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Privacy Policy

MedLeads AI – Privacy Policy & Legal Disclaimer
Last Updated: May 2026


1. Introduction
MedLeads AI (“Platform”, “Service”, “we”, “our”, or “us”) provides AI-assisted communication, lead management, appointment coordination, and sales automation tools for clinics and healthcare-related businesses.

By using the Platform, website, chatbot, WhatsApp integration, social media integrations, appointment systems, or any related services, users acknowledge and agree to this Privacy Policy and Legal Disclaimer.

If you do not agree with any part of this policy, you must discontinue use of the Platform.


2. Important Medical Disclaimer
MedLeads AI is NOT a healthcare provider, medical clinic, doctor, surgeon, or licensed medical institution.

The Platform does NOT provide:

  • medical diagnosis

  • medical treatment

  • emergency medical services

  • prescriptions

  • guaranteed medical outcomes

  • professional medical advice

Any information generated by the Platform, including:

  • AI responses

  • graft estimations

  • treatment suggestions

  • preliminary evaluations

  • pricing estimates

  • suitability assessments

is provided solely for informational and pre-consultation purposes.

Final medical decisions, diagnoses, treatment plans, procedures, and medical evaluations are exclusively the responsibility of the clinic and licensed healthcare professionals.

Users must always consult a licensed medical professional before making healthcare decisions. The Platform shall not be interpreted as a substitute for professional medical advice.


3. AI & Automation Disclaimer
The Platform uses artificial intelligence, automation systems, machine learning tools, and conversational technologies.

Users acknowledge and agree that:

  • AI-generated responses may contain inaccuracies

  • automated systems may misunderstand user intent

  • AI outputs are probabilistic and not guaranteed

  • conversational suggestions may not always reflect medical reality

  • appointment recommendations are operational, not medical

MedLeads AI does not guarantee:

  • appointment conversion

  • business revenue

  • patient acquisition

  • treatment outcomes

  • medical suitability

  • customer retention

  • uninterrupted availability

Clinics are solely responsible for reviewing and verifying all communications, recommendations, and outputs generated through the Platform.


4. Data We Collect

User Information:

  • name

  • phone number

  • email address

  • country/location

  • language preference

  • appointment details

  • communication history

Medical-Related Information:
Users may voluntarily provide:

  • photographs

  • hair loss images

  • treatment preferences

  • medical concerns

  • consultation information

Users acknowledge that any information voluntarily submitted through the Platform is submitted at their own discretion.

Technical Information:

  • IP address

  • browser type

  • device information

  • operating system

  • usage logs

  • cookies

  • session analytics


5. How We Use Information
We may use collected information to:

  • provide AI-assisted communication

  • schedule appointments

  • improve user experience

  • generate internal lead summaries

  • optimize automation flows

  • analyze conversion metrics

  • provide multilingual communication

  • improve system performance

  • maintain platform security

  • prevent abuse and fraud

We may also use anonymized and aggregated data for analytics, system improvement, research, and business intelligence.


6. Consent to Communication
By interacting with the Platform, users consent to receive:

  • WhatsApp messages

  • automated follow-ups

  • appointment reminders

  • SMS notifications

  • email communication

  • AI-generated responses

  • clinic-related information

Users may request communication opt-out where applicable.


7. Clinics & Third-Party Responsibility
Clinics using the Platform are independent entities.

MedLeads AI is not responsible for:

  • clinic actions

  • medical procedures

  • pricing policies

  • treatment quality

  • patient outcomes

  • post-treatment complications

  • doctor qualifications

  • clinic representations

Any agreement, treatment, or financial transaction between a patient and a clinic is solely between those parties.


8. Data Sharing
We do not sell personal information.

However, information may be shared with:

  • clinics using the Platform

  • infrastructure providers

  • hosting providers

  • cloud service providers

  • analytics providers

  • communication providers

  • payment processors

  • legal authorities when required by law

Third-party providers may store or process data outside the user’s country.


9. WhatsApp, Meta & Third-Party Platforms
The Platform may integrate with:

  • WhatsApp

  • Meta platforms

  • Instagram

  • Facebook

  • Google services

  • CRM systems

  • payment gateways

  • appointment systems

Users acknowledge that these third-party services operate under their own privacy policies and terms. MedLeads AI is not responsible for outages, policy changes, account restrictions, API limitations, or actions taken by third-party platforms.


10. Data Retention
We retain data only for as long as reasonably necessary for:

  • operational purposes

  • legal compliance

  • security purposes

  • analytics

  • dispute resolution

We reserve the right to delete inactive or outdated data at our discretion.


11. Security
We implement commercially reasonable technical and organizational measures to protect data.

However, no system, platform, cloud infrastructure, API, or communication method can be guaranteed to be 100% secure. Users acknowledge and accept the inherent risks of online communication and digital data transmission.


