Privacy policy.
OHS Express Inbox for Gmail.

What this page covers

OHS Express Inbox for Gmail is a Chrome extension published by OHS Flow. It adds a sidebar to Gmail for staff at clinics that use OHS, so the clinic can see who is handling which email, sort mail by priority, and keep an email on someone's desk until it is answered.

It is used by clinic staff, on the clinic's own mailbox, at the clinic's direction. The clinic is the custodian of the information in its mailbox; OHS is the clinic's service provider and handles that information only for the clinic. This page explains what the sidebar reads, what it sends to OHS, what it keeps on your computer, what OHS keeps on its servers, for how long, and what OHS does not do.

If you are a patient or a family member, nothing on this page asks you to do anything. Your clinic decides how your information is handled; requests about your information go to your clinic.

What the sidebar does, in one paragraph

When a staff member opens Gmail on the clinic's connected mailbox, the sidebar asks them to pick their name and sign in. From then on, it shows OHS information beside the open email — its priority, its category, who has it on their desk, its history, and which patient chart it matches — and lets the staff member resolve the email, put it back for someone else, or forward it to a team at the clinic. Each of those actions is recorded in the clinic's OHS account so the clinic knows the email was handled, and by whom.

The sidebar works only on Gmail tabs, and only when the Gmail account signed in on that tab is the clinic's connected mailbox. On any other Google account it stays out of the way.

What the sidebar reads on the Gmail page

To do its job, the sidebar reads a few things from the Gmail page you are looking at:

• the address of the Gmail account signed in on that tab — compared on your computer with the clinic's connected mailbox, to decide whether the sidebar should appear at all. This address is never sent anywhere.
• for the rows in your email list and the email you have open: Gmail's message and thread identifiers, the sender and the subject;
• your own Send clicks in Gmail, and whether the message was a reply or a forward, so the sidebar can mark the email as handled.

The sidebar never changes your Gmail: it does not change labels, does not mark mail read or unread, and does not alter, delete or send any message on its own. It does not read your Google account, your contacts, your calendar or any other site.

What the sidebar sends to OHS

The sidebar talks only to your clinic's own OHS address (for example, your clinic's OHS site). It sets no cookies and contains no advertising, analytics or tracking code from anyone else.

What OHS shows you, and keeps only in memory

While you are signed in, the sidebar receives from OHS and displays the open email's priority and category, its status, who has it on their desk, its history at the clinic, the clinic's forward teams, the patient chart it matches (the child's name and chart number, from the clinic's own patient roster in OHS), and how often the sender has written. This is clinic information, shown to you because you are signed in as clinic staff. The sidebar keeps it in memory only; none of it is written to Chrome's storage and it is gone when the sidebar closes.

What OHS keeps on its servers, where, and for how long

The sidebar's records live in your clinic's own OHS account — a database that holds only that clinic's information, hosted in Canada. OHS keeps, for the sidebar:

• The activity record: for each email opened or acted on through the sidebar, who did it, when, what they did, and the Gmail message identifier. This is the point of the sidebar: it lets the clinic see that an email was handled, and by whom.
• Forward records, including any note typed by the staff member.
• Approvals of browser profiles (the code and a hash of the secret), until removed by the clinic's administrator.
• Your sign-in details, held the way any system holds them: never in readable form.

How long. Activity and forward records are kept for as long as your clinic uses OHS. When the clinic's agreement with OHS ends, or when the clinic asks, they are deleted with the rest of the clinic's OHS data. OHS does not apply an automatic shorter deletion period to these records today; if your clinic sets a retention period for them, that period applies and this page will say so.

Who can see the activity record. Your clinic's owner and managers, through the clinic's OHS account, and OHS support staff when the clinic asks for help. Records are visible per staff member because that is what they are for; your clinic's own policy on electronic monitoring describes how it uses them.

What is stored on your computer

Removing the extension clears everything it stored in Chrome.

The Chrome Web Store disclosures, explained

The Chrome Web Store asks every extension to say which kinds of data it handles. Here is what each box means for this sidebar:

What OHS does, and does not do, with this information

OHS uses the information above for one purpose: to run the sidebar for your clinic, as the clinic directs.

OHS does not:

• sell or rent any of it, or share it with anyone except the service providers that host OHS for the clinic (listed on the OHS Privacy page);
• use it for advertising, or for any purpose unrelated to running the sidebar for your clinic;
• use it to determine creditworthiness or for lending;
• use it to train or improve any AI model;
• run any code in the sidebar that is loaded from outside the extension package.

OHS's use of information received from Google APIs — your clinic's connected mailbox — adheres to the Google API Services User Data Policy, including the Limited Use requirements. The mailbox connection itself is made by your clinic, not by the sidebar, and is described on the OHS Privacy page.

Security, in plain words

• Everything the sidebar sends travels over an encrypted connection (HTTPS) to your clinic's OHS address only.
• Your session ends when you sign out, switch person, go idle past the clinic's limit, or close the last Chrome window — so the next person at a shared computer does not work under your name.
• Your password or PIN is used once per sign-in and is not stored by the sidebar.
• A browser profile must be approved by your clinic's administrator, one at a time, before the sidebar will sign anyone in on it. Approvals can be removed at any time by the clinic.
• The sidebar cannot act on your Gmail by itself: it changes no labels, reads no other sites, and sends no email.

Your choices

• Sign out from the sidebar at the end of your shift, or close the last Chrome window.
• Remove the extension from Chrome to clear everything it stored on your computer.
• Ask your clinic to see the activity records that name you; the clinic can produce them from its OHS account.
• Patients and families: requests to see or correct your information go to your clinic, which is the custodian; OHS helps the clinic answer them.

Changes to this page

When the sidebar changes what it reads, sends or stores, this page changes with it, with a new version number and date. Earlier versions are kept.

Contact