Privacy Policy

INTRODUCTION

Promptd Technologies inc. ("Company" or "We") respect your privacy and are committed to protecting it by complying with this policy.

Promptd is an online marketplace that helps people ("Users") find and connect with regulated mental health and wellness professionals ("Healthcare Providers", the same term used in our Terms and Conditions). Healthcare Providers create a public listing on the Website. Users can browse listings, send messages to a Healthcare Provider, and request a booking. In this policy, "you" means both Users and Healthcare Providers unless we say otherwise.

Promptd is not a healthcare provider. The Website does not provide medical, psychological, or other professional advice, diagnosis, or treatment. Any information on the Website is for general information only. Any professional relationship you form is between you and the Healthcare Provider, not with Promptd.

Each Healthcare Provider is independently responsible for their own clinical records, their professional obligations, and the protection of the personal information they collect in their practice, under the rules of their professional order and applicable law. This policy covers the information Promptd collects through the Website. It does not cover information you share directly with a Healthcare Provider outside the Website, for example during a session.

This policy describes:

• How we collect, use, disclose, and protect the personal information of our customers and website users ("you").
• Describes the types of information we may collect from you or that you may provide when you visit the website promptd.app (our "Website").
• Our practices for collecting, using, maintaining, protecting, and disclosing that information.

We will only use your personal information in accordance with this policy unless otherwise required by applicable law. We take steps to ensure that the personal information that we collect about you is adequate, relevant, not excessive, and used for limited purposes.

Privacy laws in Canada generally define "personal information" as any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person.

This policy applies to information we collect, use, or disclose about you:

• On this Website.
• In email, text, and other electronic messages between you and this Website.

The Website may include links to third-party websites, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third party to collect or share data about you. If you follow a link to a third-party website or engage a third-party plugin, please note that these third parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We do not control these third-party websites, and we encourage you to read the privacy policy of every website you visit.

This policy DOES NOT apply to information that:

• We collect offline or through any other means, including on any other Company or third-party website.
• You provide to or is collected by any third party, through any application or content that may link to or be accessible from or on the Website.
• You share directly with a Healthcare Provider outside the Website, for example during a session.

Please read this policy carefully to understand our policies and practices for collecting, processing, and storing your information. If you do not agree with our policies and practices, your choice is not to use our Website. By accessing or using this Website, you indicate that you understand, accept, and consent to the practices described in this policy. This policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of this Website after we make changes indicates that you accept and consent to those changes, so please check the policy periodically for updates. We will notify you in advance of any material changes to this policy and obtain your consent to any new ways that we collect, use, and disclose your personal information.

INFORMATION WE COLLECT ABOUT YOU

We collect and use several types of information from and about you, including:

• Personal information, that we can reasonably use to directly or indirectly identify you, such as your name, mailing address, e-mail address, telephone number, Internet protocol (IP) address used to connect your computer to the Internet, user name or other similar identifier, the information described below, and any other identifier we may use to contact you ("personal information").

  We provide an opportunity for any user to unsubscribe from our marketing emails or opt-out of contact for marketing purposes on an ongoing basis by e-mailing support@promptd.app.

• Account information. When you create an account we collect your name and email address, and the login information needed to run your account.
• Listing information (Healthcare Providers). When you create a listing we collect the information you choose to include in it, such as your name, professional title, your credentials (for example your professional order and licence number, professional association, and education), specialties, languages, location, the services you offer and their rates, profile photo, and description. Your listing is public: anyone can view it on the Website, and it may be indexed by search engines.
• Messages. When a User and a Healthcare Provider communicate through the Website's messaging feature, we collect the content of the messages and related details such as the date and time they were sent. Messages may include health information or other sensitive information if you choose to share it. Please only share what you are comfortable sharing through the Website.
• Booking information. When a User requests a booking and a Healthcare Provider responds, we collect the details of the request, the times proposed, accepted, changed, or cancelled, and who made each change and when.
• Match requests. You can ask us for a list of Healthcare Providers that fit your criteria without creating an account. To do this you give us your email address, optionally your name, and your answers to a short questionnaire about what you are looking for, such as the type of service (for example therapy or a psychological evaluation), the concern you would like help with, whether you prefer online or in-person sessions, your preferred language, and similar criteria. Your answers may include health information. A member of our team reads your answers and uses them only to select and email you a list of Healthcare Providers that match your criteria.
• Calendar connection (Healthcare Providers). If you choose to connect your Google or Microsoft Outlook calendar, you direct that service to give us access to your calendar. We use this access to read your free and busy times (we do not read the details of your events) and to create events for bookings made through the Website. To keep the connection working we store the access credentials (tokens) provided by Google or Microsoft. You can disconnect your calendar at any time in your account settings, and we will delete the stored credentials. Google's and Microsoft's own privacy policies apply to your use of their services.
• Subscription payment (Healthcare Providers). Healthcare Providers pay a monthly subscription fee to keep a listing on the Website. Payments are processed by Stripe. We receive confirmation of payment and the status of your subscription, but we do not collect or store your credit card or bank account numbers. Stripe's privacy policy applies to the payment information you provide to Stripe.
• Sensitive information. We do not require health information to use the Website. If you choose to share sensitive information, for example in a match request or in a message to a Healthcare Provider, we process it only as reasonably necessary to provide the service you requested, and in accordance with applicable law.
• Non-personal information, that does not directly or indirectly reveal your identity or directly relate to an identifiable individual, such as demographic information, or statistical or aggregated information. Statistical or aggregated data does not directly identify a specific person, but we may derive non-personal statistical or aggregated data from personal information. For example, we may aggregate personal information to calculate the percentage of users accessing a specific Website feature.
• Technical information, including your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, or information about your internet connection, the equipment you use to access our Website, and usage details.
• Non-personal details about your Website interactions, including the full Uniform Resource Locators (URLs), clickstream to, through and from our Website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.

