Privacy notice

This notice covers DialogueMD’s public website, contact and trial-request forms, accounts, and educational services. An institution may also have its own privacy notice for the learning program it provides.

This notice is provided by DialogueMD, an Ontario general partnership operating under the registered firm name DIALOGUEMD.

Contact and trial requests

When you request a trial, demo, quote, or information, we collect the details you submit. These can include your name, work email, organization, role, inquiry type, message, and information about your program, proposed learner numbers, or timing.

We use these details to review your request, respond to you, and manage the conversation. The submission is saved in our support system. Its contents and contact details are also included in an internal email notification, and we may email you an acknowledgment or response.

For abuse prevention and troubleshooting, the submission also includes an acknowledgment of the notice, a security-check result, a hashed network address, and browser information. If a security challenge is enabled, Cloudflare processes the challenge information and network address to verify the request.

Submitting an inquiry does not create a paid subscription. The required acknowledgment on the form is separate from your optional website-analytics choice.

Accounts and learning records

Account information may include your sign-in and profile details, institutional memberships, invitations, assigned seats or cohorts, access status, and subscription or billing records.

Learning records may include progress, written responses, assessment results, simulation transcripts, automated feedback, reports, and activity timestamps. We use these records to provide access, save your work, generate feedback, and support learning and program administration.

Payment processing is provided by Stripe. DialogueMD keeps subscription and payment-status information but does not store complete payment-card numbers or security codes.

AI and voice simulations

DialogueMD uses OpenAI to support simulated conversations, transcription, and automated feedback. When you use voice, microphone audio is sent to OpenAI for the live conversation and transcription. Responses, conversation transcripts, and scenario context are also sent to OpenAI to generate replies, assessments, or coaching.

A saved, completed learner simulation contains the conversation transcript, feedback, scenario, and session details. That learning record does not contain a raw audio recording. Processing of audio and other inputs by the AI provider is separate from the learning record saved by DialogueMD.

You can decline microphone permission or stop microphone access in your browser. Typed participation is available in supported simulations. Avoid sharing information about yourself or anyone else that is unnecessary for the fictional exercise.

Automated feedback can be inaccurate or incomplete. It supports learning and should not be treated as a definitive determination of clinical competence.

Who can access information

Authorized DialogueMD personnel may access information for support, service administration, security, and maintenance. If you participate through an institution, authorized faculty and institutional administrators may access identifiable learning records, including transcripts, feedback, progress, and reports, within their assigned program scope. Ask your program how it uses these records.

DialogueMD uses service providers to operate the platform. These include Supabase for authentication and database services, OpenAI for AI-supported functions, Brevo for transactional email, Stripe for payment processing, and hosting and security providers. Google Analytics receives information only when optional analytics is allowed, as described below.

These providers process information relevant to the service they deliver. Information may be processed outside your province, state, or country, where privacy laws may differ. Contact us if you need information about the arrangements that apply to your use of DialogueMD.

Cookies and optional analytics

DialogueMD uses browser storage and cookies for functions such as sign-in, preferences, security, and public-preview limits. These operational functions are separate from optional website analytics.

DialogueMD website analytics

If you allow analytics, we record the public pages visited, a random browser-tab session identifier, broad traffic source, device category, approximate country, and supported campaign identifiers. We link saved inquiries to consenting sessions to measure conversions.

This analytics dataset excludes session recordings, form contents, full URLs, IP addresses, and simulation content. Its raw events are configured for deletion after 180 days. Account, billing, support, and learning records are separate.

Google Analytics

When you allow analytics, public page visits and saved-inquiry events are also sent to Google Analytics. Google receives usage, network, and device information, including the network address used to connect, and uses first-party analytics cookies to distinguish browsers and sessions.

Our integration sets analytics cookies to expire after 180 days, renewed by visits. Google’s data-retention settings are separate from DialogueMD’s own 180-day analytics-event setting. Advertising storage, advertising user data, advertising personalization, and Google Signals are disabled in our integration. We do not send names, email addresses, inquiry text, access tokens, or simulation content to Google Analytics.

Read how Google uses information from sites that use its services.

You can decline or withdraw optional analytics using “Analytics privacy settings” on public pages. Do Not Track and Global Privacy Control signals override analytics consent. Withdrawing consent stops future optional tracking in that browser; it does not itself delete records already collected.

Retention and security

Other than the first-party analytics period described above, records are retained according to the purposes they serve: providing the service, preserving learning and institutional history, responding to inquiries, resolving billing, maintaining security and audit records, and meeting applicable obligations. Retention can differ by record type and institutional arrangement. A service provider may have separate retention requirements.

DialogueMD uses measures such as account access controls, scoped database permissions, multifactor authentication for privileged access, audit logging, and server-side secret handling. No online service can guarantee absolute security.

For a record-specific retention question or a suspected privacy or security issue, contact contact@dialoguemd.com. Do not include sensitive records in your initial message.

Your choices and requests

• Choose whether to submit optional form details, participate in a simulation, or allow microphone access.
• Decline or withdraw optional website analytics in your browser using the control on public pages.
• Ask about access to, correction of, or deletion of your personal information, including learning records, or request account deactivation.
• Ask your institution about its access to and use of your learning records.

The outcome of an information request depends on the applicable law, your institutional relationship, and any records that must be retained for a specific legal or recordkeeping purpose. Some requests may affect continued access to the service or the availability of learning history. An account-deactivation request does not automatically erase every record.