Last Updated: 2026.04.28

PRIVACY POLICY

Your privacy is important to us. This Privacy Policy (this “Policy”) is issued by Plexis AI Inc. “Company”, “we”, “us”, or “our” means (Plexis AI Inc.), the provider of the Software. “Software” means the software products, platforms, applications, modules, websites, APIs, and related services made available by the Company from time to time. The Software and any product or platform names used in connection with it are product or service names only and are not separate legal entities. The Company may engage affiliates, local representatives, payment collection agents, administrative contacts, support coordination contacts, contractors, or service providers in connection with the Software. For the avoidance of doubt, any such person or entity is not a contracting party and does not assume any contractual obligations to the customer unless expressly stated in a signed order form, invoice, or written agreement.

This Policy explains how we collect, use, disclose, transfer, retain, and protect Personal Data in connection with our websites, platform, software, support, billing, account administration, communications, and related services. This Policy does not amend or override any EULA, order form, quotation, invoice, annex, or commercial terms. Where there is any conflict relating to fees, subscription scope, payment, suspension, termination, offboarding, data export, liability, or dispute resolution, the applicable EULA and commercial documents shall prevail.

INFORMATION COLLECTED BY OUR SERVICES

INFORMATION YOU SUBMIT/SOURCE OF PERSONAL DATA:

Your personal information is being or is to be collected from a variety of sources, including without limitation:

• When you submit information by: (i) Typing-in data (such as when you register for our Services, or type a message to send to us or another user, or type a search request, or complete an optional form); or (ii) Uploading a document, image or other data file;

• When you authorise us to retrieve and import information from another user or other third party on your behalf;

• When you use our Services;

• From all other communications between you and us and all other information that you may provide us from time to time;

• From any information submitted or provided by you to us for any of the Purposes (as defined below in the section titled “How information is used”); and/or

• When you contact us through various methods such as telephone call and/or emails.

ENGAGEMENT TOOLS AND DATA:

Our Services also gather information whenever you visit, log in or otherwise interact with them. As with other websites and interactive services, whenever you interact with our Services, your computer, mobile phone or tablet (a “Device”) and its software transmits a “request” to us. That request includes non-personal information received from your Device (and its software) necessary for us to identify and appropriately route the information your Device is requesting. These “requests” and “replies” are the backbone of all websites and Internet services. Therefore, whenever you carry out any of the following activities your device and its software are sending non-personal information to us:

In addition to managing the appropriate routing of information, we use so-called “cookies,” “web beacons,” “server logs” and other Engagement Tools to enhance the quality of the service and content you receive. For example, we use Engagement Tools to:

Therefore, even if you do not register with us or submit any personal information on our Services, our Engagement Tools automatically receive information about your Device and the software running on it. We call such data “Engagement Data.”

Engagement Data often includes elements such as the date and time a “request” is made, the model of the Device making the “request,” the type and version of operating system running on a Device (e.g., Mac OS or Microsoft Windows), the browser making the request (e.g., Internet Explorer, Chrome or Firefox), routing information, IP address, the Device’s geographic location, search terms a user enters, what URL a Device most recently visited, and, if a mobile application is used, an anonymous unique number. Engagement Data generally does not personally identify a Device’s user. However, it can be combined with personal information. If so, we treat such combined information the same way we treat personal information. Additionally, in the event that our Engagement Tools collect data elements that contain personal information, we treat those data elements as personal information.

You have the ability to control how certain Engagement Tools operate by modifying the settings on your Device or its software. Most browsers, for example, allow you to refuse accepting cookies, and many mobile Devices allow you to disable the sending of location information. In some cases, doing these things could diminish the performance of our Services or render them inoperable. We do not respond to browser-based “do not track” signals. To learn more about Engagement Tools and how we use Engagement Data please see our Engagement Tools page and the section below entitled “How Information is Used.”

THIRD PARTY TOOLS:

We work with certain third parties who deploy their own engagement tools on our Services. In some instances they do so exclusively on our behalf. In other instances, they may retain and use the data they collect pursuant to their privacy policies. These Third Party Tools are frequently deployed by companies providing online advertising services or analytics, but they may be deployed in other contexts as well, such as social media plug-ins. We treat personal and non-personal information that we receive from these Third Party Tools the same way we treat personal and non-personal information that we directly collect from our Services. We, however, do not control how these third parties manage the information they gather. Please see our Third Party Tools for more information. In the event that you provide your personal information to any of the Third Party Tools providers, you grant your consent for us to use your personal information in accordance with this Policy.

