technology infrastructure only and is not responsible for any medical or clinical decisions made by your Provider.
If you do not agree with these Terms, do not access or use the Services.1. Description of the Services
The online tools, features, and digital interfaces made available through the platform (the “Services”) are technology services provided by Panova to support communication and administrative coordination between you and your healthcare provider (“Provider”). Depending on the modules your Provider enables, the Services may allow you to view health information your Provider chooses to share, schedule or manage appointments, use secure electronic messaging, participate in telehealth encounters delivered solely by your Provider, complete electronic forms or questionnaires, review visit summaries prepared and approved by your Provider, make payments through third-party payment processors, and receive appointment reminders or notifications.
These Services are offered solely as a convenience to facilitate your interactions with your Provider. The Services do not replace professional medical care, clinical judgment, in-person evaluation, or any aspect of the provider–patient relationship. Panova does not provide medical advice, practice medicine or nursing, or participate in diagnosis, treatment, or clinical decision-making. All medical services are provided exclusively by your Provider and its licensed professionals.2. Panova Is Not Your Healthcare Provider
The Services are technology tools operated by Panova and are not a source of medical or professional healthcare services. Panova does not provide medical care. Panova does not practice medicine or nursing. Panova does not diagnose, treat, or prescribe. Panova does not create a doctor and patient relationship or a clinician and patient relationship with you. Nothing in the Services should be interpreted as medical advice, clinical direction, or a substitute for professional judgment.
All aspects of your medical care are provided by your Provider and the licensed professionals who work under or with your Provider. This includes clinical assessments, diagnoses, treatment plans, prescriptions, documentation, test results, and follow up. Panova has no authority over these activities and is not responsible for any clinical decisions or actions taken by your Provider.
Any questions regarding your health, your treatment plan, your medications, your medical records, or any other matter involving your care must be directed to your Provider. Panova does not respond to questions about medical care.3. Telehealth Services
If your Provider offers telehealth through the platform, all telehealth services are provided solely by your Provider. Your Provider determines whether telehealth is appropriate for your condition and may require you to confirm your identity and location before each visit. Certain medical needs may still require in person evaluation or follow up. If your Provider decides that telehealth is not clinically appropriate, your Provider may direct you to an in person visit or another form of care.4. Payments
If your Provider chooses to make payment features available through the platform, all payment processing is performed by independent third party payment processors. Panova does not handle, store, or access your credit card information, bank account information, or any other financial data. You are responsible for paying any fees, charges, or balances that your Provider assigns to your account through the platform. Any questions regarding billing, charges, refunds, or financial responsibility must be directed to your Provider, since Panova has no role in determining or managing your financial obligations.5. Privacy
Your personal information is subject to two separate privacy frameworks. First, all uses and disclosures of your “Protected Health Information” or “PHI” are governed by your Provider’s “Notice of Privacy Practices,” which is issued in accordance with the “Health Insurance Portability and Accountability Act” and its implementing regulations (collectively, “HIPAA”). Second, Panova’s “Privacy Policy” applies to your use of the public website and to the technology that supports the Services. These two documents operate together, but each governs a distinct category of information.6. Electronic Communications & Messaging
If messaging is enabled for your account, you should understand that messages are not monitored in real time and response times will vary based on your Provider’s policies and clinical judgment. Messaging is not appropriate for urgent issues or time sensitive medical concerns. Your Provider determines whether messaging is available, what types of messages are appropriate, and how messages will be handled or incorporated into your medical record. Panova does not review, interpret, or respond to any clinical communications. Misuse of the messaging feature may result in the suspension or termination of your access to messaging at the discretion of your Provider.7. Artificial Intelligence (AI) Features
Certain features of the platform may incorporate artificial intelligence to assist your Provider in creating or organizing clinical or administrative documentation. Outputs generated by artificial intelligence may contain errors, may omit relevant information, or may reflect limitations inherent in automated tools. Any artificial intelligence generated content is subject to review, verification, and approval by your Provider before it is included in your medical record. Artificial intelligence is not a substitute for clinical judgment, professional expertise, or individualized patient evaluation. By using the Services, you understand that your Provider may rely on artificial intelligence tools solely to support documentation or administrative workflows and not to make clinical decisions.8. Intellectual Property
All website content, platform tools, logos, text, graphics, software, and related materials are the exclusive property of Panova or its licensors and are protected by intellectual property and other applicable laws. Your use of the Services is governed by a limited, revocable license that permits you to access and use the Services solely for your personal and non commercial purposes in accordance with these Terms.
You may not copy, modify, reproduce, distribute, or reverse engineer any part of the software or the platform. You may not attempt to access any area of the platform that you are not authorized to use. You may not use automated tools or technologies to scrape, index, extract, harvest, or collect data from the platform. You may not interfere with, disrupt, or attempt to interfere with the proper functioning, security, or performance of the platform. Any unauthorized use of the platform or its content results in the immediate termination of your license and may subject you to civil or criminal liability.9. Disclaimers
The Services are provided on an “as is” and “as available” basis without any warranty of any kind, whether express, implied, or statutory. Panova does not guarantee the continuous availability or uninterrupted operation of the Services. Panova does not guarantee that telehealth sessions will occur without delay or technical disruption, that messages will be transmitted or received in every instance, or that automated summaries, artificial intelligence generated outputs, or other system generated content will be accurate, complete, or reliable. Your use of the Services is entirely at your own risk, and you are responsible for verifying any information that is material to your care with your Provider.10. Limitation of Liability
To the fullest extent permitted by applicable law, Panova is not liable for any medical decisions, clinical actions, omissions, or judgments made by your Provider or any licensed professional associated with your Provider. Panova is not liable for any indirect, incidental, special, exemplary, or consequential damages, including any loss of data, revenue, profits, goodwill, or anticipated benefits arising from or relating to your use of the Services. Panova’s total liability to you for any claim arising from or relating to the Services or these Terms, regardless of the legal theory asserted, is limited to one hundred dollars. Your Provider is separately responsible for its own clinical care and may have its own liability policies and obligations that govern its treatment of patients.11. Changes to These Terms
Panova or your Provider may revise these Terms from time to time. Any changes will be posted within the platform or on the website where the Terms appear. Your continued use of the Services after the revised Terms are posted will constitute your acceptance of the updated Terms. If you do not agree to the revised Terms, you must stop using the Services.8. Contact Us
For questions about your medical care, contact your Provider directly.
For questions about the platform, contact:
Panova.ai Corporation
[email protected]