Privacy Policy

1. Who we are

Medaibility is a medical and residency admissions platform operated by 17482787 Canada Inc., a corporation registered in Canada (“Medaibility”, “we”, “us”, or “our”). Our platform is accessible at medaibility.com and app.medaibility.com.

You can reach us at support@medaibility.com.

2. What this policy covers

This Privacy Policy describes how we collect, use, disclose, and protect personal information when you use our website and platform, including our SaaS tools (CASPer Lab, Essay Writer, CV Generator, QBank, Flashcards) and our coaching services for medical school and residency applicants in Canada and the United States.

It does not apply to third-party websites or services linked from our platform. Those services have their own privacy policies and we encourage you to review them.

By using Medaibility, you agree to the collection and use of your information as described in this policy.

3. What we collect

Account and profile information

When you register, we collect your name, email address, password, and profile details you provide, such as target schools and residency programs, application cycle, country of application (Canada, United States, or both), and academic background.

Content you submit

We collect the content you create or upload on our platform, including personal statements, essays, CV drafts, CASPer practice responses, video recordings, flashcard sets, and any other materials you submit for review or feedback.

Coaching information

If you purchase a coaching plan, we collect:

• Your intake form responses gathered before coach matching, including goals, target programs, and application timeline
• Documents you submit for coaching review such as personal statements, CVs, and research drafts
• Session notes and action items logged by your coach following each session
• Communications between you and your coach conducted through our platform
• Session recordings where you have provided consent
• Your coaching plan entitlement usage, including calls completed, review credits used, and remaining balance

Payment information

We collect billing information necessary to process your subscription or one-time payment. Payment card details are processed directly by Stripe and are not stored on our servers. We retain a record of your plan, billing cycle, and transaction history.

Usage and technical data

We automatically collect information about how you use our platform, including pages visited, features used, time spent, session data, IP address, browser type, device type, and operating system.

Communications

If you contact us by email or through our support channels, we retain those communications.

Marketing preferences

If you opt in to receive marketing communications, we store your contact details and preferences for that purpose.

4. How we use it

We use your information to:

• Create and manage your account and provide access to our platform and tools
• Match you with an appropriate coach based on your program targets, application cycle, and profile
• Deliver coaching services, facilitate sessions, track your progress against your coaching plan, and send session reminders and summaries
• Process payments and manage your subscription
• Provide AI-powered feedback on your practice responses, essays, and other submissions
• Personalize your experience based on your program targets and application profile
• Send transactional emails such as receipts, session confirmations, coach introductions, review notifications, and account notices
• Send marketing and promotional communications where you have opted in
• Analyze usage patterns to improve our platform and develop new features
• Detect and prevent fraud, abuse, or unauthorized access
• Comply with our legal obligations

Our legal basis for processing your information is the performance of our contract with you (delivering the services you paid for), our legitimate interests in improving our platform and communicating with users, your consent where you have given it, and compliance with applicable law.

5. Who we share it with

We do not sell your personal information.

We share your information with the following categories of third parties:

Payment processing

Stripe, Inc. processes all payment transactions. Stripe’s privacy policy is available at stripe.com/privacy.

Coaching operations

Your intake form responses, profile, program targets, plan entitlements, and application details are shared with the coach assigned to you so they can prepare for and deliver your sessions. Session notes and document feedback written by your coach are stored on our platform and are visible to you and authorized Medaibility staff. Medaibility administrators may access coaching records for quality assurance and dispute resolution purposes.

Video conferencing

Coaching sessions are conducted via Google Meet. Google’s privacy policy applies to those sessions and any recordings made within that platform.

CRM and communications

We use GoHighLevel to manage client relationships and send certain automated communications. Your name, email address, plan details, and status may be stored in that system.

AI service providers

Our AI-powered features rely on third-party AI providers to generate feedback and suggestions. Content you submit for AI analysis may be transmitted to these providers. We contractually require them not to use your content to train their models without your consent. See Section 6 for more detail.

Analytics

We use analytics tools to understand how our platform is used. These tools may collect anonymized or aggregated usage data.

Legal and safety

We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Medaibility, our users, or the public.

Business transfers

If Medaibility is acquired, merged, or sold, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

6. AI features

Medaibility uses AI to provide feedback on CASPer practice responses, essays, and other content you submit. When you use these features, your submission is sent to an AI model for processing.

We do not use your personal submissions to train AI models without your explicit consent. Where our AI providers process your content, we have contractual protections in place to prevent them from using it for model training.

