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iatroX AI Ltd – Privacy Policy

Last Updated: 2 September 2026

Welcome to iatroX (the “Platform”), owned and operated by iatroX AI Ltd, a company registered in London, UK (hereinafter “iatroX,” “we,” “our,” or “us”). We take your privacy seriously and want to inform you about how we collect, use, store, and share information about you. By using our Platform, you agree to the practices described in this policy.

1. Introduction & Scope

  1. This Privacy Policy applies to the website, mobile interfaces, and services offered by iatroX (the “Platform”).
  2. It explains how iatroX AI Ltd collects, uses, and safeguards personal data about users who are healthcare professionals or students using our services in the supported jurisdictions.
  3. If you do not agree with this policy, please do not use our Platform.

2. Contact Information

Entity: iatroX AI Ltd
Address: 3rd Floor, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE
Email: hello@kolatytler.com

For any questions or concerns regarding this Privacy Policy, you can reach us at the email address above.

3. Data We Collect

We primarily collect the following types of data:

  • Account Data: When you sign up or create an account, we may request information such as your email address or other identifying details necessary for Platform functionality.
  • Usage Data: We automatically collect certain information about your activity on the Platform. This includes device information (IP address, browser type), pages visited, usage logs (queries made on iatroX), and time spent on the Platform.
  • Clinical simulation learning data: If you choose to use a clinical simulation, we process finalized text or speech transcripts, station events, Tutor messages, assessment evidence and scores linked to your account. Private notes typed into the simulation notes panel remain in your browser and are not sent to iatroX.
  • Cookies: We use cookies and similar tracking technologies to enhance user experience and understand how our Platform is used. (See “Cookies & Tracking” section below.)

Children: iatroX is intended for adult healthcare professionals and student healthcare professionals. If you are under 16 (or considered a minor in your jurisdiction), you should not use our Platform.

4. How We Use Your Data

  1. Provide & Improve Services: We use your data to operate the iatroX Platform, respond to your inquiries, personalize your experience, and enhance our features (like QnA, Brainstorm, and Quiz modules).
  2. Analytics & Performance: Usage Data helps us analyze user behavior (e.g., frequency of certain guideline lookups) so we can improve the Platform’s performance and relevance.
  3. Communication: We may send you service-related announcements or updates, such as changes to the Platform or legal documents.
  4. Compliance & Enforcement: We may process your data to comply with legal obligations or enforce our Terms & Conditions, protecting the rights and safety of iatroX and its users.

Data minimisation: Where possible, we aggregate or de-identify data. We do not sell personal data. Limited disclosures to service providers for the purposes described below are not treated as permission for those providers to use the data for their own unrelated purposes.

5. Sharing & Disclosure

  • No Sale of Data: We do not sell or rent your personal data, or give it to third parties for their own independent marketing.
  • Service Providers: We may share limited information with trusted third-party providers who perform business functions (e.g., hosting and payments). When you request an AI feature, the prompt or transcript content needed to provide that feature may be processed by our AI service provider. In clinical simulations, this includes live voice audio for transcription and response generation; iatroX does not retain the raw audio. Do not use simulations with real patient-identifiable information. If you accept optional cookies, Google and OpenAI may also process limited device, coarse page-area and campaign information for analytics and advertising conversion measurement. We do not place raw account names, raw email addresses, clinical search/query text, medicine names, clinical topics or nested resource identifiers in analytics and conversion event fields. After the current optional-measurement choice, supported account contact information may be normalised and one-way hashed using SHA-256 for Google Ads and ChatGPT Ads conversion matching. Raw contact values are not placed in those conversion requests.
  • Legal Requirements: We may disclose personal data if required to do so by law or if we believe such action is necessary to comply with legal obligations, protect our rights, or investigate potential violations of our terms.

6. Data Storage & Security

  1. Location of Storage: Your data is stored in secure data centers located in the UK/EU.
  2. Security Measures: We implement industry-standard security practices (e.g., encryption in transit, restricted access controls) to protect your data from unauthorized access, alteration, or disclosure.
  3. Data Retention: We keep personal data only as long as necessary to fulfill the purposes outlined in this Policy or to comply with legal obligations. Finalized clinical-simulation transcripts, Tutor conversation text and assessment results are normally retained for up to 180 days. Assessment results may include the limited transcript excerpts needed to explain feedback. This learning data is also erased when the associated account is deleted, unless a legal exception applies. Anonymized data may be retained for analytics or performance improvement.