HOW WE COLLECT INFORMATION ABOUT YOU

We use different methods to collect your information, including through:

• Direct interactions with you when you provide it to us, for example, by filling in forms or corresponding with us by phone, email, or otherwise.
• User contributions. You may also provide information for us to publish or display on public Website areas or transmit to other Website users or third parties.
• Automated technologies or interactions, as you navigate through our Website. Information collected automatically may include usage details, IP addresses, and information collected through cookies and other tracking technologies.
• Third parties or publicly available sources, for example, the public registers of professional orders, which we may consult to verify a Healthcare Provider's credentials.

Information You Provide to Us

The information we collect directly from you on or through our Website may include:

• Information that you provide by filling in forms on our Website. This includes information provided at the time of registering to use our Website, subscribing to our service, creating a listing, sending a message, or requesting a booking. We may also ask you for information when you report a problem with our Website.
• Records and copies of your correspondence (including email addresses), if you contact us.
• Your search queries on the Website.

You may also provide information to be published or displayed (hereinafter, "posted") on public areas of the Website or transmitted to other users of the Website or third parties (collectively, "User Contributions"). Your User Contributions are posted on and transmitted to others at your own risk. Although we limit access to messages and booking details to the people involved in them, please be aware that no security measures are perfect. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that unauthorized persons will not view your User Contributions.

For Healthcare Providers, User Contributions include the information published in their public listing. For Users and Healthcare Providers, they also include the messages and booking details they send to each other through the Website.

A Healthcare Provider's listing is visible to anyone who visits the Website and may appear in search engine results. Messages and booking details are not public: they are visible only to the User and the Healthcare Provider in that conversation, and to Promptd as described in this policy.

Information We Collect Through Cookies and Other Automatic Data Collection Technologies

As you navigate through and interact with our Website, we may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:

• Details of your visits to our Website, including traffic data, approximate location data (based on your IP address), logs, and other communication data and the resources that you access and use on the Website.
• Information about your computer and internet connection, including your IP address, operating system, and browser type.

The information we collect automatically is statistical information and may include personal information, and we may maintain it or associate it with personal information we collect in other ways or that you provide to us. It helps us to improve our Website and to deliver a better and more personalized service, including by enabling us to:

• Estimate our audience size and usage patterns.
• Store information about your preferences, allowing us to customize our Website according to your individual interests.
• Speed up your searches.
• Recognize you when you return to our Website.

We use PostHog, a product analytics service, to understand how the Website is used, for example which pages are visited, which features are used, and where errors occur. PostHog collects this information on our behalf using cookies and similar technologies. We do not use this information to serve advertising. PostHog is contractually required to keep this information confidential and to use it only to provide its service to us.

The technologies we use for this automatic data collection may include:

• Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website.

