Last updated: 2026-08-31
This policy explains, in simple and clear terms, how Colib Technology Inc. ("Colib", "we") collects, uses, discloses, retains and destroys personal information, including personal health information, on the colib platform. It applies to our two sites: the clinic and practitioner portal (www.colib.io) and the patient portal (portal.colib.io).
Colib complies with the applicable Canadian federal and provincial privacy laws, including:
colib is an electronic health record (EHR) and online booking platform used by clinics and health professionals across Canada.
When your clinic uses colib to manage your file, the clinic or the health professional remains responsible for your record: it determines which information is collected and for which purposes. Colib acts as the clinic's service provider: we host and process this information on the clinic's behalf, under strict confidentiality and security obligations.
For the information you provide directly to Colib (for example when a clinic subscribes to the platform, or when you create your patient portal account), Colib is responsible for its protection.
The information processed by the platform falls into the following categories:
We use personal information only to provide, secure, maintain and improve the platform:
Health information is never used for advertising purposes and is never sold to third parties.
Some features of the platform use an artificial intelligence component, for example the transcription of telehealth sessions and the generation of clinical note drafts. These features are enabled and triggered by your clinic and your practitioner, and the resulting note is marked as AI-generated in the record. Audio transcription is performed within colib's own infrastructure in Canada; the audio is not sent to any third-party service. Note drafts are generated by the Claude model (Anthropic) through the Amazon Bedrock managed service: your information remains stored at rest in Canada, and the AI processing itself runs in memory only, on AWS infrastructure located in Canada or the United States, over encrypted connections. The AI service does not store the content submitted to it, does not use it to train AI models, and does not share it with the model provider. By default, the audio recording and the transcript are deleted within minutes of the session, as soon as the note has been generated, unless your practitioner chooses to keep them in your record as an encrypted private document. For more details, see our artificial intelligence page.
We do not sell or rent personal information. We share personal information only with the service providers required to operate the platform, under contractual safeguards:
Some technical files needed to display our pages (script libraries, icons) are served by the public content delivery networks jsDelivr and Cloudflare, which receive the IP address of the browser requesting them. Our text fonts are hosted on our own servers: displaying our pages sends no request, and therefore no IP address, to Google Fonts.
Sentry receives technical information used to detect and correct malfunctions: the address of the page, the error and its technical context, the browser and the IP address. A page address may contain a technical reference to a record; it never contains a name, an email address or any content of a health record, and colib removes those references before transmission. Error monitoring operates on all pages, including pages where you are signed in, so that malfunctions affecting your clinic can be detected and corrected. Performance monitoring, which sends navigation timings even when nothing goes wrong, is disabled on those pages.
We may also disclose personal information where required by law, or to respond to a lawful request from an authority.
Colib's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
All personal information and health information managed by the platform is stored at rest in Canada: the AWS Canada (Montreal) region and managed services located in Canada. Backups are retained in Canada.
The following processing or access takes place outside Canada, and nothing else does:
Information processed outside Canada may be subject to the laws of the country where it is processed, including lawful requests from the courts or public authorities of that country. Communications of personal information outside Quebec also occur; every person and service provider concerned is bound by confidentiality and security obligations towards colib.
A small, fixed list of named colib administrators may attach their own account to a clinic for support and maintenance; that list is defined in the application's source code and cannot be extended without a code change. Their identity is never substituted for a user's: every action they take is written to the clinic's own audit log under their own name, where the clinic can see it.
colib applies a defence-in-depth security architecture:
For more details, see our security page.
We retain personal information only as long as necessary for the purposes described above and to meet our legal obligations.
You may access the personal information we hold about you, request that it be rectified, and withdraw your consent where applicable. You may also obtain a copy of the computerized personal information you have provided, in a structured and commonly used technological format (right to portability under Law 25).
Requests are addressed to our Privacy Officer (see the contact details below) and are answered within 30 days, as provided by law. You may also file a complaint with the Commission d'acces a l'information du Quebec or the privacy regulator of your province.
colib uses cookies and similar technologies (log files, pixels) to measure audience and improve our services. Not every part of the platform carries the same technologies:
The information transmitted to these tools is limited to: the address and the title of the page visited, the referring page, the IP address, the browser, the operating system and the device type, and a randomly generated cookie identifier. A page address may contain a technical reference to a record or to an appointment; it never contains a name, an email address, a diagnosis or any content of a health record. colib sends these tools no appointment event, no account name and no answer to a form or a questionnaire.
colib does not use the information of platform users for advertising. We do not upload client lists to Google or to Meta, we do not use advanced or audience matching, and we do not build remarketing or targeted advertising audiences from the users of the platform. The content of health records is never used for advertising purposes, and no information held by the platform is ever sold.
A clinic may also configure its own Google Analytics, Google Tag Manager or Google Ads identifiers on its public practice page and booking page. Those tags belong to the clinic, which is responsible for them; where they are enabled, a booking confirmation sends the clinic's own tags a booking reference, the name of the appointment type and the name of the clinic.
A consent banner is presented before any cookie or measurement technology that is not strictly necessary is placed on your device. Until you accept, and if you refuse, no measurement or advertising cookie is placed and no identifier is created: the Google tags operate in a restricted mode in which they store nothing on your device and receive only limited technical information -- the address of the page, the IP address and the browser -- with no identifier attached to you. The Facebook pixel and our embedded video player are not loaded at all until you accept. You can accept or refuse by category and change your choice at any time from the banner; refusing has no effect on your ability to use the platform.
Cookies are grouped into four categories, which you can accept or refuse separately. Strictly necessary cookies keep you signed in, protect the forms you submit, remember your language and your time zone, and hold a booking or a shopping cart in progress; they cannot be refused, because without them the service cannot be delivered. Functionality cookies remember minor display preferences. Performance cookies are the Google Analytics measurement cookies. Targeting cookies are the advertising cookies and those set by the embedded video player. The full list of the cookies we use, with their purpose and their lifetime, is available from the banner at any time.
You can disable cookies in your browser and opt out of these services here:
Any incident involving personal information (unauthorized access, use, disclosure or loss) is handled under a documented procedure: containment, assessment of the risk of injury, recording in our incident register, correction and notification. Where an incident presents a risk of serious injury, we notify the affected clinics and persons as well as the Commission d'acces a l'information, as required by law.
The person in charge of the protection of personal information at Colib is:
Thibault Bréboin
Privacy Officer, Colib Technology Inc.
thibault@colib.io
We may update this policy from time to time to reflect changes to our practices or for legal or regulatory reasons. The current version is always available on this page, with its effective date shown at the top.
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at support@colib.io