Privacy policy

Who we are and what this policy covers

Wayguide LLC, organized under the laws of Delaware, operates Wayguide. In this policy, “Wayguide,” “we,” “us,” and “our” refer to Wayguide LLC. This policy covers our public website, account-based writing application, and related support and review services, together called the “Services.”

Wayguide helps applicants explore experiences and develop residency personal statements. Writing can contain personal information, so this policy explains both the information you provide and information collected as you use the Services. Our terms and conditions govern use of the Services.

Information we collect

We collect information directly from you, automatically through the Services, and from providers that help us operate them.

• Account and profile information. Email address, password credentials, any name you add, medical school, graduation year, and primary and optional secondary specialty. We also process invite codes, email-verification information, and account or session identifiers. Passwords are stored using password hashing rather than as readable passwords.
• Your writing and conversations. Prompts, chats, story notes, outlines, drafts, saved versions, edits, feedback, AI responses, and related workspace information. This includes material you submit for team review and earlier versions or archived conversation records.
• Communications. Information you send when you request support, provide feedback, contact our team, or make a privacy request.
• Usage and attribution information. Pages visited, signup actions, approximate interaction timing, browser and device characteristics, referral information, campaign parameters, and pseudonymous analytics identifiers. When you sign in, an analytics identifier can be associated with an internal account identifier.
• Operational and security information. IP addresses and other connection information, authentication activity, request and error information, and records used to prevent abuse, troubleshoot problems, and secure the Services. Providers may also receive technical connection information when handling a request.

Your writing may reveal information about your background, education, beliefs, health, or other sensitive matters. Include only information you are comfortable providing and are permitted to disclose. Do not include identifiable patient information, medical records, account passwords, government identification numbers, or other unnecessary sensitive information in chats, drafts, uploads, or support messages.

How we use information

We use the information described above to:

• Create and authenticate accounts, verify email addresses, and manage access.
• Save and retrieve your work, generate AI assistance, provide writing feedback, and deliver review features you request.
• Respond to support requests and send account, security, and service communications.
• Investigate errors, protect accounts, enforce our terms, and prevent misuse.
• Understand how people find and use Wayguide and improve the product, guidance, and prompts using aggregate insights.
• Handle privacy requests, comply with legal obligations, and establish, exercise, or defend legal claims.

We do not use your chats, stories, or drafts to train AI models or reuse excerpts of your writing as examples for other customers. Improving our product or writing guidance is distinct from training an AI model. The human-access and provider-processing practices below still apply.

AI assistance and human access

AI processing

Wayguide uses OpenAI’s API to generate writing assistance. Relevant prompts, conversation history, draft text, story information, and other context may be sent to OpenAI to produce a response. We do not authorize use of your content to train shared AI models. OpenAI’s published API data controls explain its processing and retention practices.

Our safeguards can remove some detected identifiers or sensitive passages from provider-bound context. These checks are limited and may miss information. They do not guarantee anonymity, complete de-identification, or compliance with medical-confidentiality requirements. You remain responsible for what you submit.

Disabling storage of an AI response does not mean that all provider processing or retention is eliminated. Providers may retain information for security, abuse monitoring, legal compliance, or other purposes permitted by their service arrangements and applicable law.

Authorized team access

Your work is not visible to other applicants through their accounts. Authorized Wayguide team members may access current and archived chats, stories, drafts, versions, and feedback for support, troubleshooting, service administration, safety, and reviews you request. Staff access is not limited to drafts you formally submit for review.

Where a feature asks you to submit a draft for team feedback, that submission is a separate action. Do not include confidential patient or third-party information in a review request. Contact us if you believe sensitive information was included by mistake.

When we disclose information

We disclose information when needed for the following purposes:

• Service providers. Hosting and database providers store and operate the Services. OpenAI processes relevant writing context for AI responses. Resend processes email addresses and message content to deliver verification and account emails. PostHog processes the usage and attribution information described below. Providers receive information needed for their respective functions.
• At your direction. We process or disclose information as needed to carry out a request you make, such as submitting writing for review.
• Legal and safety purposes. We may disclose information when reasonably necessary to comply with law or valid legal process, protect rights or safety, investigate suspected misuse, or enforce our agreements.
• Business transactions. Information may be disclosed in connection with a proposed or completed merger, financing, acquisition, reorganization, or transfer of assets, subject to appropriate confidentiality and legal requirements. This does not authorize a materially different use of your information without any notice or permission the law requires.

We do not sell your personal information or share it for cross-context behavioral advertising. Disclosing information to a provider to operate Wayguide is different from selling it for that provider’s independent advertising purposes. We do not publish your writing or use it in a testimonial without your separate permission.

We may use or disclose aggregate or de-identified information that does not reasonably identify you. We do not use that description for information that merely has your name removed while remaining identifiable.

Cookies and analytics

We use cookies and similar browser storage for account sessions and analytics. Some are needed to sign in and maintain account security. Our analytics use PostHog cookies and local storage to recognize a browser, measure visits and signup actions, and connect an anonymous marketing visit with an internal account identifier after signup or sign-in. These identifiers can work across Wayguide subdomains.

