The Services may include automated or AI-powered features designed to provide general educational information and support. These features do not provide professional advice or services.
At Kaizen, ("Kaizen," "we," or "us"), we are committed to protecting your privacy. We take great care with your personal information that we gather when you access or use MeetKaizen.ai and related websites, applications, and services owned and operated by Kaizen Enterprises, inc. and that link to this Privacy Policy (collectively, the "Services").
This Privacy Policy is meant to help the users of our Services ("Users", "you," or "your") understand how we treat your Personal Data. In addition to Users who create a Kaizen account to use the Services, for purposes of this Privacy Policy, "Users" also includes users of our Services who do not have a Kaizen account (for example, if you visit our websites or download our mobile application without creating a Kaizen account) ("Visitors").
<strong>BY USING OR ACCESSING THE SERVICES IN ANY MANNER, YOU ACKNOWLEDGE THAT YOU ACCEPT THE PRACTICES AND POLICIES OUTLINED IN THIS PRIVACY POLICY, AND YOU HEREBY CONSENT THAT WE WILL COLLECT, USE, AND SHARE YOUR INFORMATION IN THE WAYS DESCRIBED HEREIN. IF YOU DO NOT AGREE WITH THIS PRIVACY POLICY, YOU MAY NOT USE THE SERVICES. IF YOU USE THE SERVICES ON BEHALF OF SOMEONE ELSE (SUCH AS YOUR CHILD), YOU REPRESENT THAT YOU ARE AUTHORIZED BY SUCH INDIVIDUAL TO ACCEPT THIS PRIVACY POLICY ON THE INDIVIDUAL'S BEHALF.</strong>
Any use of the Services is subject to the Agreement (as the term "Agreement" is defined in our Terms of Use, which incorporates this Privacy Policy).
HIPAA and PHI
Certain demographic, health and/or health-related information that Kaizen collects about Users on behalf of our Healthcare Providers as part of providing the Services may be "protected health information" ("PHI") governed by the Health Insurance Portability and Accountability Act ("HIPAA"). Specifically, this may be true when (i) Kaizen is providing administrative, operational, or other services to a Healthcare Provider that is a "Covered Entity" (as defined by HIPAA); and (ii) in order to provide those services, Kaizen receives identifiable information about a User on behalf of the Healthcare Provider, where Kaizen is acting as a "Business Associate" (as defined by HIPAA); and (iii) this identifiable information is regulated as PHI. This Privacy Policy does not apply to PHI, which is instead regulated by HIPAA. HIPAA provides specific protections for the privacy and security of PHI and restricts how PHI is used and disclosed. Please read the Notice of Privacy Practices of your Healthcare Provider to understand how your PHI can be used and disclosed.
Personal data that a User provides to Kaizen when Kaizen is not acting as a Business Associate is not PHI and Kaizen's use of this information is therefore covered by this Privacy Policy. To provide just a few examples, we are collecting personally identifiable information ("PII") when you (i) create an account, (ii) search for Healthcare Providers; (iii) post reviews; (iv) provide device/IP Information or Web Analytics information by browsing our websites (see below); or (v) direct your Covered Entity healthcare provider to disclose PHI to Kaizen outside of its Business Associate capacity (e.g. pursuant to a HIPAA Authorization or access request).
Categories of Personal Data Collect
Each table below details the categories of Personal Data that we may collect and may have collected about you over the past twelve (12) months, depending on your relationship with Kaizen. Please note that multiple tables may apply to you depending on how you interact with us or our Services. "Personal Data" means any information that identifies or relates to a particular individual, and includes information referred to as "personally identifiable information" or "personal information" under applicable data privacy laws, rules, or regulations. For each category of Personal Data, these subsections also set out the source of that Personal Data, our commercial or business purpose for collecting that Personal Data, and the categories of third parties with whom we share that Personal Data.
<em>Visitors and Users</em>
<strong>Category and Examples of Personal Data:</strong> Online Identifiers such as IP Address, IP-address-based location data, device ID, domain server, type of device/operating system/browser used to access the Services; Web Analytics such as webpage interactions and referring webpage/source; Geolocation Data, including IP address-based location information and zip code, city or address as provided by you; Other Identifying Information That You Voluntarily Choose to Provide such as in emails, letters, or other communications; Personal Identifiers such as first and last name, email address, phone number, mailing address, zip code; Commercial Information such as your payment card type, last four digits of your payment card, billing contact information; and Other Identifying Information such as social media credentials.
<strong>Business or Commercial Purpose(s) for Collection:</strong> Providing, Customizing, and Improving Services; Marketing Services; Correspondences. To provide responses, Kaizen AI uses OpenAI's GPT-4o service. Chat messages are sent to OpenAI to generate a response. OpenAI does not use this data to train their models for Kaizen AI users.
<strong>Third Parties with Whom We Disclose Data:</strong> Service Providers, Analytics Partners, Ad Networks, Parties you authorize.
When You Provide Information to Us
When you create an account or use our interactive tools and services, such as searching for Specialists, or provide information regarding your business or expertise.
When you provide information in free-form text boxes through the Services, through responses to surveys and questionnaires, or post reviews.
When you send us an email or otherwise contact us.
When Personal Data is Automatically Collected When You Use the Services
Through Cookies (defined below).
If you download and install certain applications and software we make available, we may receive and collect information transmitted from your device for the purpose of providing you relevant Services. This includes information such as when you are logged on and available to receive updates or alert notices.
If you download our mobile application or use a location-enabled browser, we may receive information about your location and mobile device, as applicable.
From Third Parties
<strong>Service Providers</strong>
We may use service providers to analyze how you interact and engage with the Services, or to help us provide you with customer support.
We may use service providers to obtain information to generate leads and to create user profiles.
<strong>Analytics Partners</strong>
<strong>Social Networks:</strong> If you provide your social network account credentials to us or otherwise sign in to the Services through a third-party site or service, you understand some content and/or information in those accounts may be transmitted into your account with us.
<strong>Advertising Partners:</strong> We receive information about you from some of our service providers who assist us with marketing or promotional services related to how you interact with our Services, advertisements or communications.
Commercial or Business Purposes for Collecting Data
<strong>Providing, Customizing, and Improving the Services:</strong> Creating and managing your account; providing you with the information you request; meeting or fulfilling the reason you provided the information to us; providing support and assistance; improving the Services including testing, research, and product development; personalizing the Services and communications; fraud protection, security, and debugging.
<strong>Marketing the Services:</strong> Marketing and selling the Services; showing you advertisements, including interest-based or online behavioral advertising.
<strong>Corresponding with You:</strong> Responding to correspondence, contacting you when necessary or requested, and sending emails and communications according to your preferences.
<em>Other Permitted Purposes for Processing Personal Data:</em> Each of the above categories of Personal Data may be collected, used, and disclosed with the government, including law enforcement, or other parties to meet legal requirements including fulfilling legal obligations, preventing and investigating security incidents or illegal activities, protecting rights and safety, enforcing agreements, responding to third-party claims, and resolving disputes.
<em>Data that is Not Personal Data or PHI:</em> We may create aggregated and/or de-identified data from the Personal Data we collect, and may share it with third parties for lawful business purposes without identifying you. We may also use screen recording tools to understand how individuals use our website, without disclosing personal data or linking it to your Personal Data. We also use artificial intelligence ("AI") tools to enhance or operate certain functions of the site, such as chat and customer service features.
Use of Chat Features and AI Tools
Kaizen may offer chat-based features, including automated or AI-powered tools, to provide general information, educational resources, and support related to our Services. When you interact with these features, we may collect and store the content of your communications, including messages, prompts, responses, and related metadata (collectively, "Chat Content").
Chat Content may be reviewed, stored, processed, and analyzed by Kaizen and its service providers for purposes including operating and improving our Services; quality assurance, safety, and training purposes; improving the accuracy, relevance, and performance of our tools; customer support and troubleshooting; and compliance with legal obligations and enforcement of our terms.
Chat Content may contain Personal Data depending on the information you choose to share. You should not include sensitive personal information unless specifically requested and appropriate for the Service being used.
Unless explicitly stated otherwise, Chat Content is <strong>not considered Protected Health Information (PHI)</strong> under HIPAA, and Kaizen does not act as a healthcare provider, legal professional, or covered entity with respect to such interactions.
No Professional Advice; Educational Purposes Only
Any information, responses, content, or interactions provided through Kaizen's chat features or other tools are for <strong>general informational and educational purposes only</strong>. Such information is <strong>not intended to be, and should not be construed as, professional advice</strong>, including but not limited to medical, mental health, psychological, legal, financial, or other regulated professional advice.
Use of the Services does <strong>not</strong> create a professional-client, therapist-patient, doctor-patient, or any other fiduciary or confidential professional relationship between you and Kaizen or any of its affiliates, employees, contractors, or service providers.
The Services are <strong>not a substitute for professional consultation, diagnosis, treatment, or advice</strong> from a qualified professional. You should always seek the advice of a qualified professional regarding any questions or concerns you may have. <strong>You acknowledge and agree that any reliance on information provided through the Services is at your own risk.</strong> Kaizen makes no representations or warranties regarding the accuracy, completeness, or suitability of any information provided through chat-based or automated features.
To receive personalized, professional guidance, you must schedule an appointment with a qualified professional through appropriate and authorized channels.
<strong>AI Processing (Dify Cloud + OpenAI).</strong> When you use our chat features, we send the content you submit, including your chat messages and prompts and any personal information you choose to include in those messages ("Chat Content"), to Dify Cloud and OpenAI to generate responses. We will not send Chat Content to Dify Cloud or OpenAI unless you first provide permission in the app (via an AI Processing Consent prompt shown before your first chat message). If you do not consent, the AI chat feature will be unavailable.
How We Disclose Your Personal or Business Data
In certain circumstances, we may disclose your Personal or Business Data with the following categories of service providers and other third parties for the indicated business purposes.
<strong>Legal Obligations:</strong> We may disclose any Personal or Business Data that we collect with third parties in conjunction with any of the activities set forth above.
<em>Business Transfers:</em> All Personal or Business Data may be transferred to a third party if we undergo a merger, acquisition, bankruptcy, or other transaction in which that third party assumes control of our business (in whole or in part). Should one of these events occur, we will make reasonable efforts to notify you before your information becomes subject to different privacy and security policies and practices.
Tracking Tools, Advertising and Opt-Out
The following sections provide additional information about how we collect your Personal Data.
<em>Cookies:</em> The Services use cookies and similar technologies such as pixel tags, web beacons, clear GIFs, mobile identifiers, and JavaScript (collectively, "Cookies") to enable our servers to recognize your device and web browser and tell us how and when you visit and use our Services. We do this to analyze trends, learn about and advertise to our user base, and operate and improve our Services. For example, we use Cookies to tailor the Services or customize advertisements on and off of our Service by tracking navigation habits, measuring performance, storing authentication status so re-entering credentials is not required, customizing user experiences with the Services, and for analytics and fraud prevention. Cookies are small pieces of data – usually text files – placed on your computer, tablet, phone, or similar device when you use that device to visit our Services. We may also supplement the information we collect from you with information received from third parties, including third parties that have placed their own Cookies on your device(s).
We use the following types of Cookies:
<strong>Essential Cookies.</strong> Required to provide you with features or services you have requested, such as logging into secure areas. Disabling these Cookies may make certain features unavailable.
<strong>Functional Cookies.</strong> Used to record your choices and settings, maintain your preferences over time, and recognize you when you return, helping personalize content (e.g., language or region).
<strong>Performance/Analytical Cookies.</strong> Performance/Analytical Cookies allow us to understand how visitors use our Services such as by collecting information about the number of visitors to the Services, what pages visitors view on our Services, how long visitors are viewing pages on the Services, mouse clicks, mouse movements, scrolling activity, and text typed into the Services. Performance/Analytical Cookies also help us measure the performance of our advertising campaigns to help us improve our campaigns and the content for those who engage with our advertising. For example, Google LLC ("Google") uses cookies in connection with its Google Analytics services. Google's ability to use and share information collected by Google Analytics about your visits to the Services is subject to the Google Analytics Terms of Use and the Google Privacy Policy. You have the option to opt-out of Google's use of cookies by visiting the <a href="http://www.google.com/privacy_ads.html">Google advertising opt-out page</a> or the <a href="https://tools.google.com/dlpage/gaoptout/">Google Analytics Opt-out Browser Add-on page</a>.
<strong>Retargeting/Advertising Cookies.</strong> Collect data about your online activity and identify your interests to provide relevant advertising on and off our Service.
<strong>Web Beacons.</strong> Web Beacons (e.g., clear GIFs or pixel tags) are tiny graphic image files embedded in a webpage or email that may be used to collect information about the use of our Services, the web services of selected advertisers, and the emails, special promotions, or newsletters that we send. The information collected by Web Beacons allows us to analyze how many people are using the Services, using selected publishers' web services or opening emails, and for what purpose. Also, it allows us to enhance our interest-based advertising (discussed further below).
<strong>Mobile Device Identifiers.</strong> Mobile device identifiers help Kaizen learn more about our Users' demographics and internet behaviors. Mobile device identifiers are data stored on mobile devices that may track mobile devices and data, activities occurring on and through it, and the applications installed on it. Mobile device identifiers enable the collection of Personal Data, such as media access control, address, location, and tracking data, including without limitation IP address, domain server, type of device(s) used to access the Services, web browser(s) used to access the Services, referring webpage or other source through which you accessed the Services, other statistics, and information associated with the interaction between your browser or device and the Services.
<strong>Cross Device Matching.</strong> To determine if users have interacted with content across multiple devices and to match such devices, we may work with partners who analyze device activity data and/or rely on your information (including demographic, geographic, and interest-based data). We may also provide de-identified data to these partners to supplement this analysis. Based on this data, we may display targeted advertisements across devices that we believe are associated or use this data to further analyze usage of Services across devices.
You can opt-out of all unessential Cookies at any time. You can also decide whether to accept Cookies through your internet browser's settings. Most browsers have an option for turning off the Cookie feature, which will prevent your browser from accepting new Cookies, as well as (depending on your browser software) allowing you to decide on acceptance of each new Cookie in a variety of ways. You may also be able to reject mobile device identifiers by activating the appropriate setting on your mobile device. You can also delete all Cookies that are already on your device. Although you are not required to accept Kaizen's Cookies, if you block, reject, or delete them, you may have to manually adjust some preferences every time you access the Services, as some functionalities may not work.
<em>Information about Interest-Based Advertisements:</em> We may serve advertisements and allow third-party ad networks, including third-party ad servers, ad agencies, ad technology vendors and research firms, to collect data on the Services and serve advertisements on and off of the Services. These advertisements may be targeted to users who fit certain general profile categories or display certain preferences or behaviors ("Interest-Based Ads"). Information for Interest-Based Ads (including Personal Data) may be provided to us by you or derived or inferred from the online activity or usage patterns of particular users on the Services and/or services of third parties. Such information may include IP address, mobile device ID, operating system, browser, webpage interactions, geographic location, and demographic information, such as gender and age range. Such information may be gathered through tracking users' activities across time and unaffiliated properties, including when you leave the Services. To accomplish this, we or our service providers may deliver Cookies, including Web Beacons, from an ad network to you through the Services. Web Beacons allow ad networks to provide anonymized, aggregated auditing, research and reporting for us and for advertisers. This information helps Kaizen learn more about our Users' demographics and internet behaviors. Web Beacons also enable ad networks to serve targeted advertisements to you when you visit other websites. Web Beacons allow ad networks to view, edit or set their own Cookies on your browser, just as if you had requested a webpage from their site. Please note that even after opting out of Interest-Based Ads, you may still see Kaizen advertisements that are not interest-based (i.e., not targeted toward you).
Data Security
The security of your Personal Data is important to us. We seek to protect your Personal Data from unauthorized access, use, and disclosure using appropriate physical, technical, organizational, and administrative security measures based on the type of Personal Data and how we process it. We follow generally accepted industry standards, including industry-standard Secure Sockets Layer (SSL) technology to encrypt Personal Data. We store and process your information on our servers in the United States and abroad, and maintain industry-standard backup and archival systems. You should also help protect your data by appropriately selecting and protecting your password, limiting access to your device and browser, and signing off after finishing your session. However, no method of transmitting or storing data is completely secure, and except as expressly required by law, we are not responsible for theft, destruction, loss, or inadvertent disclosure of your information or content.
Data Retention
We retain Personal Data about you as necessary to provide our Services or to perform our business or commercial purposes for collecting your Personal Data, considering who we collected the data from, our need for it, why we collected it, and its sensitivity. In some cases, we retain Personal Data longer if necessary to comply with legal obligations, resolve disputes, collect fees owed, provide our Services, or as otherwise permitted or required by law. We may retain information in a de-identified and/or aggregated form where it would not identify you personally.
Children's Privacy
The Services are not directed to or intended for use by anyone under 18 years of age. If you are a child under the age of 18, please do not attempt to register for or otherwise use the Services or send us any Personal Data. By accessing, using, and/or submitting information to or through the Services, you represent that you are at least 18 years of age. We do not knowingly collect or solicit Personal Data from children under 18. If we learn that we have received Personal Data directly from a child under age 13 without first receiving parental consent, we will use that Personal Data only to inform the child (or their parent/guardian) that they cannot use the Services, and will then delete that child's Personal Data. If you are between the ages of 13 and 18, you may use the Services only with the consent of, or under the supervision of, your parent or legal guardian. If you are a parent or legal guardian of a minor child, you may, in compliance with the Agreement, use the Services on behalf of such minor child, and any information provided while doing so will be treated as Personal Data as otherwise described herein.
California Rights and Disclosures
The California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act ("CCPA"), provides California residents with specific rights regarding their Personal Data, subject to certain conditions and exceptions under applicable law.
<em>Access:</em> If you have a Kaizen account, you have the right to request information about our collection and use of your Personal Data, including categories collected, sources, business/commercial purpose, and categories of third parties with whom it was shared or sold.
<em>Deletion:</em> If you have a Kaizen account, you have the right to request that we delete Personal Data we have collected from you, subject to certain CCPA exceptions (e.g. if we need it to provide the Services or complete a requested transaction).
<em>Correction:</em> If you have a Kaizen account, you have the right to request correction of inaccurate Personal Data, subject to certain CCPA exceptions.
<em>Processing of Sensitive Personal Data Opt-Out:</em> California residents have the right to request that we limit our use or sharing of Sensitive Personal Information to what is necessary to perform the services or goods reasonably expected by an average consumer ("Right to Limit").
<em>Personal Data Sharing or Selling:</em> California residents have certain rights when a business "shares" or "sells" Personal Data with third parties for cross-contextual behavioral advertising. While Kaizen does not sell Users' information to unaffiliated parties for money, we do share Cookies and other web data with advertising and marketing partners in a manner that might be considered "selling" or "sharing" under the CCPA, including User Demographic data (not Sensitive Demographic Data), Online Identifiers, and Web analytics. Once you submit an opt-out request, we will not ask you to reauthorize sharing of your Personal Data for at least 12 months. To our knowledge, we do not share the Personal Data of minors under 16 years of age.
<strong>We Will Not Discriminate Against You for Exercising Your Rights Under the CCPA.</strong> We will not deny you our goods or services, charge you different prices or rates, or provide you with a lower quality of goods and services if you exercise your rights under the CCPA.
Other U.S. States Rights and Disclosures
If you are a resident of Virginia, Colorado, Connecticut, Delaware, Iowa, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Texas, Utah, Washington State (solely with respect to consumer health information) or another state with a similar comprehensive consumer privacy law, you may have certain rights regarding your information, subject to certain conditions and exceptions.
<em>Access:</em> If you are a User, you may have the right to request confirmation of whether we are processing your Personal Data and to access it. Oregon residents may also request access to specific third parties to which we have disclosed Personal Data of Users.
<em>Correction:</em> If you have a Kaizen account, you may have the right to correct inaccuracies in your Personal Data.
<em>Portability:</em> If you have a Kaizen account, you may have the right to request a copy of your Personal Data in a machine-readable format, to the extent technically feasible.
<em>Deletion:</em> If you have a Kaizen account, you may have the right to delete your Personal Data.
<em>Opt-Out of Certain Processing Activities:</em> You may have the right to opt out of processing your Personal Data for targeted advertising purposes, and, where applicable, from processing for profiling purposes that produce legal or similarly significant effects (though we do not conduct such profiling).
Exercising Your Rights
To exercise the rights under the CCPA or other state laws described above, you must send us a request that (1) provides sufficient information for us to verify you are the person about whom we have collected Personal Data, and (2) describes your request in enough detail for us to understand, evaluate, and respond to it (a "Valid Request"). We will only use Personal Data provided in a Valid Request to verify you and complete your request.
We will respond to your Valid Request within the applicable time period required by law, and will not charge a fee unless your request is excessive, repetitive, or manifestly unfounded, in which case we will notify you of the fee before completing your request.
Changes to this Privacy Policy
We reserve the right to amend our Privacy Policy at our discretion and at any time. If we make material changes, we will notify you by email or through a notice on our website homepage. Use of the information we collect is subject to the Privacy Policy in effect at the time such information is collected.
