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Privacy Policy

PRIVACY POLICY

MEDIC INFORM GROUP LLC (EDRPOU 43725974)

Website: https://ai-patients.com/ | Platform: https://app.ai-patients.com/

Email: [email protected]

Effective Date: 12.06.2026

1. GENERAL PROVISIONS

This Privacy Policy (hereinafter — the “Policy”) governs the collection, storage, processing, and protection of personal data of users of the AI-powered medical simulation web platform AI-driven Patients, owned by MEDIC INFORM GROUP LLC (hereinafter — the “Operator”).

The AI-driven Patients Platform (https://app.ai-patients.com/) is a specialized educational application for medical professionals and students, providing access to simulated clinical consultations with AI-powered virtual patients and tools to create custom clinical scenarios.

By using the Website or Platform, you confirm your consent to the terms of this Policy.

This Policy is developed in accordance with the Law of Ukraine “On Personal Data Protection” No. 2297-VI dated 01.06.2010, and EU Regulation 2016/679 (GDPR).

2. WHAT PERSONAL DATA WE COLLECT

During registration and use of the Platform, we collect the following categories of personal data:

Registration and identification data:

  • Full name and surname.
  • Email address.
  • Phone number.
  • Job title and medical specialization (mandatory field during registration).
  • Name of medical institution or educational facility.

Platform activity data:

  • Progress in clinical scenarios (completion percentage, Score).
  • AI-patient consultation results: date, medical specialty, score achieved.
  • Created clinical scenarios (title, specialty, AI patient parameters).
  • Activity Log within scenarios.
  • Membership in participant groups and subgroups.
  • Session time and duration on the Platform.

Payment data:

  • Payment details are processed exclusively by a PCI DSS-certified payment provider.
  • The Operator does not store full bank card details — only a payment token for recurring 2DS payments.

Technical data:

  • IP address and geolocation (country/city).
  • Browser and operating system type.
  • Cookies and session identifiers.
  • Error and technical failure data.
3. PURPOSE OF PERSONAL DATA PROCESSING

Personal data is processed exclusively for the following purposes:

  • Providing Platform access and fulfilling the Public Offer Agreement.
  • User authentication and account management.
  • Displaying personalized learning results and progress in “My Results”.
  • Subscription management and 2DS recurring payment processing.
  • Sending payment notifications, technical messages, and reminders.
  • Managing participant group and subgroup membership.
  • Displaying scenario authorship (author name visible to other users in Case Library).
  • Technical support and processing user requests.
  • Improving Platform functionality via aggregated usage analytics.
  • Compliance with Ukrainian and international legislation.
4. LEGAL BASIS FOR PROCESSING

Personal data processing is based on:

  • Consent of the data subject — provided during registration (“read and agree” checkbox).
  • Performance of contractual obligations — Public Offer Agreement.
  • Legitimate interests of the Operator — Platform security, fraud prevention, service improvement.
  • Compliance with legal requirements.
5. DATA VISIBILITY ON THE PLATFORM

Certain user data is visible to other Platform participants within defined functional features:

  • Author name and surname — displayed on the clinical scenario card in the Case Library.
  • Medical institution name — displayed alongside the scenario author’s name.
  • Group membership — group administrators can see participant lists, email addresses, and roles.

Scenario results (My Results) are visible only to the user themselves and administrators of groups they belong to.

6. TRANSFER OF DATA TO THIRD PARTIES

The Operator may transfer personal data to the following categories of recipients:

  • Payment providers — for payment processing and 2DS subscription management (encrypted transfer, PCI DSS standard).
  • Hosting providers and cloud infrastructure providers — for Platform operation.
  • Analytics services — for Platform improvement (anonymized or aggregated data only).
  • Government authorities — upon written request in accordance with Ukrainian legislation.

The Operator does not sell, exchange, or transfer personal data to third parties for commercial purposes.

7. COOKIES

The Platform uses cookies for:

  • Maintaining authenticated user sessions.
  • Saving language settings and interface preferences.
  • Analyzing Platform behavior (aggregated, anonymized statistics).

You may disable cookies in your browser settings; however, this may disrupt Platform functionality, including the inability to log in.

8. DATA STORAGE AND SECURITY

The Operator applies the following security measures:

  • Data encryption in transit (HTTPS/TLS).
  • Restricted access to personal data: authorized personnel only.
  • Payment data tokenization (PCI DSS).
  • Regular Platform security audits.

Retention periods:

  • Account data and learning activity — for the duration of the subscription and 3 (three) years after account deletion.
  • Payment tokens — stored exclusively by the payment provider.
  • Technical logs — up to 12 months.
9. RIGHTS OF DATA SUBJECTS

You have the following rights regarding your personal data:

  • Right of access — find out what data about you is being processed.
  • Right to rectification — request correction of inaccurate data.
  • Right to erasure — request deletion of personal data and account closure.
  • Right to restriction of processing — restrict processing in certain cases.
  • Right to data portability — receive your learning results in a structured format.
  • Right to withdraw consent — withdraw your consent at any time.
  • Right to cancel subscription — stop 2DS recurring payments via your personal account or by sending a request to [email protected].

Submit requests to exercise your rights to: [email protected]. Requests are reviewed within 30 calendar days.

10. INTERNATIONAL DATA TRANSFERS

Where personal data is transferred to countries that do not provide equivalent data protection, the Operator applies EU Standard Contractual Clauses or other appropriate safeguards.

11. CHANGES TO THIS POLICY

The Operator reserves the right to amend this Policy. Users will be notified of material changes via email at least 10 (ten) days before the changes take effect.

12. CONTACT INFORMATION

For personal data protection inquiries:

MEDIC INFORM GROUP LLC (EDRPOU 43725974)

Email: [email protected]

Website: https://ai-patients.com/

Platform: https://app.ai-patients.com/

Support hours: 8:00 AM – 8:00 PM CET/CEST (Central European Time)

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