Our current analytics configuration uses a limited set of events and properties. It does not record session replay, automatically capture page content or form values, or send your chats, stories, or drafts as analytics event content. It removes URL fragments and query parameters other than permitted campaign and attribution parameters. Analytics providers can still receive technical connection information when a request reaches them.

You can use browser settings, storage controls, or tracking protections to restrict cookies and similar technologies. Clearing cookies alone may not clear local storage. Blocking necessary cookies may prevent sign-in or affect other features. Restrictions apply to the browser or device on which you set them.

Our current analytics configuration does not change its behavior in response to browser “Do Not Track” or Global Privacy Control signals. Global Privacy Control is used for certain statutory sale or sharing opt-outs. We do not sell or share information for cross-context behavioral advertising. Contact us to exercise any applicable privacy right. Where additional consent or another choice mechanism is legally required, the applicable legal requirements govern.

Retention and deletion

We keep account information and saved work while needed to provide the Services, maintain your account and writing history, and fulfill the purposes in this policy. Retention also depends on the type and sensitivity of information, security and support needs, legal obligations, and dispute-resolution requirements.

Editing, resetting, or removing a chat from your workspace is not the same as permanently deleting every stored copy. Original conversation turns, earlier drafts, saved versions, and archived records can remain available to authorized staff. Contact us to request deletion of your account or personal information.

When we process a verified deletion request, information may need to remain for lawful security, fraud-prevention, recordkeeping, or legal purposes. Copies may also remain temporarily in backups until those copies are replaced or removed. Provider retention may follow separate operational or legal requirements. We will explain any applicable limitation when responding to your request rather than promising immediate erasure of every copy.

Your choices and privacy requests

You can review and update available profile fields in your account and copy your drafts using the writing tools. For access to other information, correction, an export, deletion, account closure, or questions about our practices, email team@wayguide.com. Including “Privacy request” in the subject helps us route your message.

Tell us the nature of your request and the email address associated with your account. Do not send passwords, patient information, or sensitive identity documents in your initial message. We may request information reasonably needed to verify your identity or an authorized agent’s authority. We respond within the period required by applicable law and explain any lawful refusal or limitation.

Where available under applicable law, you may also ask to restrict processing, object to certain processing, withdraw consent for processing based on consent, or appeal a privacy decision. Withdrawing consent does not affect processing that was lawful before withdrawal. We will not unlawfully discriminate against you for exercising a privacy right.

Additional privacy rights

Privacy rights vary by where you live and which laws apply to Wayguide. Depending on those laws, you may have rights to know what personal information we collect and disclose, access or obtain a portable copy, correct inaccurate information, delete information, or opt out of certain uses. These rights can be subject to exceptions and identity verification. Contact us using the process above.

California and other U.S. states. If an applicable state privacy law covers your information and our processing, we honor its required rights, including any applicable right to an authorized agent, appeal, or limitation on certain uses of sensitive information. We do not sell personal information or share it for cross-context behavioral advertising. The collection, purposes, recipient categories, and retention criteria in this policy describe our practices. They do not imply that every state statute applies to every interaction.

European Economic Area, United Kingdom, and Switzerland. Where the relevant data-protection laws apply, our processing may rely on providing a service you request, legitimate interests such as service security and administration, compliance with legal obligations, or consent where required. You can ask us about the legal basis for particular processing and exercise applicable access, correction, erasure, restriction, objection, portability, and consent-withdrawal rights. You may also complain to the competent data-protection authority. Nothing in this policy replaces a consent or transfer safeguard that applicable law requires.

Security and sensitive information

We use technical and organizational safeguards intended to protect information, including account authentication, access controls, and protected connections. No internet service or storage system can guarantee absolute security. Use a strong, unique password, protect your device, and notify us promptly if you suspect unauthorized account access.

Wayguide is a writing service, not a system for clinical records. Do not upload protected health information, identifiable patient stories, or information you are required to keep confidential. A changed name or a privacy warning does not by itself establish that a clinical story is legally de-identified.

International processing

Wayguide is a U.S. company, and our providers may process information in the United States or other countries in which they operate. Those countries’ laws may differ from the laws where you live. Where applicable law requires a particular transfer mechanism or safeguard, that requirement applies. Use of the Services alone is not a substitute for it. Contact us for information about processing arrangements relevant to your request.

Age requirements

The Services are intended only for people who are at least 18 years old. They are not directed to children, and people under 18 must not create an account or submit personal information. If you believe a minor has provided information, contact us so we can investigate and take appropriate action, including deleting information where required.

Changes to this policy

We may update this policy as the Services or our practices change. We will post the revised policy and update the date above. For material changes, we will provide additional notice appropriate to the change, such as an account notice or email, and seek consent where required. A policy update does not by itself authorize materially different uses of previously collected information where notice or permission is required.

Contact us

For privacy questions or requests, contact Wayguide LLC at team@wayguide.com. Including “Privacy request” in the subject helps us route your message.