Privacy Policy

This Privacy Notice for RoundsXP ("we," "us," or "our") describes how and why we access, collect, store, use, and process your personal information when you use RoundsXP, a private, invite-only application for veterinary students to log, track, and reflect on their clinical experiences during rotations and related educational activities.

Please read this Privacy Notice carefully. If you do not agree with our policies and practices, please do not use the Services. If you have questions, contact us at contact.roundsxp@gmail.com.

Summary of Key Points

What personal information do we process? We process information you provide when you create an account and use the Services, such as your email, school and class year, clinical logs, and any structured content you choose to share to the class feed.

Do we process private reflections? Yes, but they are never shared with other users, instructors, or institutions without your explicit action to include them in an export or shared feature.

Do we process sensitive personal information? No. We do not knowingly process sensitive categories of personal information (such as health information about you as an individual, racial or ethnic origin, or religious beliefs). Note that logged content relates to animal patients, not the personal health information of any human.

Do we sell your information? No. We do not sell, rent, or trade your personal information to third parties.

Do we use your information for advertising? No. We do not display advertising in the Services and do not share your information with advertising partners.

How do we keep your information safe? We use technical and organizational measures, including database-level access controls, to protect your information. No system is completely secure, so we cannot guarantee absolute security.

What are your rights? Depending on your location, you may have rights to access, correct, delete, or export your personal information. See Section 10 below.

1. What Information Do We Collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide when you register for the Services, including:

• Email address and, if you sign in with Google, your name and profile information as provided by Google.
• Your school and class year, as associated with the invitation code you use to register.
• Clinical log data you enter, including species, procedure or skill type, rotation, hours, and level of involvement.
• Private reflections you write in connection with your logs.
• Structured content you choose to share to the class feed, comments, and reactions.
• Feedback you submit through in-app feedback features.
• Payment information, if you subscribe to a paid tier, which is processed by our third-party payment processor and is not stored on our own servers.

Information automatically collected

We automatically collect certain information when you use the Services, such as your device type, browser type, IP address, and usage data (such as which features you use and how often), for the purpose of operating and improving the Services.

2. How Do We Process Your Information?

We process your personal information for the following purposes:

• To provide and maintain the Services, including clinical logging, the class feed, and Study Lab features.
• To enable user-to-user communications, such as reactions and comments on the class feed.
• To generate AI-assisted study content and portfolio summaries at your request. See Section 5.
• To evaluate and improve the Services and identify usage trends, including through aggregate engagement statistics.
• To request and respond to feedback, and to provide customer support.
• To send administrative information, such as confirmations, security alerts, and notices about updates to our legal terms.
• To protect the Services, including detecting and preventing misuse, fraud, and security incidents.
• To process transactions, for users who subscribe to a paid tier.
• To comply with our legal obligations.

We do not process your information to deliver targeted advertising, to determine the effectiveness of promotional campaigns, or to make automated decisions about you that would have legal or similarly significant effects.

3. When and With Whom Do We Share Your Personal Information?

We may share information in the following situations:

• With other users, as directed by you. When you share a log to the class feed, structured fields (species, procedure, rotation) and any comments or reactions become visible to other verified members of your school and class year. Private reflections are never shared this way.
• With service providers. We share information with third-party vendors who perform services on our behalf, including our hosting and database provider, our artificial intelligence provider (for generating study content, as described in Section 5), and, for paid tiers, our payment processor. These providers are contractually restricted from using your information for any purpose other than providing services to us.
• With your educational institution, in aggregate form. We may share de-identified, aggregate statistics (such as overall clinical exposure trends across a class year) with your associated educational institution for curriculum or accreditation purposes. We do not share individual private reflections or individually identifiable log data with your institution without your separate, explicit consent.
• For legal reasons. We may disclose information if required to do so by law, or in response to a valid legal request.

We do not sell your personal information, and we do not share it with advertisers or data brokers.

4. Do We Use Cookies and Other Tracking Technologies?

We use only the cookies and similar technologies (such as local storage) that are strictly necessary to operate the Services, such as keeping you signed in and remembering your preferences. We do not use cookies for advertising or cross-site tracking purposes.

