Effective Date: March 22, 2026
Kalix, Inc. (“Kalix,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information collected through the Kalix Client Portal mobile application (the “App”).
This Privacy Policy describes how we collect, use, disclose, and safeguard information when individuals access or use the App. The App is made available to clients and patients of healthcare and wellness practices that use the Kalix platform.
By accessing or using the App, you acknowledge that you have read and understood this Privacy Policy.
1. Scope
This Privacy Policy applies to information collected through the Kalix Client Portal App, including when users:
create or access an account;
log in securely;
view appointments, forms, invoices, or shared records;
complete intake forms, questionnaires, or other documents;
send or receive messages;
upload files, images, or documents;
participate in telehealth sessions;
receive push notifications; and
make payments through the App, where available.
This Privacy Policy does not govern the privacy practices of any healthcare provider, clinic, or practice using Kalix. Each provider or practice may maintain its own privacy notice, notice of privacy practices, or other policies governing its use of patient information.
2. Information We Collect
Depending on how the App is used and the features enabled by a healthcare provider or practice, we may collect the following categories of information:
2.1 Account Access and Authentication Information
Kalix uses passkeys for login and account access. As a result, the App does not require users to create a traditional username and password for authentication.
In connection with account access and security, Kalix may process authentication-related information necessary to support passkey-based login, session management, security, and fraud prevention.
If a healthcare provider or practice makes profile information available to a user through the App, such information is provided and managed through the provider’s use of the Kalix platform rather than collected directly by the App for account registration purposes.
2.2 Health and Care-Related Information
Where the App is used in connection with healthcare or wellness services, we may collect, process, store, display, and transmit information such as:
intake forms and questionnaires;
medical, health, wellness, or nutrition-related information;
appointment details;
chart-related information made available to the client or patient;
files, images, and documents uploaded through the App; and
communications between users and their provider or practice.
Such information may be shared with, and made available to, the user’s healthcare provider, clinic, or practice through the Kalix platform in connection with the care, services, scheduling, billing, communication, recordkeeping, and other practice operations being provided to the user.
2.3 Payment and Billing Information
If payment functionality is enabled by the healthcare provider or practice, payments may be processed through the provider’s own Stripe or Square account linked to Kalix. The provider chooses whether to use Stripe or Square, if any.
Kalix may receive limited payment-related information necessary to support billing workflows, such as invoice details, payment status, transaction confirmations, and related records.
Kalix does not store credit card information and does not have access to users’ full credit card details. Payment card information is collected and processed directly by the provider’s selected payment processor, such as Stripe or Square, through the provider’s own account.
2.4 Device, Technical, and Usage Information
We may automatically collect certain device and technical data, including:
device type;
operating system;
app version;
IP address;
device identifiers;
language and regional settings;
usage activity within the App;
crash reports;
diagnostic data; and
analytics information regarding how the App is used.
2.5 Notification Information
If users enable notifications, we may collect information necessary to send push notifications, reminders, and service-related alerts through the App.
3. Sources of Information
We collect information from one or more of the following sources:
directly from users, such as when they complete forms, upload files, send messages, join telehealth sessions, or make payments;
from the healthcare provider or practice that invited the user to the App or uses Kalix to provide services;
automatically from devices and the App environment, including through analytics, diagnostics, crash reporting tools, and authentication technologies such as passkeys; and
from service providers that support payment processing, messaging, telehealth, hosting, analytics, or other App functionality.
4. How We Use Information
We may use the information collected through the App for the following purposes:
to provide, operate, maintain, and improve the App and related services;
to authenticate users through passkey-based login and maintain account security;
to enable users to view and manage appointments, records, forms, invoices, and other portal features;
to facilitate communications and messaging between users and their healthcare provider or practice;
to support telehealth and virtual care functionality;
to support payment workflows and maintain related billing and transaction records;
to send service-related communications and push notifications;
to monitor performance, analyze usage, troubleshoot issues, and improve functionality;
to detect, investigate, and help prevent fraud, unauthorized access, security incidents, and misuse;
to enforce applicable terms, policies, and contractual rights; and
to comply with legal, regulatory, and contractual obligations.
5. How We Disclose Information
Kalix does not sell personal information collected through the App.
We may disclose information in the following circumstances:
5.1 To Healthcare Providers and Practices
Information entered into the App, submitted through the App, uploaded through the App, or otherwise made available through the App may be disclosed to, shared with, and accessed by the healthcare provider, clinic, or practice that provides services to the user and uses the Kalix platform.
5.2 To Service Providers
We may disclose information to third-party vendors and service providers that perform services on our behalf or support the operation of the App, including providers of:
cloud hosting and infrastructure;
authentication and security services;
analytics and crash reporting;
messaging and communications tools;
push notification services;
telehealth functionality;
file storage and transmission;
payment processing services, including processors used through a healthcare provider’s linked Stripe or Square account; and
customer support tools.
