Ionyx team confidentiality

1. Who this is for

This agreement is for everyone who uses the Ionyx team panel, whether they are an employee, a contractor, a director or a volunteer. "Ionyx" means Ionyx AI. "You" means the person signing.

The team panel lets you see people's accounts, health checks, support messages, safety flags, provider records, the record access log and reports. Much of it is sensitive personal data under the Data Protection (Privacy of Personal Information) Act, 2003.

2. What is confidential

Treat all of these as confidential:

• anything about a patient, including their identity, health, checks, messages, visits and documents
• anything about a provider that is not on their public profile, including their licence documents and private details
• support conversations and team notes
• safety reviews and decisions
• passwords, login codes, keys and how Ionyx's security works
• Ionyx's business plans, finances and unreleased work

3. Only what you need

• Open a person's information only when you need it for a task, such as answering their message, checking a provider, reviewing a safety flag or answering a request for their data.
• Never look up someone out of curiosity. This includes friends, family, colleagues, public figures and yourself.
• Use the least information that gets the task done.

4. Everything is logged

• Everything you open and do in the team panel is recorded in "Who did what" with the name you chose, the time and the page.
• Your notes, replies, claims and safety decisions are signed with that name.
• Ionyx reviews the log. Access without a good reason is a serious breach.

5. Signing in

• At "Who's working?", always choose your own name. Never act under someone else's name.
• Never share the 6-digit login code or the password with anyone.
• Only tick "trust this browser" on a device that Ionyx has approved, that only you use and that has a screen lock.
• Sign out when you finish. Never leave the panel open on an unlocked screen.
• Do not use the team panel on a public or shared computer or on public Wi-Fi without a trusted phone hotspot of your own.

6. Copying, downloading and sharing

• Only download reports, CSV files or a person's data when your task needs it. Delete the file as soon as the task is done.
• Only send a person their own data. Check who they are first.
• Do not take screenshots or photos of personal information except as part of your work.
• Do not put personal information into email, chat apps, personal notes or AI tools outside Ionyx.
• Share information with a provider or anyone else only when the person has agreed or the law requires it.

7. Talking to people

• Replies you send go out as "Ionyx Support". Be accurate, kind and brief.
• Do not give medical advice unless you are a licensed clinician acting in that role. Point people to Ion, a provider, 919 or 911.
• If someone may be in danger, tell them to call 919 or 911. For thoughts of self-harm, also give the Bahamas Crisis Centre number, 242-328-0922. Then tell the medical lead at once.
• Never discuss a patient or provider outside work.

8. Safety decisions

When you decide on a safety flag, write a true and complete reason. Safety decisions are kept as the safety record. Never delete or change one to hide a mistake.

9. Mistakes and breaches

Tell the medical lead and techsupport@ionyxai.com at once if any of these happen. The latest is the same day:

• you opened, sent or shared information by mistake
• you think someone else saw information they should not have
• a device you use for Ionyx is lost or stolen
• you think your login or a login code was seen by someone else

Reporting a mistake quickly is always the right thing to do. Ionyx may need to tell the people affected and the Data Protection Commissioner.

10. When you leave

• Return or delete all Ionyx information and devices.
• Your access ends on your last day.
• Your duty of confidentiality continues after you leave, without an end date.

11. If these rules are broken

Breaking these rules may lead to your access being removed, your work with Ionyx ending and legal action. Some breaches may also be offences under the law.

12. Signing

By typing your full name and ticking the box, you agree to these rules. We record your name, the version, the date and time. We ask you to sign again each year and when the wording changes.