Privacy Policy
Last updated: September 26, 2026
This Privacy Policy explains how Medical3 ("we", "us", or "our") collects, uses, and discloses personal information when you visit www.medical3.ai or use a Medical3 client or staff account (together, the "Services").
Who we are and scope
Medical3 is based in Toronto, Canada. This policy applies to our public marketing website, www.medical3.ai, to the accounts we provide to our clients and staff, and to the business contacts we reach out to on behalf of our clients (see "Information we collect" below). It does not cover third-party websites you may reach through links on our site — we encourage you to read their privacy policies separately.
Information we collect
We collect the following categories of information, depending on how you interact with us.
Contact form
When you submit our contact form, we collect the name, email address, and message you provide, so that we can respond to your inquiry.
Newsletter sign-up
When you subscribe to our newsletter through the sign-up form in our website footer, we collect the email address you provide.
Business contacts we reach on behalf of our clients
Medical3 is an outcome-as-a-service sales partner for medical device manufacturers: part of our work is identifying and reaching out to potential buyers and other business contacts on a client's behalf. For these business contacts, we collect information such as their name, job title or seniority, employer or institution, and business email address and/or phone number. This information comes from publicly available professional sources that our AI-assisted research finds through web search, from contact lists our client already has and provides to us, or from our own professional network, such as trade shows, industry events, and partner organizations. When we email a business contact on a client's behalf, our email delivery provider records whether the message was opened or a link in it was clicked, so we can track engagement. If we make a formal introduction between a business contact and the client we are representing, we share that contact's business identity with that client as part of making the introduction. If you are a business contact and want to stop being contacted, use the unsubscribe option in an email from us, if there is one, or email our Privacy Officer at info@medical3.ai — we will honor that request.
Client and staff accounts
If you have a client or staff account, we collect the account details you or your organization provide, such as your name, company, and role, and your sign-in information — a securely hashed password, or your Google account if you choose to sign in with Google.
Website analytics (coming soon)
Once website analytics is live, if you accept analytics cookies, we will collect information about how you use our website:
- The pages you visit
- The site or campaign (UTM parameters) that referred you
- The links and buttons you click
- Your approximate location for analytics purposes (country or region, derived from your connection — we do not store the raw IP address in our analytics data)
- Your device type
- Your browser and operating system
If you reject or ignore the cookie banner, we will not collect any analytics data about you.
Technical and security logs
Our servers and hosting providers automatically log technical information for security, abuse prevention, and troubleshooting — including your IP address, browser and user-agent, request timestamps, and the URLs you request. We and our hosting providers keep these logs for a limited period, no longer than necessary for these purposes.
Cookies
We use a small number of cookies on our website.
Strictly necessary cookies
These cookies are required for the website and your account to work, and are set regardless of any cookie choice you make:
- token — keeps you signed in to your account
- A language-preference cookie — remembers the site language you last chose
Analytics cookies (coming soon)
We plan to introduce website analytics. When we do, we will ask for your consent first through a cookie banner, and only set analytics cookies if you accept them. Those cookies will be:
- A random visitor identifier, kept for up to 13 months
- A session identifier, which expires after 30 minutes of inactivity
Changing your choice
Once website analytics and the cookie banner are live, you will be able to change your choice at any time using a "Cookie settings" link in our website footer, or by clearing cookies in your browser.
How we use information
We use the information we collect to:
- Respond to the inquiries you send us
- Send the updates you have subscribed to
- Provide the services our clients have engaged us for, including introducing business contacts to the client we are representing
- Understand and improve our website
We do not sell your personal information. Introducing a business contact to the client we are working for is part of the outcome-based service that client has engaged us to provide, not a sale of data.
Legal basis and consent
We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). If you are visiting from the European Union or United Kingdom, our legal basis for analytics cookies is your consent, and our legal basis for the other processing described in this policy is our legitimate interests in operating our business, or the performance of a contract with you or your organization.
Service providers
We share personal information with the following service providers, who process it on our behalf to help us operate our Services:
- Vercel — hosts our public website
- Google Cloud — hosts our application servers and database
- Mailgun — delivers the emails we send
- Google — provides the optional "Sign in with Google" option for accounts
- OpenAI — provides AI-assisted features that support our work for clients
Because these providers operate internationally, your information may be processed in countries other than your own, including Canada and the United States.
We also share a business contact's business identity with the client whose product we are representing, when we make an introduction between them — see "Information we collect" above.
Retention
We keep contact-form messages and newsletter subscriber records until we no longer need them for the purposes described in this policy, or until you ask us to delete them. We keep business-contact information while it remains relevant to our work for current or future clients, and we keep records of introductions and the deals that result from them for as long as needed to document them (for example, success-fee invoicing); if a contact objects, we stop contacting them and keep only what is needed to honor that objection and meet those obligations. We keep technical and security logs for a limited period, no longer than necessary for security and troubleshooting. We keep analytics data for up to 24 months.
Your rights
Depending on where you live, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Request deletion of your information
- Withdraw your consent at any time, including by unsubscribing from our newsletter
To exercise any of these rights, email our Privacy Officer at info@medical3.ai.
You also have the right to complain to the Office of the Privacy Commissioner of Canada, or to your local data-protection authority.
Children
Our Services are not directed to children under 16, and we do not knowingly collect personal information from them.
Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page with a new "Last updated" date.
Contact us
If you have questions about this Privacy Policy or how we handle your personal information, email our Privacy Officer at info@medical3.ai. We are based in Toronto, Canada.