Chairlink Privacy Policy

1. Scope

Chairlink, Inc. operates a professional development platform for the dental profession. This Privacy Policy explains how Chairlink collects, uses, discloses, retains, and protects personal information when you use the Chairlink website, applications, Chairlink Coach, Chairlink Answers, mentorship, professional profiles, community features, continuing education tools, and related services, collectively the Service.

This Policy applies to information processed by Chairlink in connection with the Service. Some providers process information on Chairlink's behalf to help us operate the Service. Other independent third party services may have their own privacy practices.

2. Information We Collect

We may collect the following categories of information:

• Account information, such as name, email address, authentication information, professional role, general location, and account preferences.
• Professional information you choose to provide, such as biography, education, employment history, skills, continuing education, accomplishments, portfolio content, credentials, and professional interests.
• AI interaction data from Chairlink Coach and other AI features, including text or voice inputs, transcripts, prompts, model responses, scores, feedback, Challenge results, retries, ratings, interaction history, and related metadata.
• Chairlink Answers activity, such as guides viewed, searches, downloads, bookmarks, questions, feedback, ratings, comments, contributions, and source suggestions.
• Mentorship and communication information, such as booking details, intake information, goals, questions, messages, attendance information, and support communications.
• Transaction information, such as transaction identifiers, payment status, amounts, billing details, payout information, credits, and fraud signals. Full payment card numbers are generally processed by payment providers rather than stored by Chairlink.
• Device and usage information, such as IP address, browser type, device information, timestamps, feature usage, error logs, security events, and cookie identifiers.
• Information received from providers that support payments, video meetings, authentication, cloud infrastructure, AI processing, speech processing, analytics, communications, and security.

3. How We Use Information

We use information to operate and improve Chairlink, including to:

• Create, authenticate, secure, and maintain accounts.
• Provide Coach simulations, feedback, scores, retries, personalization, and professional development features.
• Provide and improve Chairlink Answers and other educational resources.
• Facilitate mentorship, bookings, payments, credits, payouts, community features, professional profiles, and continuing education tools.
• Provide support, prevent fraud and abuse, maintain security, troubleshoot problems, and enforce our policies.
• Measure product performance, analyze usage, conduct research, test features, and improve the Service.
• Develop, evaluate, train, fine tune, test, and improve Chairlink AI and machine learning systems as described below.
• Create aggregated or deidentified information for analytics, research, product development, and business operations.
• Comply with legal obligations and protect the rights and safety of Chairlink, our users, and others.

4. AI Processing and Model Improvement

What may be used

Chairlink may use AI interaction data to provide the AI feature you requested and to improve Chairlink AI systems. This can include text inputs, voice inputs or transcripts, prompts, model responses, Coach scores, feedback, Challenge performance, ratings, retry history, interaction patterns, and related metadata.

How it may be used

AI interaction data may be used to generate responses and feedback, evaluate output quality, improve scoring and feedback systems, test safety and reliability, identify failure patterns, develop scenarios and features, conduct internal analytics, and train, fine tune, evaluate, or otherwise improve Chairlink models and systems.

No general product opt out

At this time, Chairlink does not offer a general account setting that disables the use of AI interaction data for Chairlink's internal model improvement while continuing to use Chairlink AI features. If applicable law gives you a right to object, opt out, limit processing, or withdraw consent for a particular use, Chairlink will honor that right as required by law.

Service providers

Chairlink may use contracted providers for AI infrastructure, model hosting, speech processing, cloud hosting, security, analytics, and similar functions. These providers may process AI interaction data on Chairlink's behalf. Chairlink does not authorize them to use that information to train their own independent models or for their own advertising or marketing purposes.

No sale of AI interaction data

Chairlink does not sell AI interaction data.

Human review

Authorized Chairlink personnel and, when necessary, authorized service provider personnel may review limited AI interaction data for support, safety, abuse prevention, quality evaluation, and product improvement.

5. Patient Information and Chairlink Coach

Chairlink Coach is designed for fictional or simulated professional practice. Chairlink does not request or need actual patient information to provide Coach.

Do not enter, upload, dictate, transmit, or otherwise provide names, photographs, dates of birth, contact details, record numbers, patient images, radiographs, treatment records, or other information that identifies or reasonably could identify a real patient. Do not submit protected health information to Coach.

Unless Chairlink expressly identifies another feature as supporting patient information and any required agreements are in place, do not submit protected health information elsewhere in the Service.

6. Public and Private Information

Information you intentionally make public, such as public profile information, public portfolio items, public posts, public reviews, or public contributions, may be visible to other users or visitors and may be indexed by search engines.

Private Coach interactions, private mentorship information, private messages, and private professional development information are not made public merely because they are submitted to Chairlink. They may still be processed by Chairlink and its service providers as described in this Policy.

7. How We Disclose Information

We may disclose personal information to:

• Service providers that process information on our behalf to operate the Service.
• Payment, fraud prevention, security, cloud, communications, video meeting, analytics, AI, and speech processing providers as needed to deliver their functions for Chairlink.
• Government authorities, regulators, courts, or other parties when required by law or reasonably necessary to protect legal rights, safety, or security.
• A buyer, investor, successor, or other party involved in a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to applicable law.
• Other parties when you direct us to disclose information or give permission.

Chairlink does not sell personal information for money. If Chairlink engages in a practice that gives you an opt out right under applicable privacy law, Chairlink will provide and honor the required choice.

8. Data Retention

Chairlink retains information for as long as reasonably necessary to provide the Service, improve the product, maintain security, resolve disputes, meet legal obligations, and enforce agreements. Retention periods may differ by data type and purpose.

Deleting raw AI interaction data may not reverse improvements already incorporated into a model or system that was previously trained, evaluated, or updated using that information, unless applicable law requires otherwise.

9. Security

Chairlink uses reasonable administrative, technical, and organizational safeguards designed to protect personal information. No system can guarantee absolute security.

10. Your Privacy Rights

Depending on where you live and whether applicable law covers Chairlink, you may have rights to request access, correction, deletion, portability, restriction, objection, or an opt out of certain processing. You may also have a right to appeal a denied request in some jurisdictions.

To submit a privacy request, contact admin@chairlink.ai. We may need to verify your identity before completing certain requests. Chairlink will not discriminate against you for exercising rights provided by applicable law.

11. Cookies and Analytics

Chairlink may use cookies, local storage, pixels, analytics tools, and similar technologies to keep users signed in, remember preferences, understand product usage, maintain security, diagnose problems, and improve the Service. Where required by law, Chairlink will provide additional choices for nonessential cookies or legally regulated advertising or data sharing practices.

12. Children

The account based Service is intended for individuals who are at least 18 years old. Chairlink does not knowingly collect personal information through account based features from children under 18.

13. Changes to This Policy

Chairlink may update this Privacy Policy as the Service changes. If a change is material, we may provide notice through the Service, by email, at login, or through another reasonable method. If a new use of previously collected information would require consent under applicable law, Chairlink will obtain that consent before applying the new use.

14. Contact

Questions or privacy requests may be sent to admin@chairlink.ai.