Privacy Policy

1. Information We Collect

We collect information in the following ways:

1.1 Information You Provide Directly

• Registration data: name, email address, password, role (client or vendor), and company name for vendors.
• Profile information: bio, skills, certifications, contact details, and profile photo.
• Consultation records: session notes, uploaded files, and communication history.
• Billing information: invoice details, payment method data, and withdrawal account details.
• Support requests submitted through the Help Centre.
• Newsletter subscriptions submitted through the website footer.

1.2 Information Collected Automatically

• Device and usage data: IP address, browser type, operating system, and pages visited.
• Session data: login timestamps, session duration, and activity logs.
• Timer and billing data: consultation start, pause, and stop events recorded for accurate billing.
• Cookies and similar technologies (see our Cookie Policy for details).

1.3 Information from Third Parties

• Calendar data when you connect Google Calendar or Microsoft Outlook to the Platform.
• Payment processing data from integrated payment gateways (e.g., Stripe) in tokenised form. We do not store full card details.
• Authentication data if you use multi-factor authentication services.

2. How We Use Your Information

We use your information for the following purposes:

• To create and manage your account and verify your identity.
• To provide and operate the Platform, including scheduling, consultation, billing, and reporting features.
• To process payments, generate invoices, and facilitate vendor withdrawals.
• To send transactional communications, including booking confirmations, invoice notifications, and password reset links.
• To send marketing communications where you have consented.
• To generate AI-powered consultation summaries and transcripts.
• To improve platform performance, security, and user experience.
• To comply with applicable legal obligations, including HIPAA and legal confidentiality requirements.
• To maintain audit trails for compliance and regulatory purposes.

3. Legal Basis for Processing (where applicable)

• Contract: Processing necessary to provide services you have requested.
• Legitimate interests: Platform security, fraud prevention, and service improvement.
• Legal obligation: Compliance with applicable laws and regulations.
• Consent: Marketing communications and optional data sharing, which you may withdraw at any time.

4. Sharing of Information

We do not sell your personal information. We may share information in the following circumstances:

• With service providers who support platform operations, including cloud hosting, email delivery, payment processing, and analytics services, under confidentiality obligations.
• Between vendors and clients on the Platform, limited to information necessary for scheduled consultations.
• With regulatory authorities or law enforcement where required by applicable law.
• In connection with a merger, acquisition, or sale of all or part of our business, with appropriate confidentiality protections.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. Consultation records, billing data, and audit logs are retained in accordance with applicable legal and regulatory requirements. You may request deletion of your account data subject to our legal retention obligations.

6. Security

We implement industry-standard security measures, including end-to-end encryption, multi-factor authentication, HIPAA-compliant data handling, and access controls. All data is transmitted over HTTPS. Despite these measures, no system is entirely risk-free and we cannot guarantee absolute security.

7. Your Rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of your personal data.
• Object to or restrict processing in certain circumstances.
• Withdraw consent where processing is based on consent.
• Data portability for information you have provided.

To exercise these rights, contact us at legal@budo.com.

8. Children's Privacy

The Platform is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided information to us, please contact us and we will take steps to remove that data.

9. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated Policy on the Platform and updating the effective date. Continued use of the Platform following notice of changes constitutes acceptance.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at: legal@budo.com or by visiting www.budo.com.