Privacy Policy

Effective Date: September 27, 2026

Last Updated: September 27, 2026


This Privacy Policy explains how MedScholars AI (“MedScholars AI,” “we,” “us,” or “our”) collects, uses, discloses, stores, and protects personal information when you visit medscholarsai.com, apply to a program, purchase a program, participate in research or educational activities, communicate with us, or otherwise interact with our services.

We operate from Ontario, Canada and may serve participants in Canada, the United States, and other countries.

Our privacy practices are intended to comply with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”), applicable Ontario laws, and applicable U.S. federal and state privacy requirements.


1. Contact and Privacy Accountability

MedScholars AI is responsible for personal information under its control. Our privacy contact is:

  • Privacy Officer — MedScholars AI

  • Legal entity: MedScholars AI

  • Email: info@medscholarsai.com

Questions, access requests, correction requests, privacy complaints, and requests to exercise applicable privacy rights may be sent to this contact.


2. Information We Collect

Depending on your relationship with MedScholars AI, we may collect the following categories of information.

Identity and contact information

  • Name

  • Email address

  • Telephone number

  • Country, province, or state

  • Mailing or billing address

  • Age or date-of-birth information where reasonably necessary

  • Parent or guardian contact information

Academic and application information

  • School, university, or institution

  • Academic program

  • Year of study

  • Resume or curriculum vitae

  • Academic interests

  • Research interests

  • Technical experience

  • Previous research experience

  • Application responses

  • Program preferences

Program and research information

  • Research proposals

  • Project assignments

  • Source code

  • Experimental results

  • Research notes

  • Data analyses

  • Manuscript drafts

  • Posters

  • Abstracts

  • Presentations

  • Feedback

  • Meeting attendance

  • Project progress

  • Communications with mentors

  • Authorship and contributor information

Payment and transaction information

  • Purchaser name

  • Billing information

  • Program purchased

  • Amount charged

  • Currency

  • Payment status

  • Transaction identifier

  • Refund information

Payment-card information may be processed directly by a third-party payment processor. MedScholars AI does not necessarily receive or store complete payment-card numbers.

Communications

  • Emails

  • Contact-form submissions

  • Application communications

  • Customer-service inquiries

  • Complaints

  • Program correspondence

  • Consent records

Device and website information

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Referring website

  • Pages visited

  • Dates and times of access

  • Cookie identifiers

  • Website interactions

  • Approximate location derived from an IP address


3. Sources of Information

We may obtain personal information:

  • Directly from you

  • From a parent or guardian

  • Automatically through our website

  • From service providers acting on our behalf

  • From research collaborators

  • From academic or professional information you make publicly available

  • From another person where you have authorized them to provide the information


4. How We Use Information

We may use personal information to:

  • Receive and evaluate applications

  • Determine program eligibility

  • Enrol participants

  • Process payments

  • Operate our research programs

  • Assign projects, mentors, and research groups

  • Deliver educational instruction

  • Schedule meetings

  • Communicate program information

  • Provide research mentorship

  • Review code, experiments, manuscripts, posters, abstracts, and presentations

  • Facilitate appropriate academic submissions

  • Maintain authorship and contribution records

  • Provide customer support

  • Maintain financial and transaction records

  • Prevent fraud or misuse

  • Secure our systems

  • Investigate suspected misconduct

  • Comply with legal obligations

  • Improve our programs

  • Understand website usage

  • Send promotional communications where permitted by law

We will not materially change the purposes for which personal information is used without additional notice or consent where applicable law requires it.


5. Consent

Where consent is required, we seek consent appropriate to:

  • The sensitivity of the information

  • The purpose of the collection

  • The reasonable expectations of the individual

  • The potential risks associated with the use or disclosure

Where information is sensitive, or a proposed use falls outside what a participant would reasonably expect, we may request express consent.

You may withdraw consent where applicable, subject to legal or contractual restrictions. Withdrawal may affect our ability to provide services where the information is required to provide those services.


6. Data Minimization

We seek to collect only information reasonably necessary for legitimate program, research, administrative, legal, security, or business purposes.

Participants should not provide sensitive information that is unnecessary for their participation.


7. Health and Medical Information

MedScholars AI provides research and educational services, not medical treatment.

Participation in medical or healthcare-related research does not itself make MedScholars AI a healthcare provider or HIPAA-covered entity.

Participants must not upload, disclose, download, or process identifiable patient information, protected health information (“PHI”), clinical records, or other restricted health information unless the applicable project has expressly authorized the activity and all required privacy, research-ethics, institutional, security, contractual, and legal requirements have been satisfied.

If MedScholars AI acts as a business associate of a HIPAA-covered entity, or as an agent or service provider handling personal health information under applicable Canadian or Ontario law, any additional legally required agreement and safeguards will govern that activity.