These service providers are authorized to use information only as necessary to provide services to Kalix or its customers and subject to applicable contractual and confidentiality obligations.
Kalix maintains administrative, technical, and physical safeguards designed to support compliance with applicable healthcare privacy and security laws and requirements. For additional information, please see Kalix’s Security & Privacy page.
5.3 For Legal and Compliance Purposes
We may disclose information where required or permitted by applicable law, including where we reasonably believe disclosure is necessary to:
comply with a subpoena, court order, legal process, or regulatory request;
enforce our agreements, policies, or rights;
protect the rights, property, safety, or security of Kalix, users, customers, or others;
detect, investigate, or prevent fraud, security incidents, or illegal activity; or
respond to lawful requests from public authorities.
5.4 Business Transactions
Information may be disclosed or transferred in connection with an actual or proposed merger, acquisition, financing, restructuring, reorganization, sale of assets, bankruptcy, or similar corporate transaction.
6. Healthcare Information
Kalix provides software and related services to healthcare and wellness practices. In certain circumstances, Kalix may collect, process, maintain, or transmit health-related information on behalf of those practices.
Where applicable, such information may be subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and other applicable privacy and security laws. In many cases, the healthcare provider or practice, rather than Kalix, is responsible for determining how patient information is used, responding to requests relating to medical records, and providing any legally required privacy notices.
Questions regarding the provider’s handling of health information should be directed to the relevant provider or practice.
7. Analytics, Diagnostics, and Crash Reporting
Kalix may use analytics, diagnostics, and crash reporting tools to understand how the App is used, maintain performance, identify technical issues, and improve the user experience. These tools may collect device information, usage patterns, error logs, and similar technical data.
8. Push Notifications
If enabled by the user or the device settings, the App may send push notifications relating to appointments, reminders, messages, forms, billing activity, or other service-related matters. Users can generally manage push notification preferences through their device settings.
9. Telehealth, Messaging, and File Uploads
The App may allow users to participate in telehealth sessions, send messages, and upload documents, photos, or other files. Information shared through these features may be collected, processed, stored, and made available to the relevant healthcare provider or practice in connection with the services being provided.
Users should avoid submitting information they do not wish to share through these functions.
10. Data Retention
Kalix retains information for as long as reasonably necessary to:
provide the App and associated services;
support the healthcare provider or practice’s use of the Kalix platform;
maintain appropriate business and legal records;
comply with legal, regulatory, tax, accounting, and contractual obligations; and
resolve disputes and enforce agreements.
Retention periods may vary depending on the type of information, the provider or practice’s configuration, and applicable law.
11. Security
Kalix uses reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction.
However, no method of transmission over the internet and no method of electronic storage is completely secure. Accordingly, Kalix cannot guarantee absolute security.
Users are responsible for safeguarding access to their devices and passkey credentials and should promptly notify their healthcare provider or practice if they believe their account has been compromised.
12. Account Deletion and User Requests
Users who wish to request deletion of their App account or have questions about their use of the App should contact their healthcare provider or practice directly.
Please note that deleting App access or an App account may not result in deletion of information that a healthcare provider or practice is required or permitted to retain under applicable law, regulation, or professional recordkeeping requirements.
Depending on applicable law and the role of the healthcare provider or practice, users may also have rights to request access to, correction of, or restrictions on certain personal information. In many cases, such requests must be directed to the relevant provider or practice.
13. Children’s Privacy
The App is not intended for independent use by children without the involvement of a parent, legal guardian, or healthcare provider. In some circumstances, a parent, guardian, or provider may use the App in connection with services provided to a minor.
If you believe personal information has been collected through the App inappropriately, please contact your healthcare provider or practice.
14. International Data Transfers
Information collected through the App may be stored or processed in countries other than the country in which the user resides. Where required by applicable law, Kalix takes reasonable steps designed to ensure that appropriate safeguards are in place for such transfers.
15. Third-Party Services
The App may rely on or integrate with third-party services, including providers of payments, communications, telehealth, analytics, or hosting. For payment processing, a healthcare provider or practice may choose to use its own Stripe or Square account linked to Kalix. Payment card information is processed directly by the provider’s selected payment processor and is not stored by Kalix. Kalix does not have access to full credit card information. Kalix is not responsible for the privacy practices of third parties except as required by applicable law or contract. Users should review the applicable privacy policies of those third parties where relevant.
16. Changes to This Privacy Policy
Kalix may update this Privacy Policy from time to time. When we do, we will post the updated version on our website or otherwise make it available through the App and update the Effective Date above.
Continued use of the App following any update constitutes acceptance of the revised Privacy Policy to the extent permitted by applicable law.
17. Contact Information
If you have questions about your use of the App, your account, your records, or requests relating to deletion, access, or correction, please contact your healthcare provider or practice directly.
Healthcare providers or practices may contact Kalix regarding technical support or privacy-related questions at:
Kalix, Inc.
1968 S. Coast Hwy #877
Laguna Beach, CA 92651
Email: [email protected]