Legal, Privacy, and Compliance

Who We Are

COADIA provides software and services that turn routine clinical conversations into standards ready datasets for real world evidence and clinical research in CNS and psychiatry.

Data We Process

• Clinical audio and derived transcripts with time stamps, captured with consent
• Structured features such as symptom mentions, adverse event mentions, and clinical assessments when configured by the client
• Operational metadata such as user IDs, device type, time stamps, and audit logs

Controller vs Processor

For sponsor projects and provider deployments, COADIA generally acts as a processor or business associate handling data on behalf of the client.

For our public website and marketing tools, COADIA acts as a controller of site visitor data per our Privacy Notice.

Clinical Capture

We require explicit consent for recording. We provide state aware consent flows and store consent artifacts alongside each session's lineage.

Clients are responsible for using our consent modules in a manner that meets their local legal and institutional requirements.

Website and Marketing

See our Privacy Notice and Cookie Notice for site visitor data, preferences, and opt out options.

Standards First

COADIA outputs are mapped to CDISC SDTM where applicable and use MedDRA terminology for adverse event concepts, as required or expected in sponsor workflows. FDA programs describe SDTM and ADaM as submission standards, and FAERS uses MedDRA for AE terminology.

Clip to Cell Lineage

Each derived variable links back to the source media time span and transcript token range.

We maintain a machine readable lineage manifest to support audit and reproducibility.

Frameworks We Align To

• HIPAA Privacy and Security Rules where applicable to client projects in the United States
• US state privacy laws such as California CPRA for site visitors
• GDPR and UK GDPR when we act as controller for EU and UK visitors or when clients determine applicability

Data Subject Rights

When COADIA acts as processor, we assist clients in responding to access, correction, deletion, and restriction requests according to the contract.

When COADIA acts as controller for website data, see our Privacy Notice for submission instructions.

Retention

We retain data only as long as needed to provide the service, meet legal or contractual obligations, or as otherwise set forth in the governing agreement and our retention schedule. On expiration, we delete or return client data as directed.