Whitecoat Privacy Policy
Effective Date: September 15, 2025
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Whitecoat Technologies, Inc. (“Whitecoat,” “we,” “our,” or “us”) respects your privacy and is committed to protecting it through the practices described in this Privacy Policy (“Policy”). This Policy explains how we collect, use, retain, and disclose Personal Information when you visit our website (https://www.whitecoatai.com/) or use the Whitecoat Learning Platform application (https://app.whitecoatai.com/) (together, the “Services”). We provide our Services to health care organizations, educational institutions, health systems, and other customers (each a “Program”). Whitecoat primarily acts as a service provider to these Programs and processes Personal Information on their behalf. Programs are the owners of their data and are responsible for obtaining any necessary consents and for responding to privacy rights requests related to data they control. Users include students, educators, administrators, or other individuals whom a Program permits to access the Services (“Users”).
By using or accessing the Services in any manner, you acknowledge and accept this Policy and consent to our collection, use, and disclosure of your information as described below. If you do not agree with this Policy, do not use the Services.
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Table of Contents
1. Roles, Scope, and Definitions
Personal Information. “Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.
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Roles. Whitecoat primarily provides the Services as a service provider to Programs and processes Personal Information pursuant to contracts with those Programs. With respect to the platform, Programs determine the purposes and means of processing. For limited website interactions (e.g., basic analytics, contact forms), Whitecoat may act as a business under certain state privacy laws.
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Scope. This Policy applies to the website and the platform, including communications with us and any digital properties we operate where this Policy is posted. This Policy does not apply to a Program’s separate websites, systems, or services.
2. Information We Collect
We collect the same categories of Personal Information that comparable platforms typically collect, including the categories below.
3. Sources of Personal Information
We collect Personal Information: (a) directly from you (e.g., account registration, communications); (b) from your Program (e.g., account provisioning, program data); and (c) automatically from your device and interactions with the Services (e.g., IP address, pages viewed). Your Program may instruct us to collect additional Personal Information through the Services for program, compliance, or accreditation purposes.
4. How We Use Personal Information
We use Personal Information as a service provider to your Program and, for limited website interactions, to operate our website. Typical uses include:
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Providing, maintaining, and personalizing the Services; creating and managing accounts; facilitating educational and clinical functions.
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Customer support and service communications; sending administrative notices.
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Troubleshooting, security, fraud prevention, and integrity monitoring of the Services.
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Analytics to understand and improve the Services and website performance.
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Processing transactions through PCI-compliant payment processors when applicable.
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Complying with law, enforcing terms, and protecting rights, safety, and property.
5. Cookies and Tracking Technologies
We and our service providers use cookies, pixels, and similar technologies to operate and improve the website. Some cookies are strictly necessary; others help measure site performance or support limited marketing/advertising. You can manage preferences using your browser settings and at our cookie preferences banner found on the Whitecoat website.
Do Not Track. Our systems do not respond to browser “Do Not Track” signals at this time.
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Session Replay/Heatmaps (if enabled). We may use session analytics tools to understand aggregate usage (e.g., clicks, scrolls) to improve the Services, such as Microsoft Clarity.
6. Disclosures of Personal Information
We disclose Personal Information in the following circumstances (we do not sell Personal Information):
Aggregated/Deidentified Data. We may use or disclose deidentified or aggregated information for research, reporting, or improving the Services. We will maintain deidentified data without attempting to reidentify it.
7. Your Privacy Choices and Controls
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Account Controls. You or your Program can update certain account information in your profile. Some records may be maintained by your Program and not directly deletable by Whitecoat.
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Email Preferences. You may opt out of marketing emails by using unsubscribe links. Transactional or service emails cannot be opted out of.
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Cookie Preferences. Manage cookies via your browser and the cookie banner found on the Whitecoat website.
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Platform Data Requests. Because Whitecoat primarily acts as a service provider, direct privacy requests regarding platform data should be sent to your Program.
8. Notice to California Residents (CCPA/CPRA) — Notice at Collection and Rights
This section applies only to California residents. Whitecoat primarily acts as a service provider for platform data. For platform-related Personal Information, please direct your request to your Program. For limited website interactions where Whitecoat acts as a business (e.g., website analytics, contact forms), the disclosures and rights described here apply.