PERSONAL AND NON-PERSONAL INFORMATION:

Where we process patient data, clinic data, staff data, user data, or other data uploaded, submitted, or made available by a customer through the Software (“Customer Data”), the customer, clinic, or healthcare provider remains responsible for determining the purposes and manner of processing such Customer Data and for providing all required notices, consents, authorisations, and lawful bases to its patients, staff, users, and other individuals.

We process Customer Data as a service provider, processor, or authorised processor on behalf of the customer, except where we process limited account, billing, security, support, audit, usage, dispute, legal, or compliance records for our own legitimate business, operational, legal, and compliance purposes.

HOW INFORMATION IS USED

We may use Personal Data, Customer Data, Engagement Data, and other information collected through or in connection with the Services for the following purposes, where applicable:

  1. to perform pre-contractual, contractual, operational, and commercial obligations;
  2. to operate, maintain, manage, administer, secure, and improve the Services, Software, platform, websites, accounts, and related systems;
  3. to process registrations, subscriptions, invoices, payments, renewals, account administration, support requests, service communications, and customer communications;
  4. to provide customer support, technical support, troubleshooting, maintenance, updates, service notices, and administrative messages;
  5. to authenticate users, manage credentials, monitor account activity, maintain audit trails, and protect system security;
  6. to respond to enquiries, complaints, support tickets, requests, and communications;
  7. to investigate, prevent, detect, or respond to fraud, misuse, unauthorised access, security incidents, technical issues, unlawful activity, or breach of terms;
  8. to retain and process logs, billing records, support records, audit records, communications, account records, and related evidence for legal, regulatory, compliance, dispute, debt recovery, audit, accounting, tax, and enforcement purposes;
  9. to comply with applicable laws, regulations, court orders, regulatory requests, law enforcement requests, audit obligations, and internal compliance requirements;
  10. to enforce our rights, recover debts, protect our interests, obtain legal advice, respond to disputes, and conduct legal or regulatory proceedings;
  11. to analyse, measure, develop, improve, and enhance the Services, including through aggregated, anonymised, or de-identified data;
  12. to provide optional features, integrations, modules, pharmacy, prescription, patient communication, or related platform functions, where such features are enabled or requested by the customer; and
  13. for any other purpose described in this Policy, the EULA, the applicable commercial documents, or as otherwise permitted or required by law.

WE USE NON-PERSONAL INFORMATION FOR THE FOLLOWING PURPOSES:

  1. Auditing, research, measurement and analysis in order to maintain, administer, enhance and protect our Services, including analyzing usage trends and patterns and measuring the effectiveness of content, advertising, features or services;
  2. Creating new features and services;
  3. Contextual and cookie-based automated content delivery, such as tailored ads or search results;
  4. Health and medical research; public health and service activities; healthcare- and medical-related services; and
  5. Other purposes described in this Policy or your User Agreement.

We may also use non-personal information to prepare aggregate reports for current or future advertisers, sponsors or other partners to show trends about the general use of our Services. Such reports may include anonymised data such as age, gender, geographic, demographic or other general user information, but do not include personal information.

CONSENTS AND AUTHORIZATIONS:

Where you provide Personal Data directly to us, certain information may be required in order for us to provide the requested Services, support, account access, billing, communications, or other functions. If required information is not provided, we may be unable to provide the relevant Services or respond to the relevant request.

Where a customer, clinic, healthcare provider, administrator, or user uploads, submits, imports, or makes available Personal Data relating to patients, staff, users, or other individuals, that customer, clinic, or healthcare provider is responsible for ensuring that it has obtained all required notices, consents, authorisations, and lawful bases required under applicable law.

Where we receive an access, correction, deletion, withdrawal, or other Personal Data request relating to Customer Data that we process on behalf of a customer, clinic, or healthcare provider, we may redirect the requester to the relevant customer, clinic, or healthcare provider, or notify the relevant customer, clinic, or healthcare provider so that it may respond as the party responsible for the relevant data relationship.

Plexis AI Inc.
Email: [email protected]

Malaysian administrative contact / local representative:
ARIA Spectre Sdn Bhd
Email: [email protected]

For the avoidance of doubt, ARIA Spectre Sdn Bhd acts only as Malaysian administrative contact, local representative, support coordination contact, or payment collection agent, unless expressly stated otherwise in a signed order form, invoice, or written agreement.