Last Updated: February 10, 2026
1. Introduction
This Privacy Policy describes how SigmaRPA Inc., operating as DoraMed ("DoraMed," "we," "our," "us") collects, uses, and protects information obtained through our marketing website at https://www.doramed.ai (the "Website").
IMPORTANT: This Privacy Policy applies only to our public marketing website. Healthcare providers who use the DoraMed referral management platform to process patient referrals are subject to a separate, comprehensive Privacy Policy and Terms of Service that comply with the Personal Health Information Protection Act (PHIPA) and other applicable health privacy legislation.
For information about how DoraMed handles patient information within our platform, please contact [email protected].
2. Acceptance of Terms
By accessing this Website, submitting information through our contact forms, or subscribing to our communications, you agree to the terms of this Privacy Policy. If you do not agree, please do not use this Website or submit your information.
We may update this Privacy Policy from time to time. Changes will be posted at https://www.doramed.ai/privacypolicy
with an updated "Last Updated" date. Your continued use of the Website after changes are posted constitutes acceptance of the revised policy.
3. What Information We Collect
We collect only basic business contact information when you interact with our Website. We do NOT collect any patient information, protected health information, or personal medical data through this Website.
3.1 Information You Provide to Us
When you fill out a contact form, request a demo, or subscribe to our communications, we may collect:
Your name and job title
Clinic or organization name
Business email address
Business phone number (if provided)
Medical specialty or practice area
Approximate referral volume or practice size
Current EMR system (if applicable)
General questions or comments about your referral management needs
IMPORTANT: Please do not include any patient names, case details, medical records, or other protected health information in any forms, emails, or communications through this Website.
3.2 Automatic Information Collection
When you visit our Website, we automatically collect certain technical information through cookies, pixels, and similar technologies:
IP address and geolocation data (city/region level)
Browser type and version
Device type (desktop, mobile, tablet)
Operating system
Pages visited and time spent on pages
Referring website or source
Date and time of visit
Click behavior and scrolling patterns
Form interactions (whether forms were started or completed)
Search queries entered on our Website
This information is collected through:
Our own analytics tools
Google Analytics
Meta/Facebook Pixel
CRM tracking scripts
Other third-party marketing and analytics tools
3.3 Cookies and Similar Technologies
We use cookies and similar tracking technologies to improve your experience and analyze how visitors use our Website. Cookies are small text files stored on your device by your web browser.
Types of Cookies We Use:
Essential Cookies: Required for the Website to function properly (e.g., form submission, navigation). These cannot be disabled without affecting Website functionality.
Analytics Cookies: Help us understand how visitors use our Website through services like Google Analytics. These track page views, user journeys, time spent on pages, bounce rates, exit pages, and traffic sources.
Marketing/Advertising Cookies: Allow us to measure advertising effectiveness and show you relevant advertisements on other platforms. These include Meta/Facebook Pixel, Google Ads conversion tracking, remarketing tags, and custom audience creation.
Preference Cookies: Remember your settings and preferences for future visits.
Managing Cookies:
You can control cookie preferences through your browser settings:
Block all cookies (may affect Website functionality)
Delete existing cookies
Set your browser to notify you when cookies are set
To opt out of specific tracking:
Google Analytics: https://tools.google.com/dlpage/gaoptout
Facebook advertising: https://www.facebook.com/ads/preferences
Network Advertising Initiative: http://optout.networkadvertising.org/
4. Advertising and Marketing Technologies
4.1 Meta/Facebook Pixel
We use the Meta Pixel (formerly Facebook Pixel) to:
Track conversions from Facebook and Instagram advertisements
Build custom audiences for targeted advertising
Measure advertising campaign effectiveness
Display relevant advertisements on Facebook and Instagram
Create lookalike audiences based on Website visitors
The Meta Pixel collects:
Pages you visit on our Website
Actions you take (form submissions, button clicks, downloads)
Device and browser information
IP address
Unique identifiers
This information is shared with Meta Platforms Inc. and is subject to Facebook's Data Policy.
Data Storage: Meta processes this data on servers located in the United States and other countries. By using our Website, you consent to this international data transfer.