8. Human-Subject Research

Participants must not independently conduct research involving identifiable human participants, patient recruitment, medical interventions, private medical records, or other regulated human-subject research through MedScholars AI unless required ethics or institutional approvals have been obtained.

Research involving human participants must comply with the applicable research protocol and institutional requirements.


9. Artificial Intelligence and Machine-Learning Tools

Our programs may involve artificial-intelligence and machine-learning tools.

MedScholars AI will not use private application materials, confidential participant materials, or unpublished participant research to train a general-purpose AI model for unrelated purposes without appropriate notice and consent.

Participants must not upload confidential research, identifiable health information, restricted datasets, passwords, credentials, or other protected information to a third-party AI service unless the project expressly permits it.

Third-party AI providers may process information according to their own terms and privacy practices.


10. Research Data

Projects may use:

  • Public datasets

  • Licensed datasets

  • Synthetic data

  • De-identified data

  • Anonymized data

  • Institutionally authorized datasets

Participants must follow applicable:

  • Dataset licences

  • Data-use agreements

  • Research protocols

  • Privacy requirements

  • Confidentiality restrictions

  • Institutional policies

  • Ethics approvals

Research data may not be used outside the authorized project unless permitted.


11. Disclosure of Personal Information

We do not rent personal information. We may disclose information to the following categories of recipients where reasonably necessary.

Mentors and collaborators

Information may be shared with mentors, research supervisors, principal investigators, co-authors, team members, and other project collaborators.

Service providers

We may use providers for:

  • Website hosting

  • Cloud infrastructure

  • File storage

  • Email

  • Video conferencing

  • Scheduling

  • Payment processing

  • Analytics

  • Application management

  • Security

  • Research computing

  • Communications

These providers may process information on our behalf.

Academic organizations

Where a participant chooses to submit research, relevant information may be submitted to:

  • Conferences

  • Workshops

  • Journals

  • Publishers

  • Peer-review platforms

  • Research repositories

  • Academic societies

Submitted information may include names, affiliations, contact information, biographies, authorship information, and research materials.

Legal and safety purposes

We may disclose information where permitted or required to:

  • Comply with applicable law

  • Respond to lawful legal process

  • Protect our rights

  • Investigate fraud or misconduct

  • Protect participants or others

  • Respond to security incidents

Corporate transactions

Information may be transferred as part of a lawful merger, acquisition, financing, restructuring, or sale of all or part of the business, subject to applicable protections.


12. Sale and Sharing of Personal Information

MedScholars AI does not sell personal information for monetary consideration.

MedScholars AI does not intend to disclose personal information to third parties for their own unrelated direct-marketing purposes.

If we begin using advertising technology in a manner that constitutes a “sale,” “sharing,” or targeted advertising under an applicable U.S. state privacy law, we will provide any required notice and opt-out mechanism before engaging in that activity.


13. Cookies, Analytics, and Online Tracking

Our website may use cookies or similar technologies for:

  • Essential functionality

  • Fraud prevention

  • Security

  • Analytics

  • Remembering preferences

  • Understanding website performance

Third-party analytics providers may receive technical information associated with website use.

Where required, non-essential cookies or tracking technologies will be subject to appropriate consent or opt-out choices.


14. Do Not Track and Global Privacy Control

Some browsers offer a “Do Not Track” (“DNT”) signal. Because there is not a universally accepted DNT standard, our website may not respond to traditional DNT signals.

Where applicable law requires recognition of an opt-out preference signal, such as a valid Global Privacy Control (“GPC”) signal, we will process the signal as required by law.


15. Marketing Communications

We may send information regarding:

  • Upcoming cohorts

  • Application deadlines

  • Research opportunities

  • Program announcements

  • Events

  • Educational material

  • MedScholars AI services

Commercial electronic messages sent to Canadian recipients will be managed in accordance with applicable requirements under Canada’s Anti-Spam Legislation (“CASL”). Commercial email sent to U.S. recipients will be managed in accordance with applicable requirements of the CAN-SPAM Act.

Marketing communications will include required identification and unsubscribe information. We will process applicable unsubscribe requests within legally required timeframes.

Unsubscribing from marketing does not prevent us from sending transactional or program-related communications reasonably necessary to administer an application, purchase, research project, or active enrolment.


16. SMS Communications

If we offer optional promotional SMS communications, they will be sent only where we have any consent required by applicable law.

You may withdraw consent or opt out using the method identified in the message, including replying STOP where applicable.

Consent to marketing texts is not a condition of purchasing a MedScholars AI program unless expressly permitted by law.


17. Children and Minors

MedScholars AI programs may serve high-school students.

Our website and programs are not directed to children under 13, and we do not knowingly collect personal information online directly from children under 13 without implementing a legally appropriate parental-consent process.

If we learn that personal information was collected directly from a child under 13 without required authorization, we will take reasonable steps to delete it.

