1. Personal information we collect
We may collect the following categories of personal information:
- Account and identity data, such as your name, display name, email address, password credentials, role, and account settings.
- Profile and journey data, such as your training stage, planning preferences, school or program interests, workspace details, and related profile information.
- Submission and workspace data, such as drafts, notes, school lists, uploaded documents, availability, service requests, and other materials you create or submit in the Portal.
- Communications and call data, such as Portal messages, support requests, call metadata, session recordings, transcripts, follow-up notes, and attachments.
- Transaction data, such as package selections, order records, payment status, refund status, checkout identifiers, and entitlement or credit records.
- Technical and usage data, such as IP address, browser and device information, user agent, session data, route and page interaction data, timestamps, and security or reliability logs.
- Preference and engagement data, such as notification preferences, unsubscribe records, email engagement, and product-usage analytics.
2. How we collect personal information
We collect personal information:
- directly from you when you create an account, fill out forms, upload files, message support, or use Portal features;
- automatically when you use the Portal through cookies, session storage, analytics tools, logs, and similar technologies;
- from payment processors and connected commerce systems when you make purchases or request refunds;
- from communications, video, recording, transcription, security, and AI vendors acting on our behalf; and
- from internal operational systems used for backups, notifications, reconciliation, and continuity.
3. How we use personal information
We may use personal information to:
- create, authenticate, administer, and secure user accounts;
- save your progress and provide core Portal features across devices;
- support submissions, planning workflows, messaging, notifications, scheduling, and calls;
- prepare, deliver, or store session notes, recordings, transcripts, summaries, and follow-up materials;
- process purchases, refunds, credits, entitlements, and related support requests;
- send transactional, service-related, operational, and support communications;
- maintain backups, audit trails, and continuity records;
- detect, prevent, and investigate fraud, misuse, abuse, or security incidents; and
- analyze performance, improve features, and maintain reliability of the Portal.
6. Recordings, transcripts, and AI-assisted processing
Portal features may record calls, store recordings, generate transcripts, and create AI-assisted summaries or follow-up drafts where those features are enabled. If you join or remain on a Portal-enabled recorded session after notice, we may process your participation data, recording, transcript, and related outputs as described in this policy and our Data Policy.
We may send relevant content to transcription or AI vendors acting on our behalf in order to support call notes, recaps, follow-up messages, search, quality review, and related Portal workflows. Automated outputs may be reviewed, edited, or rejected by human staff.
7. Your rights and choices
Depending on your location and applicable law, you may have the right to request access to, correction of, deletion of, or a portable copy of certain personal information.
To make a privacy request, email support@motivatemd.com. We may need to verify your identity before fulfilling a request.
Motivate MD aims to process verified deletion requests within 7 business days where reasonably practicable. Even after deletion from active Portal views, limited information may remain in backups, security logs, fraud prevention systems, billing records, or legal retention files for a reasonable period.
You may also opt out of non-essential marketing or announcement emails by using the unsubscribe link in those emails. We may still send service-related, security, billing, or legally required communications.
8. Retention and security
We retain personal information for as long as reasonably necessary to provide services, preserve service history, maintain backups and audit records, resolve disputes, enforce agreements, comply with legal obligations, and protect the Portal and its users.
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. No website, application, storage environment, or transmission method is completely secure, and we cannot guarantee absolute security.
9. International processing and children
The Portal may be hosted or processed in the United States or other jurisdictions where Motivate MD or its service providers operate. By using the Portal, you understand that your information may be transferred to and processed in countries with data protection laws that may differ from those in your jurisdiction.
The Portal is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Portal.
10. Changes to this Privacy Policy and contact information
We may update this Privacy Policy from time to time. If we do, we will update the effective date above and post the revised version in the Portal.
Questions about this Privacy Policy may be sent to support@motivatemd.com.