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.
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.
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.
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.
We collect the same categories of Personal Information that comparable platforms typically collect, including the categories below.
| Category of Personal Information | Examples |
|---|---|
| Identifiers and Contact Information | Name, email address, mailing address, phone number, account username |
| Employment/Educational Information | Title, credentials, specialty, clinical affiliations, educational records, work status/history, pass/fail status of eligibility requirements (e.g., pass/fail only of background checks and/or drug screenings) |
| Commercial Information | Records of services used, surveys, assessments |
| Biometric/Visual Information | Photograph or profile image uploaded by User, should User so choose |
| Internet/Network Activity | Device data, IP address, geolocation at a general level, log and usage data, interactions with the Services |
| Inferences | Preferences, characteristics, trends inferred from your use of the Services |
| Sensitive Personal Information (only if directed by a Program) | Social Security numbers, Licensure numbers, not collected by Whitecoat for its own purposes |
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.
We use Personal Information as a service provider to your Program and, for limited website interactions, to operate our website. Typical uses include:
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.
| Cookie Type | Purpose |
|---|---|
| Necessary | Enable core site functions and security. |
| Preferences | Remember settings such as language. |
| Statistics (Analytics) | Measure usage and improve performance. |
| Marketing | Support limited marketing/retargeting activities. Enable/Disable via cookie banner found on the Whitecoat website |
Do Not Track. Our systems do not respond to browser “Do Not Track” signals at this time.
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.
We disclose Personal Information in the following circumstances (we do not sell Personal Information):
| Recipient | Purpose of Disclosure |
|---|---|
| Your Program | To enable and manage your participation in the Program's activities and obligations. |
| Service Providers | Website providers (e.g., Wix), cloud hosting (e.g., AWS), marketing (e.g., HubSpot), analytics (e.g., Google Analytics, Google Tag) email/messaging (e.g., SendGrid), payment processors, and customer support (e.g., Intercom) |
| Affiliates/Successors | In connection with mergers, acquisitions, or asset transfers. |
| Legal/Compliance | To comply with law, respond to lawful requests, enforce terms, and protect rights and safety. |
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.
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.
| Category | Examples | Sources | Business Purposes | Disclosed for Business Purpose? | Sold/Shared? |
|---|---|---|---|---|---|
| Identifiers and Contact | Name, email, phone | You; Program | Account setup, support, security, communications | Yes. To service providers and your Program | No. We do not sell or share. |
| Employment/Education | Title, credentials, records | Program; You | Program operations, compliance | Yes. To your Program; service providers | No. We do not sell or share. |
| Commercial Records | Transactions, services used | You; Program | Fulfillment, records, support | Yes. To service providers | No. We do not sell or share. |
| Biometric/Visual | Profile photo you upload | You | Profile display; identity confirmation | Yes. To your Program; service providers | No. We do not sell or share. |
| Internet/Network | IP, device, usage data | Your device | Site operation, security, analytics | Yes. To analytics/hosting providers | No. We do not sell or share. |
| Inferences | Preferences from use | Derived | Improve Services/UX | Yes. To service providers | No. We do not sell or share. |
| Sensitive PI (if directed by Program) | Licensure IDs, background checks | Program; You | Program and compliance needs | Yes. To your Program; service providers | No. We do not sell or share. |
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).
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).
| Category of Personal Information | Categories of Recipients | Purpose |
|---|---|---|
| Identifiers and Contact | Service providers; Your Program | Provide Services; support; security; communications |
| Employment/Education | Your Program; service providers | Program operations; compliance |
| Commercial Records | Service providers | Fulfillment; records; support |
| Biometric/Visual | Your Program; service providers | Profile display; identity confirmation |
| Internet/Network | Hosting and analytics providers | Operation; security; analytics; improvement |
| Inferences | Service providers | Improve Services/UX |
| Sensitive PI (if directed by Program) | Your Program; service providers | Program and compliance needs |
We do not disclose Personal Information to third parties for their own direct marketing purposes. To inquire further, contact us at support@whitecoatai.com.
We do not offer programs that provide financial incentives or price/service differences related to the collection, retention, sale, or sharing of Personal Information.
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).
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.
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.
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.
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.
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.
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.