Privacy Policy

Actiograph helps you track the activities, hours, grades, and reflections that go into a medical school application. What you put in it is yours. This page says what we collect, why, who else handles it, and what you can do about it. We never sell your data and we never use it for advertising.

If you’re under 18, we suggest reading this with a parent or guardian.

The short version

• We store what you enter so the app works on your phone and the web.
• Your account data is stored in Canada. Some services we rely on are in the United States, listed below.
• The Reflect assistant, document import, and session summaries send the relevant parts of your data to Anthropic, an AI company in the United States. Reflect asks for your yes first.
• Nobody looks at your content unless you ask us to, or the law requires it.
• You can see, fix, export, or delete your data. Deleting your account erases it.

Who we are

Actiograph is built and run by Yuval Munz, an independent developer in Ontario, Canada. “We” and “us” on this page mean Yuval Munz, who is also the person responsible for privacy here (our privacy officer), reachable at support@actiograph.com.

What we collect and why

Our rule is to collect only what the app needs. In practice:

• Your email address, to sign you in with a one-time code and to send messages about your account. We don’t send marketing email unless you opt in.
• Your profile: name, school year, graduation year, application cycle, and target schools. We use these to personalize the app and to check that you’re old enough to use it.
• What you track: activities, sessions, hours, dates, descriptions, reflections, ABS drafts, courses, and grades. This is the app.
• Verifier contacts: names, phone numbers, or emails of people who can confirm your activities, because OMSAS asks for them. We store them only for your records. We never contact or market to them, and they are never sent to the AI.
• Files you uploadto import your history, like a resume or transcript. They’re read once to pull out your activities and grades, and kept in private storage only your account can reach.
• Calendar events, only if you connect Google or Outlook Calendar on your phone. We read event titles and times so you can turn them into logged hours. Events wait in your account until you confirm or dismiss them. We also add the sessions you log as events in that calendar. We never edit or delete events we didn’t create, and event titles are never sent to the AI.
• Assistant conversations in Reflect, so you can come back to them.
• Crash reports from the phone and web apps: device or browser, system version, what the app was doing, and the error. We use them to fix bugs and to see where sign-up gets stuck.
• Notification settings: if you turn on reminders, a device token so your phone can receive them.
• Messages you send us, including in-app feedback, so we can reply and remember the history.

We don’t collect your location, contacts, photos, or health records. The web app uses cookies only to keep you signed in. There are no ad or tracking cookies.

Please keep patients anonymous

Clinical and volunteer work often involves patients or clients. Don’t enter anything that could identify them: names, room numbers, or a diagnosis tied to a person. Describe what happened, not who it happened to. You may have your own duty of confidentiality to the place you volunteer or work.

The AI features

Three features use Claude, an AI model made by Anthropic in the United States:

• Reflect, the assistant. It sees your message, the chat so far, and what it needs from your account: activity names and details, session dates and hours, reflections, and ABS drafts. It asks for your agreement before the first message.
• Import reads the files or text you give it.
• Session summaries read the notes from the session being summarized.

Reflect never sees the verifier contacts you save in the app. Import is different: it reads everything in the files or text you give it, so a resume’s reference phone numbers go too. Remove them first if you’d rather not send them. Anthropic doesn’t train its models on what we send, and deletes it within 30 days (longer only if it breaks Anthropic’s usage rules), under its commercial terms. The AI can be wrong. It is not a person, and it is not admissions, medical, or legal advice.

Who else handles your data

We use a small number of companies to run Actiograph. Each gets only what its job needs and is bound to use it only for us.

• Supabase: database, sign-in, and file storage. Your data is stored in its Canada (Central) region.
• Anthropic (United States): the AI features above.
• Vercel (United States): hosts the web app at app.actiograph.com, and sees standard request data like your IP address.
• Sentry (United States): crash reports.
• Expo and Apple (United States): deliver reminders to your phone, if you turn them on.
• Google or Microsoft: only if you connect their calendar. They see that Actiograph can read it and add events.

Actiograph’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Calendar data is used only to log your hours and add your sessions, never for ads, never sold, and never used to train AI models. Disconnect any time in Profile.

Data processed outside Canada follows the laws of that country, and may be accessed by its courts, police, or national security authorities.

When we look at or share your information

No one reads your content by default. We only access it:

• When you ask for help, and we’ll ask before opening your account.
• When something breaks partway through an automated step, and fixing it needs a look at the smallest amount of data possible.
• To investigate abuse of these Terms, as a last resort.
• When the law requires it, such as a valid court order. We’ll tell you first unless the law forbids it or someone is in danger.

If Actiograph is ever sold or merged, we’ll tell you well before your information moves or a different policy applies.

Your rights

• See it.Ask for a copy of everything we hold about you and how it’s used.
• Fix it. Edit most things in the app, or ask us to correct the rest.
• Take it with you. Export your activities from the app, or ask us for the rest.
• Withdraw consent.Stop using a feature, disconnect your calendar, or delete your account. Some features can’t work without the data they need.
• Delete it. See below.
• Complain. Tell us first at support@actiograph.com. If we don’t sort it out, you can contact the Office of the Privacy Commissioner of Canada.

Email support@actiograph.comfrom the address on your account. We reply within 30 days, and it’s free.

Deleting your data

Delete anything in the app and it’s gone from your account. To delete everything, open Profile (in the app or on the web) and choose Delete account, or email us. That erases your records and uploaded files right away. Copies in our providers’ backups and logs are overwritten within 30 days.

Otherwise we keep your data while your account exists. Crash reports are kept for up to 90 days.

How we protect it

Data is encrypted in transit and at rest. Database rules let each account read and write only its own records, and uploaded files sit in private storage. If a breach ever puts you at real risk of harm, we’ll tell you and the Privacy Commissioner as soon as we can.

Young users

Actiograph is for people 13 and older, and we turn away sign-ups that look younger. Teen accounts get the same protections as everyone else: we don’t sell, advertise, or profile. The assistant follows Anthropic’s rules for apps that serve minors: it says it’s an AI, stays on your activities, and points to real help like 9-8-8 and Kids Help Phone if someone may be at risk. If you think a child under 13 has an account, email us and we’ll delete it.

Changes and questions

If we change this policy in a way that matters, we’ll update the date at the top and tell you in the app or by email before it takes effect. Questions, concerns, or requests: support@actiograph.com.