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A. NOTICE AT COLLECTION
Retention. We retain Personal Information for the minimum period necessary to fulfill the purposes described above, or longer if required by law or your Program. See Section 11 (Data Retention).
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B. CALIFORNIA PRIVACY RIGHTS
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Right to Know/Access — to request categories and specific pieces of Personal Information we collected about you; the categories of sources; purposes; and categories of recipients.
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Right to Delete — to request deletion of Personal Information we collected from you, subject to exceptions (e.g., security, legal obligations).
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Right to Correct — to request correction of inaccurate Personal Information.
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Right to Opt-Out of Sale/Sharing — Whitecoat does not sell Personal Information and does not share Personal Information for cross‑context behavioral advertising. If Whitecoat enables marketing cookies that constitute “sharing,” you can opt out via the cookie banner found on the Whitecoat website.
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Right to Limit Use/Disclosure of Sensitive Personal Information — Whitecoat does not use or disclose Sensitive Personal Information to infer characteristics. Sensitive PI on the platform is processed only as directed by your Program.
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Right to Non-Discrimination — We will not discriminate against you for exercising your rights.
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C. HOW TO SUBMIT REQUESTS AND VERIFICATION
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Platform Data: Submit requests to your Program. Whitecoat will assist your Program as required by law.
Website Data: Submit requests to Whitecoat at support@whitecoatai.com. We will verify your identity (and authority of any authorized agent) before fulfilling a request. We will respond within 45 days of receipt of a verifiable request (with a possible 45‑day extension where permitted).
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D. DISCLOSURES FOR A BUSINESS PURPOSE (PAST 12 MONTHS)
E. “SHINE THE LIGHT” (CIVIL CODE § 1798.83)
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We do not disclose Personal Information to third parties for their own direct marketing purposes. To inquire further, contact us at support@whitecoatai.com.
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F. FINANCIAL INCENTIVES
We do not offer programs that provide financial incentives or price/service differences related to the collection, retention, sale, or sharing of Personal Information.
9. Notice to Residents of Other U.S. States
Residents of states with comprehensive privacy laws (e.g., Colorado, Connecticut, Virginia, Utah, Tennessee, and others) may have rights to access, correct, delete, obtain a copy of Personal Information, and opt out of targeted advertising, sale, and certain profiling. For platform data, submit requests to your Program. For website data, contact Whitecoat at support@whitecoatai.com. We will verify and respond within applicable timeframes; you may have the right to appeal a denial by contacting support@whitecoatai.com (include "Privacy Appeal" in the email subject).
10. Data Security
We implement reasonable and appropriate technical, organizational, and physical safeguards designed to protect Personal Information, including secure logins, multifactor authentication, and encryption in transit and at rest where appropriate. However, no method of transmission or storage is fully secure. Maintain the confidentiality of your credentials and notify your Program promptly of any unauthorized access.
11. Data Retention
Whitecoat retains Personal Information for the minimum period necessary to fulfill the purposes described in this Policy, or longer if required by law or by your Program. Retention periods may be determined by regulatory, accreditation, or program requirements applicable to a Program. In some cases, retention may continue until deletion is requested by your Program.
12. Children’s Privacy
The Services are intended only for individuals 18 years of age and older. We do not knowingly collect Personal Information from children under 18. If we become aware of such collection, we will take reasonable steps to delete it.
13. Third-Party Websites and Services
The Services may contain links to third-party websites or platforms. Their privacy practices are governed by their own policies. Review those policies before submitting any information to third parties.
14. Changes to this Policy
We may update this Policy from time to time. If we make material changes, we will post the updated Policy and update the Effective Date above, and provide additional notice as required by law. Your continued use of the Services after the effective date constitutes acceptance of the updated Policy.
15. Contact Us
Questions about this Policy or our privacy practices may be directed to:
support@whitecoatai.com | 753 Glen Oaks Dr. Franklin, TN 37067
For platform data requests, please contact your Program Administrator.