If MedScholars AI wishes to enrol a participant under 13 in the future, a separate process designed to satisfy applicable requirements, including COPPA where applicable, will be used before personal information is collected.

Participants under the age of majority may be required to have a parent or legal guardian:

  • Authorize enrolment

  • Accept contractual terms

  • Approve payment

  • Provide privacy consent where appropriate

  • Approve particular research or promotional activities


18. Photographs, Testimonials, and Marketing

Participation in MedScholars AI does not automatically give us unrestricted permission to use a participant’s:

  • Name

  • Photograph

  • Video

  • Testimonial

  • Research story

  • Acceptance result

  • Academic achievement

for marketing purposes.

Where consent is appropriate or legally required, we will request separate authorization. We will not knowingly materially alter a testimonial in a manner that misrepresents the participant’s experience.


19. International Transfers

Because MedScholars AI operates online, personal information may be processed outside Ontario or Canada by service providers, collaborators, journals, conferences, or other organizations.

Information processed in another jurisdiction may be subject to the laws of that jurisdiction.

Where required by applicable law, MedScholars AI remains responsible for personal information transferred to a service provider for processing on our behalf.


20. Security

We use reasonable administrative, organizational, and technical safeguards appropriate to the sensitivity of information under our control. Measures may include:

  • Access restrictions

  • Authentication controls

  • Secure cloud providers

  • Confidentiality obligations

  • Encryption where appropriate

  • Account-management controls

  • Security monitoring

  • Backup procedures

  • Data-minimization practices

No information system can be guaranteed to be completely secure. Participants are responsible for maintaining the confidentiality of their own account credentials.


21. Data Breaches

If a privacy or security incident occurs, we will investigate and take appropriate measures. Where required by applicable law, we will:

  • Notify affected individuals

  • Notify regulators or other organizations

  • Maintain required breach records

  • Take reasonable steps to reduce risk of harm


22. Data Retention

We retain personal information only for as long as reasonably necessary for the identified purpose or for legitimate legal, tax, accounting, research-integrity, dispute-resolution, fraud-prevention, or contractual purposes.

Retention periods may vary based on the type of information. Research authorship and contribution records may be retained longer where necessary to preserve academic integrity.

Published academic material may remain permanently available through independent journals, conference proceedings, repositories, indexing platforms, or other third parties.

When information is no longer reasonably required, we may delete, destroy, or anonymize it.


23. Canadian Privacy Rights

Subject to applicable law, individuals may request:

  • Access to personal information we hold about them

  • Information about how the information has been used or disclosed

  • Correction of inaccurate information

  • Withdrawal of consent where applicable

You may also challenge our compliance with applicable privacy requirements by contacting our Privacy Officer.


24. U.S. State Privacy Rights

Residents of certain U.S. states may have additional rights where applicable privacy legislation applies to MedScholars AI. Depending on the jurisdiction, these may include rights to:

  • Confirm whether personal information is being processed

  • Access personal information

  • Correct inaccurate information

  • Request deletion

  • Obtain a portable copy

  • Opt out of sale

  • Opt out of certain sharing or targeted advertising

  • Limit certain uses of sensitive personal information

  • Appeal certain privacy-request decisions

  • Exercise privacy rights without unlawful discrimination

These rights apply only where the applicable statute covers MedScholars AI and the particular processing activity.


25. California Residents

California residents may have rights under applicable California privacy laws.

Where the California Consumer Privacy Act (“CCPA”) applies to MedScholars AI, eligible California residents may exercise the rights provided by that law, including applicable rights of access, correction, deletion, portability, opt-out, limitation, and non-discrimination.

We do not sell personal information for monetary consideration.

If MedScholars AI becomes subject to obligations requiring a “Your Privacy Choices,” “Do Not Sell or Share My Personal Information,” or similar mechanism, the required mechanism will be provided on our website.

California residents may contact: info@medscholarsai.com

An authorized agent may submit a request where applicable law permits it, subject to appropriate verification.


26. Exercising Privacy Rights

Requests may be sent to: info@medscholarsai.com

We may request information reasonably necessary to verify your identity. We will respond within applicable statutory timeframes.

Certain exceptions may apply where information must be retained for legal, research-integrity, security, contractual, or other permitted purposes.


27. Third-Party Websites

Our website may link to independently operated services such as:

  • Conferences

  • Journals

  • Universities

  • Research platforms

  • Social networks

  • Coding platforms

  • AI providers

Their privacy practices are governed by their own policies.


28. Changes to this Policy

We may update this Privacy Policy to reflect changes to our programs, technology, vendors, or legal obligations. The “Last Updated” date will be changed when the Policy is revised.

Where a material change requires new consent under applicable law, we will seek that consent before applying the new use to previously collected information.


29. Contact Us

  • MedScholars AI

  • Website: medscholarsai.com

  • Privacy email: info@medscholarsai.com