HOW WE USE YOUR INFORMATION

We use information that we collect about you or that you provide to us, including any personal information:

• To present our Website and its contents to you.
• To provide you with information, products, or services that you request from us.
• To fulfill the purposes for which you provided the information or that were described when it was collected, or any other purpose for which you provide it.
• To provide you with notices about your account or subscription, including expiration and renewal notices.
• To carry out our obligations and enforce our rights arising from any contracts with you, including for billing and collection or to comply with legal requirements.
• To notify you about changes to our Website or any products or services we offer or provide though it.
• To improve our Website, products or services, marketing, or customer relationships and experiences.
• To allow you to participate in interactive features, social media, or similar features on our Website.
• To connect Users with Healthcare Providers, including by displaying Healthcare Providers' listings and delivering messages between Users and Healthcare Providers.
• To manage bookings, including sending booking requests, proposed times, confirmations, changes, and cancellations to the User and the Healthcare Provider involved.
• To respond to a match request by selecting Healthcare Providers that fit the criteria you gave us and emailing you the list.
• To sync bookings with a Healthcare Provider's connected Google or Outlook calendar, if the Healthcare Provider has chosen to connect it.
• To manage Healthcare Providers' subscriptions and confirm payment through Stripe.
• To keep the Website safe, including by reviewing messages as described under "Review of Messages" below.
• In any other way we may describe when you provide the information.
• For any other purpose with your consent.

We may also use your information to contact you about our own goods and services that may be of interest to you, as permitted by law. If you do not want us to use your information in this way, please e-mail us at support@promptd.app. For more information, see Choices About How We Use and Disclose Your Information.

Review of Messages

We may review, scan, or analyze messages sent through the Website for safety, moderation, fraud prevention, and support purposes, for example to detect abuse, harassment, spam, or attempts to misuse the Website. We use automated methods where reasonably possible. Occasionally a member of our team may need to manually review messages, for example to investigate a report, respond to a support request, or address a safety concern. We do not review messages for advertising purposes, and we do not sell or share the content of your messages with third parties except as described in this policy.

DISCLOSURE OF YOUR INFORMATION

We may disclose aggregated information about our users, and information that does not identify any individual, without restriction.

We may disclose personal information that we collect or you provide as described in this privacy policy:

• In accordance with applicable law, to a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Promptd Technologies inc.'s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by Promptd Technologies inc. about our customers and users is among the assets transferred.
• To contractors, service providers, and other third parties we use to support our business (such as analytics and search engine providers that assist us with Website improvement and optimization) and who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy.
• To fulfill the purpose for which you provide it.
• For any other purpose disclosed by us when you provide the information.
• With your consent.
• To the other party in a conversation or booking. When a User sends a message or a booking request to a Healthcare Provider, the Healthcare Provider receives the User's name, the message, and the booking details. When a Healthcare Provider responds, the User receives the Healthcare Provider's response and booking details. We do not share a User's information with a Healthcare Provider the User has not chosen to contact.
• The service providers that currently run the Website on our behalf include Stripe (subscription payments), Google and Microsoft (sign-in, and calendar connection, only if a Healthcare Provider connects a calendar), PostHog (analytics), Vercel (hosting), Supabase (database), Resend (email delivery), AI model providers accessed through Vercel's AI Gateway, such as OpenAI, as well as Google and Anthropic (AI features), Google Maps and Mapbox (maps and address search), Cloudflare (image hosting), Firecrawl (a service that streamlines Healthcare Provider onboarding to the platform), and Slack (internal team notifications).

We may also disclose your personal information:

• To comply with any court order, law, or legal process, including to respond to any government or regulatory request, in accordance with applicable law.
• To enforce or apply our Terms and Conditions (https://www.promptd.app/en/terms) and other agreements, including for billing and collection purposes.
• If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of Promptd Technologies inc., our customers, or others.

TRANSFERRING YOUR PERSONAL INFORMATION

We may transfer personal information that we collect or that you provide as described in this policy to contractors, service providers, and other third parties we use to support our business (such as analytics and search engine providers that assist us with Website improvement and optimization) and who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy.

We may process, store, and transfer your personal information in and to a foreign country, with different privacy laws that may or may not be as comprehensive as Canadian law. In these circumstances, the governments, courts, law enforcement, or regulatory agencies of that country may be able to obtain access to your personal information through the laws of the foreign country. Whenever we engage a service provider, we require that its privacy and security standards adhere to this policy and applicable Canadian privacy legislation. In particular, our service providers, including Vercel, Supabase, Stripe, PostHog, Resend, Google, Microsoft, OpenAI, Anthropic, Mapbox, Cloudflare, Firecrawl, and Slack, may store or process your personal information in the United States, which means your information may be communicated outside Quebec and outside Canada.

You are welcome to contact us to obtain further information about Company policies regarding service providers outside of Canada. See Contact Information and Challenging Compliance.

By submitting your personal information or engaging with the Website, you consent to this transfer, storage, or processing.