Opting Out of Meta Advertising:
Facebook Ad Preferences
Digital Advertising Alliance
Your browser's privacy settings
4.2 Remarketing and Retargeting
We may use remarketing services to advertise to you after you've visited our Website. This means you may see our advertisements on other websites or platforms. Remarketing services we may use include:
Google Ads Remarketing
Meta/Facebook Custom Audiences
LinkedIn Marketing Solutions
These services use cookies and similar technologies to show you relevant ads based on your visit to our Website. You can opt out of these services through the respective platform's advertising settings or through the Digital Advertising Alliance's opt-out page.
5. Customer Relationship Management and Marketing Automation
We use third-party CRM platforms as our customer relationship management and marketing automation solution. When you submit information through our Website or interact with our marketing communications, your information is stored and processed in our CRM system.
CRM Services Include:
Contact management and CRM database
Email marketing and automation
SMS/text message marketing (with your consent)
Call tracking and call recording
Appointment and demo scheduling
Marketing analytics and reporting
Landing page hosting
Workflow automation
Information Stored in Our CRM:
Contact information (name, email, phone number)
Organization details (clinic name, specialty, size)
Communication history (emails sent/received, texts, call logs)
Website activity and engagement tracking
Form submissions and conversion data
Appointment and demo scheduling information
Custom fields related to your practice and interests
Consent records (email, SMS, phone)
Data Location: Our CRM provider stores data on servers in the United States. By providing your information, you consent to this transfer and processing in the United States, where data protection laws may differ from Canadian laws.
6. SMS/Text Message Marketing
If you provide your mobile phone number and consent to receive text messages from DoraMed, we may send you:
Appointment and demo reminders
Product updates and announcements
Educational content about referral management
Limited promotional offers (maximum 4 per month)
Important service notifications
SMS Consent Requirements:
By providing your phone number and checking the SMS consent box, you agree to receive text messages from DoraMed.
Unsubscribing from SMS:
Reply STOP to any text message from DoraMed
Email [email protected] with your phone number and "Unsubscribe SMS" in the subject line
Your opt-out will be processed immediately
7. Call Tracking and Recording
We may use call tracking services to understand how visitors find us and to improve our services.
Call Tracking:
Dynamic phone numbers on our Website may be used to track which marketing sources generate calls
Call tracking data includes call duration, caller location (city/region), and marketing source
Call Recording:
Some calls to DoraMed may be recorded for quality assurance, training, and record-keeping purposes
You will be notified at the beginning of a call if it is being recorded
By continuing with the call after the notification, you consent to recording
If you do not consent, you may request to speak with someone without being recorded, though this may limit our ability to provide certain services
Call Recording Retention:
Call recordings are retained for up to 2 years and are accessible only to authorized personnel for the purposes described above.
8. How We Use Your Information
We use the information collected through this Website for the following business purposes:
8.1 Core Business Operations:
To respond to your inquiries and information requests
To schedule product demonstrations and consultations
To provide information about DoraMed's services
To process your requests and fulfill your orders (if applicable)
To manage your account and relationship with DoraMed
8.2 Marketing Communications:
To send newsletters, product updates, and educational content (with your consent)
To send promotional emails about DoraMed services and features
To send SMS/text messages (with your express consent)
To make follow-up phone calls regarding your inquiries
8.3 Website Improvement:
To improve our Website functionality and user experience
To analyze Website traffic and usage patterns
To understand visitor preferences and behavior
To optimize navigation and content
8.4 Product Development:
To develop new features and services based on aggregated feedback
To improve our AI and machine learning models using anonymized, aggregated data
To understand market needs and trends
8.5 Security and Compliance:
To detect and prevent fraud, abuse, or security incidents
To comply with legal obligations
To enforce our Terms of Service
9. Your Consent for Marketing Communications
9.1 Email Communications:
When you provide your email address and consent to receive emails, you agree to receive:
Product announcements and updates
Educational content about healthcare referral management
Industry news and insights
Promotional offers and special announcements
Event invitations and webinar announcements
You can unsubscribe at any time by clicking the "Unsubscribe" link at the bottom of any email.
9.2 Phone Communications:
By providing your phone number and indicating interest in DoraMed's services, you consent to receive phone calls from DoraMed for:
Follow-up on your inquiries
Scheduling demonstrations
Providing requested information
You may opt out of phone communications at any time by informing us during a call or by contacting [email protected].
9.3 CASL Compliance:
We comply with Canada's Anti-Spam Legislation (CASL). We will only send you commercial electronic messages if we have your express or implied consent, as defined under CASL. You can withdraw your consent at any time using the methods described above.
10. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
10.1 Service Providers and Subcontractors:
We share information with trusted third-party service providers who assist us in operating our business:
CRM and marketing automation platforms
Email service providers
Analytics providers (Google Analytics, etc.)
Advertising platforms (Meta, Google Ads, etc.)
Cloud hosting providers
Communication tools (calendaring, video conferencing)
These providers are contractually bound to use your information only for the purposes we specify and to protect your information in accordance with applicable law.
10.2 Legal Requirements and Protection of Rights:
We may disclose your information if required to do so by law or if we believe in good faith that such action is necessary to:
Comply with a legal obligation, subpoena, or court order
Protect and defend our rights or property
Prevent or investigate possible wrongdoing in connection with the Website
Protect the personal safety of users of the Website or the public
Protect against legal liability
10.3 Business Transfers:
If DoraMed or SigmaRPA Inc. is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Website of any change in ownership or uses of your personal information.
10.4 With Your Consent:
We may share your information for other purposes with your explicit consent.
11. How We Protect Your Information
We implement reasonable administrative, technical, and physical security measures to protect your information from unauthorized access, loss, misuse, or alteration.
11.1 Technical Safeguards:
Secure Socket Layer (SSL) encryption for data transmission
Encrypted data storage
Secure cloud hosting with reputable providers
Regular security patches and software updates
Firewall protection and intrusion detection
Malware and virus protection
11.2 Administrative Safeguards:
Access to information restricted on a need-to-know basis
Employee training on privacy and security
Confidentiality agreements for all staff and contractors
Regular security policy reviews and updates
Incident response procedures
11.3 Physical Safeguards:
Data centers with restricted physical access
Secure disposal of physical media
11.4 Limitations:
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information using commercially reasonable means, we cannot guarantee absolute security.
11.5 Your Responsibilities:
You are responsible for maintaining the confidentiality of any account credentials and for any activity that occurs under your account. Please notify us immediately of any unauthorized use of your account.
12. Data Retention
We retain your information for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law.
Contact and business information: Retained for the duration of our business relationship plus 7 years for legal and regulatory compliance
Marketing consent records: Retained for 3 years after consent is withdrawn
Website analytics data: Retained for up to 26 months
Call recordings: Retained for up to 2 years
Communication logs: Retained for 3 years
You may request deletion of your information at any time, subject to legal retention requirements.
13. Your Privacy Rights
Subject to applicable law, you have certain rights regarding your personal information:
Access: You may request a copy of the personal information we hold about you.
Correction: You may request that we correct any inaccurate or incomplete information.
Deletion: You may request that we delete your personal information, subject to legal retention requirements.
Opt-Out: You may opt out of receiving marketing communications at any time by:Clicking "Unsubscribe" in any emailReplying STOP to any text messageContacting us at [email protected]
Data Portability: You may request a copy of your information in a structured, commonly used format.
How to Exercise Your Rights:
To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.
14. International Data Transfers
While SigmaRPA Inc. is a Canadian company, some of the third-party services we use may store or process your information in the United States or other countries. By using our Website, you consent to the transfer of your information to countries outside of Canada, which may have different data protection laws.
When your information is transferred to the United States, it may be subject to access by US government authorities under applicable US laws. We take reasonable steps to ensure that our service providers maintain appropriate safeguards to protect your information, including:
Contractual data protection clauses
Selecting providers with recognized security certifications
Limiting data sharing to what is necessary for the service
15. Children's Privacy
Our Website is intended for business professionals and is not directed at children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at [email protected] and we will take steps to delete such information.
16. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
SigmaRPA Inc. (operating as DoraMed)
132 Trafalgar Rd, Oakville, ON L6J 3G5, Canada
Email: [email protected]
We will respond to your inquiry within 30 days of receipt.
17. Governing Law
This Privacy Policy shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflicts of law principles.
This Privacy Policy is subject to:
Personal Information Protection and Electronic Documents Act (PIPEDA)
Canada's Anti-Spam Legislation (CASL)
Personal Health Information Protection Act (PHIPA) – for our platform services
Other applicable federal and provincial privacy legislation
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons.
When we make changes:
We will update the "Last Updated" date at the top of this page
For material changes, we will provide notice through our Website or by email
Your continued use of the Website after changes are posted constitutes acceptance of the revised policy
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.