Introduction

This Privacy Policy details how MedlyAI, a dedicated AI educational platform, safeguards and utilizes the personal data provided by our users.Committed to adhering to all relevant Data Protection Laws, MedlyAI is registered with the UK Information Commissioner's Office (ICO) as a data controller for information collected from our subscribers and as a data processor for data handled on behalf of our clients. We align with the UK Data Protection Act 1998 and GDPR as part of UK domestic law.

Queries

For queries about this Privacy Policy, please contact our Data Protection Officer at hello @medlyai.com.

Collection and Use of Personal Information

We collect personal data in various ways and adhere strictly to legal requirements for its use.Common uses of your data include: To perform contracts with you or your educational institution. For our legitimate interests, balanced against your rights and freedoms. To fulfil legal or regulatory obligations.

Potential Private Subscribers(Typically Parents or Guardians)

Prospective private subscribers, who are generally parents or guardians, may share their personal data with MedlyAI in the following ways: Through Direct Contact: When reaching out to us via email, phone, or postal mail, you might provide us with your contact details, including your email address and phone number.This information is then relayed to our customer support team, who will contact you to address your inquiry.During our interaction, we may seek your consent to use your information for additional purposes, such as marketing.In these instances, we will clearly inform you and will require your explicit consent before using your details for any follow - up activities. During the Subscription Process: Upon signing up for MedlyAI, you will need to supply essential details like your full name and your child's name, along with both of your email addresses. This information is crucial for us to process your subscription request and to enable service access for you and your child. Without this information, we will be unable to approve your subscription or provide MedlyAI's services.Additionally, you will be prompted to provide payment details, such as credit / debit card information, which are securely processed and stored by our payment processor, Stripe, and not directly by us. Subscription Form Completion: When subscribing to MedlyAI, you'll be asked to fill out a form on our website that includes your full name, email address, and the full name and email address of the child who will be using the service. This data helps us to identify you and facilitate the provision of our service to both you and your child. In the absence of this information, we cannot approve your subscription request nor provide access to MedlyAI.

School Accounts – Teachers, Students, and Parents or Guardians

When educational institutions establish accounts with MedlyAI, our role is that of a data processor, handling personal information as per the directives provided by the school.Schools grant us access, possibly through a service like Wonde, to essential information needed for account setup.The handling of personal data by such services adheres to their respective privacy policies.Authorized by the school, we access names and email addresses of selected staff members, as well as students and their parents or guardians, including other pertinent student - related information as needed.This data is exclusively utilized for the routine functioning of MedlyAI and is not disclosed to external parties.

For setting up MedlyAI within a school, student data is obtained in several ways: Directly from the School: Schools might directly provide us with a roster of students they wish to enroll, including names, school email addresses, and Unique Pupil ID(UPIs).For schools not using a service like Wonde, they may also electronically supply us with contact details of students' parents or guardians to facilitate our “Parent Reports” feature and other parental engagement tools. Via Access Code: Students can also join MedlyAI using a specific link or code that we provide.In this scenario, students will be asked to submit personal data, such as their email address and class information. MedlyAI refrains from directly emailing students unless responding to a specific inquiry or request from a student. We also require schools to give us contact details for the person(s) responsible for managing the MedlyAI account at the school.

Sharing Your Information

To assist educators and schools in assessing the efficacy of MedlyAI, we might provide them with a roster of students enrolled in the service from their institution.

We will share your information with third parties only when it's necessary for the reasons outlined previously. For the provision of our services and website operation, we engage with various third-party entities, all of which are meticulously chosen by us and adhere strictly to Data Protection Laws. On occasions, we might share achievements or promotional content on social media platforms; however, any sharing involving personal data will be conducted only with the explicit consent of the individuals involved.

Nevertheless, there are specific circumstances where we might need to share your data with external parties in compliance with legal requirements or requests from governmental or regulatory authorities.These scenarios include:

For legal purposes, such as when we are obligated to disclose your data to law enforcement, government agencies, or other entities, potentially as part of investigations or fraud prevention efforts. In situations where your data is essential to prevent or protect against serious physical harm to an individual. In the event of significant corporate changes involving MedlyAI, like mergers, acquisitions, asset sales, or liquidation processes, where we ensure that the acquiring entity provides necessary assurances regarding the handling of your data.

Children's Data

We treat children's personal data with extra care, following guidance from the Information Commissioner’s Office and adhering to the Age Appropriate Design Code.

Payment Details for Subscribers

Payment processing is managed by Stripe, with their Privacy Policy governing the security of these transactions.

Use of Algorithms

To tailor our services, we employ algorithms based on user responses, enhancing the learning experience without relying on sensitive personal information.

Security Measures

We commit to protecting your data against unauthorized access or misuse.Despite robust security measures, we acknowledge the inherent risks of internet data transmission.

Opting Out

Users can withdraw consent for data usage via User Settings, allowing them to opt - out of marketing emails and other communications.

Access to Personal Information

You have the right to request a copy of your data, correct inaccuracies, or instruct us to cease processing your data.Please contact us on hello @medlyai.com.There are no fees for these requests.

Complaints

If you have concerns about our data handling, we encourage you to contact us first at hello @medlyai.com.Subsequently, you may lodge a complaint with the ICO if needed.

Updating Information and Erasure

You can update your data through your MedlyAI account settings.To request data erasure, contact us on hello @medlyai.com.

Data Retention

We retain user data as necessary for specified purposes, holding data of students, teachers, and parents for a limited period of 2 years after subscription expiry for potential re - subscription purposes.

International Transfers

We may use third - party services outside the UK, ensuring data is treated securely and in accordance with our Privacy Policy, regardless of geographical location.

Cookies Policy

MedlyAI collects information such as IP addresses and browser types using cookies for system administration and website optimization.For a complete list of cookies, please see our Cookies Policy.

Updates

Changes to our Privacy Policy will be posted on our website and communicated via email.