Motivate MD Portal

Public legal documents

By creating an account, continuing through signup, or using the Motivate MD Portal, you agree to this Data Policy and authorize Motivate MD to process Portal data as described below.

1. Scope and relationship to the Privacy Policy

This Data Policy applies to the Motivate MD Portal and to related workflows that rely on the Portal for account access, saved drafts, submissions, messaging, scheduling, recorded sessions, follow-up materials, orders, entitlements, notifications, backups, and internal operations.

This Data Policy governs how service data and user-submitted content may be handled inside the Portal. Our Privacy Policy separately explains how we collect, use, disclose, and protect personal information. If there is a conflict between the two documents as to personal information, the Privacy Policy controls.

2. Data you submit and data the Portal generates

The Portal may store, organize, and process service data including:

  • account information, profile information, and workspace preferences;
  • school lists, planning data, notes, drafts, uploads, and submission materials;
  • messages, support requests, notifications, and scheduling information;
  • call metadata, session notes, recordings, transcripts, summaries, and follow-up materials;
  • purchase, checkout, refund, package, credit, and entitlement records;
  • security, audit, reliability, and operational event logs; and
  • AI-assisted outputs derived from submitted or recorded content.

As between you and Motivate MD, you retain ownership of the content you submit, subject to applicable law and third-party rights. You grant Motivate MD a limited, non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, format, back up, analyze, display internally, and otherwise process that content to operate, secure, support, improve, and provide the Portal and related services.

3. How Portal data may be used

We may use Portal data as reasonably necessary to:

  • create and secure accounts and keep work synced across devices;
  • route drafts, submissions, and work items to authorized staff or assigned team members;
  • facilitate messaging, scheduling, video calls, follow-up notes, and deliverables;
  • maintain package balances, credits, orders, refunds, and entitlement records;
  • send service-related notifications, reminders, confirmations, and support messages;
  • operate backups, reconciliation, auditing, and continuity workflows;
  • monitor quality, prevent abuse, investigate incidents, and troubleshoot issues; and
  • improve Portal features, operational workflows, and service reliability.

4. Internal access and authorized handling

Portal data may be accessed on a need-to-know basis by Motivate MD administrators, advisors, editors, coaches, support personnel, operations personnel, compliance reviewers, and engineering or security personnel when their access is reasonably necessary to provide services, investigate issues, maintain reliability, or protect the Portal.

Certain Portal workflows require human review and handling. That can include reviewing drafts, reading member or general-user submissions, reading messages sent through the Portal, reviewing call-related materials, or inspecting account, billing, or notification records to resolve service issues.

5. Messaging, calls, recordings, and transcripts

If you use Portal messaging or participate in Portal-enabled calls, the Portal may process message content, attachments, call invitations, participation data, call metadata, recordings, transcription text, summaries, follow-up notes, and related deliverables.

If a call is presented as recordable or is otherwise recorded through the Portal or an integrated provider, your decision to join or remain on the call after notice constitutes your consent to that recording and related processing to the fullest extent permitted by applicable law. If you do not consent, do not join or remain on that call.

You are responsible for ensuring that you have the right to share any third-party materials or information you submit through Portal messages, uploads, or calls.

6. AI-assisted processing

The Portal may use automated tools, including transcription, summarization, drafting, classification, search, and other AI-assisted processing, on content submitted to or generated through the Portal. This may include uploaded materials, messages, recordings, transcripts, and follow-up content.

By using the Portal, you authorize Motivate MD to use such tools on your Portal data in order to:

  • transcribe recorded sessions;
  • generate draft summaries, recaps, or follow-up messages;
  • support internal workflow review, routing, and quality control; and
  • improve reliability, consistency, and usefulness of Portal features.

AI-generated outputs may be incomplete, inaccurate, or require human review. Motivate MD may retain those outputs as part of the relevant service record.

7. Backups, audit trails, and operational copies

To preserve continuity, reliability, and traceability, Motivate MD may maintain backup or operational copies of Portal records in internal systems and approved third-party business tools. This can include database backups, cloud storage, logging systems, notification systems, and secure spreadsheet-based operational backups used for reconciliation and disaster recovery.

Backup or audit copies may persist after a record is updated or deleted from the active user interface. Those copies may be retained for a reasonable period for legal, security, operational, fraud-prevention, recovery, or debugging purposes.

8. Payments, orders, and service records

If you purchase services or interact with paid features, the Portal may receive and process order, checkout, package, refund, billing-event, and entitlement data from payment processors or connected commerce systems.

We may use these records to grant access, reconcile balances, apply credits, review refunds, investigate payment issues, maintain accounting records, and support customer service. The Portal is designed to rely on payment-status and order data rather than storing full payment card numbers directly in the Portal database.

9. Restricted data and your responsibilities

Unless Motivate MD expressly requests it through a designated secure workflow, you must not upload, message, or otherwise provide through the Portal any unnecessary highly sensitive information, including:

  • Social Security numbers or similar government identifiers;
  • full payment card numbers, security codes, or bank-account credentials;
  • patient records, clinical records, or unrelated medical records;
  • insurance information not required for the service;
  • confidential third-party data you are not authorized to disclose; or
  • unlawful, infringing, malicious, or harmful content.

You are responsible for the accuracy, completeness, and lawfulness of the information you submit and for keeping your login credentials secure.

10. Retention, security, updates, and contact

Motivate MD retains Portal data for as long as reasonably necessary to operate the Portal, provide services, preserve service history, maintain backups and logs, resolve disputes, enforce agreements, comply with law, and protect the Portal and its users.

We use reasonable administrative, technical, and organizational safeguards designed to protect Portal data. No system is perfectly secure, and we cannot guarantee absolute security.

We may update this Data Policy from time to time. Changes become effective when posted to the Portal unless a later date is stated.

Questions about this Data Policy may be sent to support@motivatemd.com.