AI-generated feedback is for practice and guidance purposes only. It does not constitute professional admissions advice and does not guarantee any outcome in medical school or residency applications.

You can contact us at support@medaibility.com if you have questions about how AI features handle your content.

7. Coaching sessions and recordings

If your coaching plan includes recorded sessions, we will notify you before any session is recorded and obtain your consent. Recordings are stored securely and are accessible only to you, your coach, and authorized Medaibility staff.

You may request deletion of a session recording at any time by contacting support@medaibility.com. Coaching sessions conducted via Google Meet are subject to Google’s own privacy and data retention policies in addition to ours.

Coaching is an educational service. Session notes, feedback, and communications related to your coaching engagement may be retained by Medaibility for quality assurance, dispute resolution, and service improvement purposes.

8. Marketing messages (email, SMS, calls)

We may send you marketing emails about our products, features, and promotions if you have opted in or if you are an existing user and we are communicating about similar services, in accordance with Canada’s Anti-Spam Legislation (CASL).

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any marketing email or by contacting us at support@medaibility.com. Opting out of marketing does not affect transactional messages related to your account or subscription.

We do not send unsolicited SMS messages without your prior consent. If you have provided consent to receive SMS, you can opt out by replying STOP to any message or contacting us directly.

9. Cookies and tracking

We use cookies and similar tracking technologies on our website and platform.

Essential cookies are required for the platform to function. They manage your login session and keep you authenticated. You cannot opt out of these while using the platform.

Analytics cookies help us understand how visitors use our site, which pages are most visited, and where improvements are needed. We use this data in aggregate form.

Marketing cookies may be placed by third-party advertising tools to track the effectiveness of our marketing campaigns. These are only active where you have given consent.

You can manage cookie preferences through your browser settings. Note that disabling cookies may affect the functionality of certain parts of our platform.

10. Where your information is stored

Medaibility is operated by a Canadian company. Your data is primarily stored on servers located in Canada and the United States through cloud infrastructure providers.

If you are located outside Canada or the United States, please be aware that your information may be transferred to and processed in those jurisdictions, which may have different data protection laws than your country of residence. By using our platform, you consent to this transfer.

We take reasonable steps to ensure that any transfer of your data meets appropriate security and legal standards.

11. How long we keep it

We retain your personal information for as long as your account is active or as needed to provide our services.

If you cancel your account, we will retain your information for a period of up to two years to comply with legal obligations, resolve disputes, and enforce our agreements. After that period, we will delete or anonymize your personal data.

Certain records such as payment transactions may be retained longer as required by financial and tax regulations.

Coaching records including session notes, submitted documents, and recordings may be retained for the duration of your coaching engagement plus up to one year. Contact us at support@medaibility.com to request earlier deletion of specific coaching content.

12. Your rights and choices

Depending on where you are located, you may have the following rights regarding your personal information:

• Access: You can request a copy of the personal information we hold about you.
• Correction: You can ask us to correct inaccurate or incomplete information.
• Deletion: You can request that we delete your personal information, subject to certain exceptions such as legal obligations.
• Portability: You can request that we provide your information in a machine-readable format.
• Withdrawal of consent: Where we process your data based on consent, you can withdraw that consent at any time.
• Objection: You can object to certain types of processing, including direct marketing.

To exercise any of these rights, contact us at support@medaibility.com. We will respond within 30 days. We may need to verify your identity before processing your request.

If you are a resident of a Canadian province or the European Economic Area, you have additional rights under applicable legislation including PIPEDA and GDPR respectively.

13. Minors

Our platform is intended for users who are 18 years of age or older. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us at support@medaibility.com and we will promptly delete it.

14. Security

We implement industry-standard technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (HTTPS), access controls, and secure credential storage.

No method of transmission over the internet or electronic storage is completely secure. While we take the protection of your data seriously, we cannot guarantee absolute security. In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and relevant authorities as required by law.

15. Changes

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on our platform before the changes take effect. The updated date at the top of this policy reflects the date of the most recent revision.

Your continued use of Medaibility after changes become effective means you accept the updated policy.

16. Language

This Privacy Policy is written in English. If there is any conflict between an English version and a translated version, the English version governs.

17. Contact

If you have questions, concerns, or requests related to this Privacy Policy or how we handle your personal information, contact us at:

17482787 Canada Inc., operating as Medaibility

support@medaibility.com

We will respond to privacy inquiries within 30 days.