5. Do We Offer Artificial Intelligence-Based Products?

Yes. As part of the Services, we offer features powered by artificial intelligence, including:

• Generating flashcards and quiz questions from your own logged reflections;
• Generating structured case summaries from your own logged content;
• Generating portfolio summary text from your own aggregate statistics and selected logs;
• Screening content for potential names or identifying details before it can be shared to the class feed; and
• Suggesting species or rotation tags based on text you enter.

These features process the content you submit (such as a reflection) using a third-party AI provider, solely to generate the requested output back to you. This content is not used by our AI provider to train their underlying models, where we are able to configure this setting.

AI-generated content is provided for your personal educational use only. It is not verified clinical or medical guidance, and we do not use AI to make automated decisions about you that would have legal or similarly significant effects.

6. How Do We Handle Your Social Logins?

The Services may offer you the ability to register using your Google account. If you choose this method, we will receive certain profile information from Google, such as your name and email address, in accordance with Google's data sharing settings. We use this information only to create and maintain your account. We recommend you review Google's own privacy notice to understand how they process your information.

7. How Long Do We Keep Your Information?

We keep your personal information for as long as necessary to provide the Services, or as needed to comply with our legal obligations, resolve disputes, and enforce our agreements. When you delete your account, we will delete or de-identify your personal information within a reasonable period, except where retention is required by law. Aggregate, de-identified data derived from your activity may be retained after account deletion, as it no longer identifies you.

8. How Do We Keep Your Information Safe?

We use appropriate technical and organizational security measures designed to protect your personal information, including database-level access controls that restrict users from accessing another user's private data, and encryption of data in transit. However, no electronic transmission or storage system is completely secure, and we cannot guarantee that unauthorized third parties will never be able to defeat our security measures.

9. Do We Collect Information From Minors?

The Services are intended for use by veterinary students and are not directed at children. We do not knowingly collect or solicit personal information from anyone under the age of 13. If you are a minor in your jurisdiction (generally under 18), you may only use the Services with the consent and direct supervision of a parent or guardian, as described in our Terms of Use. If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete that information.

10. What Are Your Privacy Rights?

Depending on your location, you may have the right to:

• Request access to the personal information we hold about you;
• Request correction of inaccurate personal information;
• Request deletion of your personal information;
• Request a copy of your personal information in a portable format; and
• Withdraw consent, where processing is based on consent.

You can exercise many of these rights directly within the Services under Account Settings, or by contacting us at contact.roundsxp@gmail.com. See also Section 15.

11. Controls for Do-Not-Track Features

Most web browsers include a Do-Not-Track ("DNT") feature that signals your preference not to be tracked. Because there is not yet a uniform, legally recognized standard for how to respond to DNT signals, the Services do not currently respond to DNT browser signals. We do not track your activity across third-party websites for advertising purposes in any event.

12. Do United States Residents Have Specific Privacy Rights?

If you are a resident of certain U.S. states, you may have additional rights over your personal information, including the right to know what categories of personal information we have collected about you, the right to request deletion, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. We do not sell or share personal information as those terms are typically defined under applicable state privacy laws. To exercise any of these rights, please contact us at contact.roundsxp@gmail.com.

Categories of personal information we have collected about you in the past twelve months are described in Section 1 above. We collect this information for the business purposes described in Section 2.

13. Do We Make Updates to This Notice?

We may update this Privacy Notice from time to time. The updated version will be indicated by a revised "Last updated" date. If we make material changes, we will notify you within the Services and, where applicable, require you to re-acknowledge this Notice before continuing to use the Services.

14. How Can You Contact Us About This Notice?

If you have questions or comments about this Notice, you may contact us by email at contact.roundsxp@gmail.com, or by mail to:

RoundsXP
Virginia, United States

15. How Can You Review, Update, or Delete the Data We Collect From You?

Based on the applicable laws of your country or state, you may have the right to request access to, correct, or delete the personal information we hold about you. Most account information (including your logs, reflections, and profile) can be reviewed or updated directly within the Services under Account Settings.

To request deletion of your account and associated personal information, please contact us at contact.roundsxp@gmail.com. We will respond to your request within a reasonable timeframe, consistent with applicable law.