Privacy Policy

Effective Date: April 19, 2025

Onus Technologies
Privacy Policy
Effective Date: 19 April 2025
‍Last Updated: April 19, 2025
‍Contact: hello@onus.health

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1. Introduction and Definitions

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This Privacy Policy outlines how Onus Technologies (“Onus”, “we”, “us”, or “our”) collects,uses, stores, and protects personal data provided by users of the Onus Electronic HealthRecord (EHR) platform, including both Patients and Healthcare Providers (“you” or“users”).

This Privacy Policy applies to all users located in Namibia, and where applicable, followsinternational data protection standards, including those aligned with the General DataProtection Regulation (GDPR) and the U.S. HIPAA framework, given the absence of localdata protection legislation in Namibia.

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2. Plain Language Summary

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To make this policy easier to understand, here’s a quick summary:

  • We collect your data to provide you with secure, lifetime access to your health information.
  • You control your data and can delete it or withdraw consent at any time.
  • We protect your data using best-in-class security, including end to end encryption.
  • We do not share your health data with third parties unless you explicitly authorize it.
  • We may use anonymized data to improve the platform and contribute to better healthcare in Namibia, as well as draw valuable insights that will benefit you, all anonymized.
  • You can contact us anytime at hello@onus.health for questions or concerns.

3. Information We Collect

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3.1 For Patients

  • Full Name
  • Health Records and Metrics
  • Contact Information
  • Insurance Provider
  • Date of Birth or Age
  • Emergency Contact Information

3.2 For Providers

  • Full Name
  • Professional Credentials
  • Practice or License Number
  • Contact Information
  • Practice or Institution Details

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We may also collect login and usage information, as well as contact details for newsletters and other communications.

3.3 Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Usage Data

3.4 Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

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3.5 Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Learn more about cookies on the Free Privacy Policy website article.

We use both Session and Persistent Cookies for the purposes set out below:

  • Necessary / Essential Cookies
    Type: Session Cookies
    Administered by: Us
    Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
  • Cookies Policy / Notice Acceptance Cookies
    Type: Persistent Cookies
    Administered by: Us
    Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
  • Functionality Cookies
    Type: Persistent Cookies
    Administered by: Us
    Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

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3.6 Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.
  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.
3.7 Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

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3.8 Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

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3.9 Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

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4. How We Use Your Information

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We use your personal data for the following purposes:
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  • To provide secure access to health data for patients.
  • To enable authorized providers to deliver quality care.
  • To verify provider credentials and enable communication.
  • To analyze anonymized and aggregated data for statistical health insights.
  • To improve the Onus platform through usage feedback (e.g., heatmaps or future analytics).

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5. Consent And User Rights

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  • When you sign up for Onus, you give Onus consent to this, and prior to processing anonymized data, we will ask for consent for this specifically again.
  • You can withdraw consent at any time by deleting your account.
  • Following deletion, data will remain on backup systems for 6 months, after which it will be permanently erased.
  • You may download your health records before deletion.

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6. Minors And Guardian Consent

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Individuals under 18 years old must have consent provided by a parent or legal guardian. Guardians may register and manage accounts for minors until they reach the legal age, at which point full access and ownership transfer to the individual should be given.

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7. Data Storage And Security

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  • All data is hosted on Amazon Web Services (AWS), which meets global security compliance standards.
  • Personal and health data is protected via end-to-end encryption, both at rest and in transit.
  • Onus cannot access health data unless it has been anonymized.
  • Access to user data is restricted to authorized patients and providers only.

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8. Sharing Data With Third Parties

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  • Onus does not share health data with third parties unless explicitly authorized by the patient.
  • Personal contact data (e.g., name, email) may be processed by third-party tools for sending newsletters or improving the platform.
  • We do not sell or monetize user data for advertising or profiling.

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9. Anonimyzed Data Use

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With patient consent, Onus may use anonymized data to:

  • Identify nationwide health trends.
  • Inform future health initiatives.
  • Deliver personalized analytics to patients and providers (in future updates).

Anonymized data will never include identifying information and cannot be traced back to individual users.

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10. Access Outside Namibia

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Currently, Onus is available only to users in Namibia. This policy will be updated once international availability is introduced.

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11. Data Breach Notification

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While Onus follows best practices in data security, in the unlikely event of a breach:

  • Affected users will be informed promptly and transparently.
  • Onus will provide clear instructions and support where applicable.
  • We are in the process of developing a formal breach response plan.

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12. Contact

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If you have questions, concerns, or requests related to your data, please contact us at: hello@onus.health

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