7. Cookies & Tracking Technologies

  1. Essential storage: We use limited cookies and browser storage needed for security, sign-in, requested checkout hand-offs and remembering your cookie choice. These do not require advertising or analytics consent.
  2. Optional analytics and measurement: If you choose “Accept optional cookies”, we load Google Analytics, Google Ads and the ChatGPT Ads Measurement Pixel provided by OpenAI. They help us understand aggregate usage and measure whether a visit led to registration, checkout or a first paid subscription. We send only a coarse first-level product route, never a medicine, clinical topic, shared-resource identifier, nested route detail, query string, URL fragment or page-specific title. Hotjar, Meta Pixel and Reddit Pixel are disabled. Google Ads personalisation remains disabled; ChatGPT Ads events opt out of future user-level personalisation. Under the current versioned choice, Google Ads and ChatGPT Ads may receive a one-way SHA-256 hash of a normalised account email together with bounded campaign identifiers to improve conversion matching; raw account contact values are not included. This is a new, versioned choice: a preference stored under an earlier consent notice is not carried forward, so you are asked to decide again before these uses are enabled.
  3. Campaign attribution: Before you decide, recognised campaign parameters and advertising click IDs are held only in page memory and recognised provider IDs are removed from the visible address after that bounded capture. Before you decide, they are not written to durable browser storage or sent in a checkout request. If you consent, that bounded attribution may be retained for up to 30 days and included with a checkout so a later registration or purchase can be attributed accurately. The ChatGPT Ads Pixel may also set its documented first-party __oppref and __obrefattribution cookies after consent.
  4. Duplicate-conversion protection: After consent, we may retain a one-way pseudonymous receipt for up to 400 days so the same registration, checkout or purchase is not counted twice. It does not contain your email address, name or payment identifier, and is removed when you withdraw optional-cookie consent.
  5. Conversion data: Conversion events contain only an event type and bounded product/payment facts such as plan, currency, value and an opaque event or checkout transaction ID. ChatGPT Ads receives registration, checkout and first-subscription events from the same authoritative confirmation points used by our other measurement. The structured event fields exclude raw names, raw email addresses, authentication tokens and clinical query text. A signed payment webhook may also place the same first-subscription event in a bounded, encrypted-in-transit server delivery queue for Google Ads and ChatGPT Ads. Browser and server copies use the same provider-specific deduplication key: Google receives a pseudonymous transaction ID derived from the Stripe Checkout session ID, while ChatGPT Ads uses the raw opaque Stripe event ID required for its event deduplication. Neither identifier is placed in analytics page URLs or application logs. Server retries expire within each provider's attribution window and retain no raw contact information.
  6. Temporary delivery retry: After consent, if the ChatGPT Ads Pixel is not ready when a conversion happens, the same bounded conversion facts and opaque event ID may be held temporarily in this browser tab so delivery can resume after a reload or checkout hand-off. The retry entry is removed after it is handed to the Pixel, when you withdraw optional-cookie consent, when it expires, or when the browser tab is closed.
  7. Your choice: Rejecting optional cookies keeps those tags disabled and does not prevent you from using the Platform. You can revisit or withdraw your choice at any time using “cookie settings” in the site footer; withdrawal clears iatroX analytics cookies, stored marketing attribution and the documented ChatGPT Ads attribution cookies from this browser. When you are signed in, iatroX also records the withdrawal server-side and cancels any conversion deliveries that have not yet left iatroX. If that preference request cannot complete immediately, this browser retains a non-identifying withdrawal retry marker and tries again after authentication; no advertising identifier is stored in that marker.

8. Your Choices & Rights

Depending on applicable data protection laws (e.g., GDPR):

  • Access & Correction: You may request a copy of your personal data or ask us to rectify any inaccuracies.
  • Deletion: You can request that we delete personal data we hold about you, subject to certain legal exceptions.
  • Objection & Restriction: In some circumstances, you may have the right to object to or restrict certain processing activities.
  • Contacting Us: To exercise any of these rights, please email hello@kolatytler.com.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post a prominent notice on our website or send you a notification. Your continued use of the Platform after such changes signifies your acceptance of the revised Privacy Policy.

10. External Links

Our Platform may contain links to other websites or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies before providing any personal information.

11. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:

Email: hello@kolatytler.com
iatroX AI Ltd – 3rd Floor, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE