Legal

Privacy Policy

Last updated: June 2026 • Version: 2.0.0

Overview

Anesthesia Zone, LLC ("we", "us", or "our") operates Viva Examiner, a practice platform for healthcare professionals preparing for SOE and viva-style oral examinations.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, how long we keep it, and the choices available to you.

Data controller: Anesthesia Zone, LLC, 131 Continental Dr Suite 305, Newark, DE 19713, United States.

Contact: [email protected]

Definitions and scope

Personal information (or "personal data") means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with you, as defined under applicable law.

This policy applies to:

Our website and marketing pages.
Your Viva Examiner account and authenticated application experience.
Communications with us, including contact and account-deletion requests.
Community features, comments, and other interactive features we offer now or in the future.

Third-party services (payment processors, OAuth providers, analytics, advertising, and AI providers) have their own privacy practices. When you use those services, their terms and policies may also apply.

If you do not agree with this policy, do not use the Service.

Information we collect

Account and profile information

When you register or manage an account, we may collect:

Name and email address.
Password or authentication credentials managed through our auth system.
Email verification status.
Optional profile photo, bio, or other profile fields you choose to provide.
Optional two-factor authentication and passkey-related data needed to secure your account.
If you choose Google sign-in, authentication identifiers and basic profile information provided by Google according to your Google account settings and permissions.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Billing and subscription information

When you subscribe, Stripe processes payment and billing details on our behalf. We may receive and store:

Stripe customer and subscription identifiers.
Subscription status, specialty purchased, billing period, and limited payment metadata such as card brand and last four digits.
Invoice and transaction records needed for billing support and accounting.

We do not store full payment card numbers on our servers.

Viva session, voice, and practice data

When you complete a viva session, we store information needed to provide feedback, history, and analytics, such as:

Specialty, case, session settings, examiner persona, focus area, and duration.
Examiner transcript and your spoken answers converted to text (encrypted at rest).
Structured feedback, scores, readiness metrics, and related session results.
Technical metadata such as session status, timestamps, and provider used for realtime or results processing.

Live voice sessions require microphone access. Your voice is processed in real time to conduct the examination and generate text output. We do not store separate audio recordings after the session unless we tell you otherwise in the product.

We also store aggregated specialty analytics for your account, such as session counts, readiness trends, streaks, and domain-level performance summaries derived from completed sessions.

Practice records and statements

If you use features that generate practice summaries, readiness reports, progress statements, or similar exports ("Practice Records"), we use retained platform records available at the time of generation to create those records. Practice Records may include specialty scope, activity dates, categories studied, session types, and performance summaries derived from your use of the Service.

Community features and user content

If you use comments, forums, notes, ratings, feedback, or other interactive features we offer now or in the future, we may collect the content you submit, associated metadata (such as timestamps), and moderation or safety records related to that content.

Communications and support requests

When you contact us or submit forms on our site, we may collect:

Name, email address, subject, and message content from our contact form.
Name, email address, optional reason, and confirmation of policy acceptance from account deletion requests.

Website, device, and log data

When you visit our site or use the Service, we and our service providers may automatically collect:

IP address, browser type, device type, operating system, and language settings.
Pages viewed, referring URLs, timestamps, and general usage events.
Cookies, pixels, local storage, and similar technologies as described in our Cookie Policy.
Security, fraud-prevention, and diagnostic logs needed to operate and protect the Service.

Advertising and analytics data

We use analytics and advertising technologies on our marketing site and, where enabled, within the Service to understand usage, measure campaigns, improve performance, and reach relevant audiences. These tools may collect online identifiers, cookie IDs, device information, page interactions, and conversion events.

Information from other sources

We may receive information from service providers (fraud and security, analytics, email delivery, identity verification), from other users (for example if someone reports content or contacts support about you), or from public sources where permitted by law. We may combine information from different sources.

How we use your information

We use personal information to:

Provide and operate the practice experience, including live AI examination and post-session feedback.
Create and manage your account, authenticate you, and secure access.
Manage subscriptions, free-tier allowances, billing, and customer support.
Generate Practice Records and in-product analytics you request or view.
Operate community features, moderate content, and enforce our Terms.
Send service-related communications such as verification, billing, security, and important policy updates.
Send marketing communications where permitted; you may opt out as described below.
Analyze product usage, reliability, performance, and security.
Measure and improve marketing effectiveness, including interest-based advertising where enabled and permitted by law.
Detect, prevent, and respond to abuse, fraud, and technical issues.
Create aggregated, de-identified, or anonymized data for analytics, research, and product improvement.
Comply with legal obligations and enforce our Terms.

We do not sell your personal information for money. We may share personal information with advertising and analytics partners for cross-context behavioral advertising or similar purposes where permitted by law. See "Your privacy rights" for opt-out choices.

Legal bases for processing (EEA, UK, Canada, and similar regions)

Where required by applicable law, we process personal information on one or more of the following grounds:

Contract: To provide the Service you request, manage your account, and process subscriptions.
Legitimate interests: To secure, improve, and market the Service, prevent abuse, and understand usage, balanced against your rights.
Consent: For non-essential cookies, analytics, or advertising where required by law. Where a consent banner is shown, you consent by clicking Accept as described there.
Legal obligation: To comply with tax, accounting, fraud-prevention, and other applicable requirements.

You may withdraw consent where processing is consent-based, without affecting the lawfulness of processing before withdrawal.

If you are in Canada, we may rely on express or implied consent where permitted, or other lawful bases described above.

AI and inference providers

Live audio, session content, and other inputs may be processed by trusted AI service providers to conduct examinations, generate feedback, moderate content, or support other features. Based on our current configuration, this may include providers such as OpenAI and Google (including Gemini services).

We send only the information reasonably necessary to deliver the Service. These providers process data under their own terms and privacy policies. We do not control how those providers use data under their platform terms, and their processing may occur in the United States or other countries.

Do not submit patient-identifiable information, protected health information, or other sensitive health data through the Service.

Other service providers and subprocessors

We use trusted third parties to help us operate the Service, including:

Category	Examples of providers	Purpose
Payments	Stripe	Subscriptions, checkout, billing support, fraud prevention
Cloud and security	Cloudflare	Hosting, CDN, security, performance, analytics, bot protection
Analytics and advertising	Google Analytics, Google Ads, Microsoft Advertising, Meta	Usage measurement, campaign attribution, remarketing where enabled
Authentication	Google	Optional OAuth sign-in
Email delivery	Our email infrastructure provider	Transactional, service, and marketing emails
Error monitoring	Our observability providers	Diagnostics and reliability

These providers may access personal information only as needed to perform services for us and subject to contractual or legal obligations.

Affiliates and related entities

We may share personal information with affiliates and related entities under common control with Anesthesia Zone, LLC (for example other products or services we operate, such as MDster or Anesthesia Zone) for internal business, support, security, and product development purposes, subject to this policy.

Cookies and similar technologies

We use cookies and similar technologies as described in our Cookie Policy, including for essential operation, preferences, analytics, and advertising.

Where required by law, we will present a cookie consent banner with an Accept control. Non-essential cookies and similar technologies for analytics or advertising are used only after you click Accept.

How we share information

We may share personal information:

With service providers and subprocessors, as described above.
With affiliates and related entities, as described above.
With advertising, marketing, and analytics partners where enabled (including for cross-context behavioral advertising where applicable).
With professional advisers where reasonably necessary.
If required by law, regulation, legal process, or governmental request.
To protect the rights, property, or safety of Anesthesia Zone, LLC, our users, or others.
With other users or the public when you choose to post content in community-facing areas, according to product settings.
In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate protections.
With your direction or consent.

We may disclose aggregated, de-identified, or anonymized information that does not identify you for lawful business purposes.

International data transfers

We are based in the United States. If you access the Service from outside the United States, your information may be transferred to, stored in, and processed in the United States and other countries where we or our providers operate.

Where required, we use appropriate safeguards for cross-border transfers, such as standard contractual clauses or equivalent mechanisms.

Retention

Session data is kept for 365 days, then removed automatically.

Contact form messages are kept for 365 days, then removed automatically.

Account deletion requests are kept for 365 days while we process them, then removed automatically.

We retain other personal information for as long as reasonably necessary to provide the Service, maintain business records, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary by data type and context.

Deleting your account removes your sessions and associated practice data from our active systems, subject to reasonable backup and legal retention periods. Some billing, tax, fraud-prevention, security, community moderation, and support records may be retained as required for accounting, compliance, dispute resolution, and enforcement.

Security

We use administrative, technical, and organizational measures designed to protect personal information, including encryption of sensitive session answer data at rest, access controls, and monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You are responsible for safeguarding your account credentials and devices.

Monitoring and moderation

To protect users and the Service, we may monitor, log, review, moderate, remove, or restrict activity and content (including session data and community posts) as permitted by law and as described in our Terms.

Your privacy rights

Depending on where you live, you may have rights to:

Access personal information we hold about you.
Correct inaccurate information.
Delete personal information, subject to legal exceptions.
Restrict or object to certain processing.
Receive a portable copy of information you provided.
Withdraw consent where processing is based on consent.
Opt out of certain sales, sharing, targeted advertising, or profiling where applicable under US state privacy laws.
Lodge a complaint with your local supervisory authority.
Not be discriminated against for exercising privacy rights.

To exercise these rights, contact us at [email protected]. We may need to verify your identity before responding. If you authorize an agent to submit a request on your behalf, we may require proof of authorization and may still verify your identity directly.

Where required by law, we will process opt-out preference signals such as Global Privacy Control (GPC) for applicable opt-out requests.

If we decline a request where required by law, you may have the right to appeal our decision by contacting [email protected].

Marketing communications

You may opt out of marketing emails by using the unsubscribe link in those emails (where provided) or by contacting [email protected]. We may still send non-promotional messages about your account, security, billing, or policy updates.

California residents

If you are a California resident, you may have additional rights under the CCPA/CPRA, including the right to know, delete, correct, and opt out of certain sharing for cross-context behavioral advertising. We do not sell personal information for money. To submit a request, contact [email protected].

EEA and UK residents

If you are in the EEA or UK, you may contact us at [email protected] to exercise GDPR or UK GDPR rights. You also have the right to lodge a complaint with your local data protection authority.

Other US states

Residents of US states with comprehensive privacy laws may have similar rights regarding access, correction, deletion, portability, and opt-out of targeted advertising or certain sharing. Contact [email protected] to exercise applicable rights.

Do Not Track

Some browsers offer a Do Not Track ("DNT") signal. There is no uniform industry standard for responding to DNT signals. We do not currently respond to DNT browser signals. If a standard we must follow is adopted in the future, we will update this policy.

Children's privacy

The Service is not directed to anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us at [email protected] and we will take appropriate steps to delete it.

Healthcare and sensitive information

Viva Examiner is an educational exam-preparation tool, not a clinical service. Do not submit patient-identifiable information or protected health information through the Service, including to AI features, voice sessions, comments, or support channels.

If you submit such information, you understand and agree that:

You are responsible for that submission.
We may use, disclose, moderate, remove, or redact it to operate the Service, protect users, and enforce our policies.
We may suspend or terminate accounts to protect privacy and safety.

We are not a HIPAA-covered entity and the Service is not intended to be used as a HIPAA-compliant clinical record or patient-care system.

Educational disclaimer

All session content, AI examiner dialogue, feedback, scores, analytics, and Practice Records are provided for study and exam-preparation purposes only. They are not medical advice and must not be used for diagnosis, treatment, or patient care.

Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date and version and, where appropriate, provide additional notice. Continued use after changes take effect means you accept the updated policy, to the extent permitted by law.

Contact

If you have questions about this Privacy Policy or how we handle your data, contact:

Anesthesia Zone, LLC
131 Continental Dr Suite 305
Newark, DE 19713
United States

Email: [email protected]

You may also use the contact options listed on our website.