CHOICES ABOUT HOW WE USE AND DISCLOSE YOUR INFORMATION

We strive to provide you with choices regarding the personal information you provide to us. We have created mechanisms to provide you with the following control over your information:

• Tracking Technologies. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse cookies, please note that some parts of this Website may not be accessible or may not function properly. For more information about tracking technologies, see Information We Collect Through Cookies and Other Automatic Data Collection Technologies.
• Promotional Offers from the Company. If you have opted in to receive certain emails from us but no longer wish to have your email address used by the Company to promote our own products or services, you can opt-out at any time by sending us an email stating your request to support@promptd.app. If we have sent you a promotional email, you may unsubscribe by sending us an e-mail at support@promptd.app.
• Calendar connection. Healthcare Providers can disconnect their Google or Outlook calendar at any time in their account settings. Bookings made through the Website will then no longer be added to your calendar.
• Account deletion. You can ask us to delete your account by contacting us at support@promptd.app. Deleting your account removes your listing (for Healthcare Providers) and your ability to send messages and make bookings. See Data Retention for what we keep after deletion.

DATA SECURITY

The security of your personal information is very important to us. We use physical, electronic, and administrative measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. We store the information you provide to us on secure servers, and information sent between your device and the Website is encrypted in transit using SSL/TLS technology.

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. We urge Healthcare Providers to be careful about the information they include in their public listing, which any Website visitor can view.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Website. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website.

DATA RETENTION

Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

Messages and booking records are kept for as long as your account is active, and for 12 months after your account is closed so that we can respond to questions, resolve disputes, and meet our legal obligations, after which they are deleted or anonymized. Calendar access credentials are deleted when a Healthcare Provider disconnects their calendar or closes their account. Because we take measures to protect data from accidental loss, residual copies of your personal information may remain in our backup systems for a limited period before being removed. Note that a message you sent to another user remains visible to that user in their own conversation history. Match request answers, including your email address and questionnaire answers, are kept for 12 months after we send you the list, then deleted or anonymized.

CHILDREN UNDER THE AGE OF 18

Our Website is not intended for anyone under 18 years of age. No one under age 18 may use the Website or provide any personal information to or on the Website. We do not knowingly collect personal information from anyone under 18. If you are under 18, do not use or provide any information on this Website or on or through any of its features, register on the Website, use any of the interactive features of this Website, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. If we learn we have collected or received personal information from a person under 18, we will delete that information. If you believe we might have any information from or about a person under 18, please contact us at support@promptd.app.

ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. By law you have the right to request access to and to correct the personal information that we hold about you.

You can review and change your personal information by logging into the Website and visiting your account profile page.

If you want to review, verify, correct, or withdraw consent to the use of your personal information you may also send us an email at support@promptd.app to request access to, correct, or delete any personal information that you have provided to us. We cannot delete your personal information except by also deleting your user account. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

We may request specific information from you to help us confirm your identity and your right to access, and to provide you with the personal information that we hold about you or make your requested changes. Applicable law may allow or require us to refuse to provide you with access to some or all of the personal information that we hold about you, or we may have destroyed, erased, or made your personal information anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

We will provide access to your personal information, subject to exceptions set out in applicable privacy legislation. Examples of such exceptions include:

• Information protected by solicitor-client privilege.
• Information that is part of a formal dispute resolution process.
• Information that is about another individual that would reveal their personal information or confidential commercial information.
• Information that is prohibitively expensive to provide.

If you are concerned about our response or would like to correct the information provided, you may contact our Privacy Officer, Anas Shakra, at support@promptd.app.

If you delete your User Contributions from the Website, copies of your User Contributions may remain viewable in cached and archived pages or might have been copied or stored by other Website users. Proper access and use of information provided on the Website, including User Contributions, is governed by our Terms and Conditions (https://www.promptd.app/en/terms).

WITHDRAWING YOUR CONSENT

Where you have provided your consent to the collection, use, and transfer of your personal information, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at support@promptd.app. Please note that if you withdraw your consent we may not be able to provide you with a particular product or service. We will explain the impact to you at the time to help you with your decision.

CHANGES TO OUR PRIVACY POLICY

It is our policy to post any changes we make to our privacy policy on this page with a notice that the privacy policy has been updated on the Website home page. If we make material changes to how we treat our users' personal information, we will notify you by email to the email address specified in your account and through a notice on the Website home page.

We include the date the privacy policy was last revised at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you, and for periodically visiting our Website and this privacy policy to check for any changes.

CONTACT INFORMATION AND CHALLENGING COMPLIANCE

We welcome your questions, comments, and requests regarding this privacy policy and our privacy practices. Please contact us at:

Privacy Officer: Anas Shakra

Promptd Technologies inc.

support@promptd.app

We have procedures in place to receive and respond to complaints or inquiries about our handling of personal information, our compliance with this policy, and with applicable privacy laws. To discuss our compliance with this policy please contact our Privacy Officer using the contact information listed above.