12. Limitation of Liability
To the maximum extent permitted by law, MedLeads AI, its owners, operators, developers, affiliates, contractors, partners, employees, and licensors shall not be liable for:

  • direct damages

  • indirect damages

  • lost profits

  • lost revenue

  • business interruption

  • medical outcomes

  • patient dissatisfaction

  • data loss

  • communication failures

  • AI inaccuracies

  • missed appointments

  • conversion losses

  • third-party failures

  • legal claims arising from clinic operations

Use of the Platform is entirely at the user’s own risk.


13. No Guarantees
The Platform is provided on an “AS IS” and “AS AVAILABLE” basis.

We make no guarantees regarding:

  • uninterrupted service

  • system uptime

  • conversion rates

  • revenue growth

  • lead quality

  • medical accuracy

  • compatibility with all devices or platforms


14. Indemnification
Users and clinics agree to indemnify and hold harmless MedLeads AI and its affiliates from any claims, damages, liabilities, costs, legal actions, or expenses arising from:

  • misuse of the Platform

  • clinic operations

  • medical services

  • patient interactions

  • regulatory violations

  • uploaded content

  • unlawful communication

  • false advertising

  • treatment outcomes


15. Compliance Responsibility
Clinics are solely responsible for ensuring compliance with:

  • local healthcare laws

  • advertising regulations

  • medical regulations

  • GDPR

  • KVKK

  • HIPAA (if applicable)

  • consumer protection laws

  • telemedicine restrictions

  • consent requirements

MedLeads AI provides software infrastructure only.


16. Intellectual Property
All software, branding, systems, workflows, prompts, automation structures, interfaces, content, designs, and proprietary logic associated with MedLeads AI remain the exclusive intellectual property of MedLeads AI unless otherwise stated.

Unauthorized copying, resale, reverse engineering, distribution, or replication is prohibited.


17. Age Restriction
Users must be at least 18 years old or the legal age required in their jurisdiction to use the Platform.


18. Changes to This Policy
We reserve the right to update or modify this Privacy Policy and Legal Disclaimer at any time without prior notice.

Continued use of the Platform after updates constitutes acceptance of the revised terms.


19. Governing Law
This agreement shall be governed and interpreted in accordance with applicable laws determined by the operating entity of MedLeads AI.

Any disputes shall be subject to the jurisdiction determined by the operating entity unless otherwise required by law.


20. Contact
For legal, privacy, or compliance-related inquiries, users may contact:
Email: sercancanli@gmail.com


20A. User Consent for AI Processing & Image Analysis
Before submitting any photographs, medical-related information, or consultation requests through the Platform, users expressly acknowledge and consent that:

  • submitted photographs and information may be processed by AI-assisted systems

  • outputs are preliminary, automated, and informational only

  • the Platform is not providing medical diagnosis or treatment

  • submitted data may be reviewed by clinics and authorized personnel

  • users voluntarily submit information at their own discretion and risk

Users must not rely on the Platform as a substitute for professional medical advice or healthcare services.


20B. No Medical Reliance
Users expressly acknowledge that:

  • the Platform is not a medical authority

  • the Platform does not make medical decisions

  • AI-generated outputs are not medical conclusions

  • all medical decisions must be made exclusively by licensed healthcare professionals

Any reliance placed on AI-generated communication, estimations, or conversational guidance is strictly at the user’s own risk.


20C. Booking & Performance Disclaimer
Any appointment, booking, lead score, conversion metric, follow-up automation, or performance-related functionality provided by the Platform is operational and informational in nature only.

MedLeads AI makes no guarantee regarding:

  • number of bookings

  • patient conversion rates

  • revenue increase

  • customer retention

  • sales performance

  • clinic profitability

  • business growth

All business outcomes depend on multiple external factors outside the control of the Platform.


20D. Limitation of Financial Liability
To the fullest extent permitted by law, the total maximum liability of MedLeads AI, its owners, operators, affiliates, contractors, developers, licensors, and partners shall never exceed the total amount paid by the relevant customer to the Platform during the previous thirty (30) days prior to any claim.

Under no circumstances shall MedLeads AI be liable for:

  • indirect damages

  • reputational damages

  • loss of opportunity

  • loss of business

  • anticipated profits

  • patient dissatisfaction

  • cosmetic dissatisfaction

  • medical complications

  • psychological distress

  • data inaccuracies

  • AI interpretation errors

  • communication misunderstandings


20E. AI Transparency Notice
The Platform may utilize AI-generated communication, automation systems, conversational technologies, and machine-learning-based workflows.

Users acknowledge that some communications may be partially or fully generated through automated systems.


20F. Governing Interpretation
If any section of this Privacy Policy or Legal Disclaimer is determined to be invalid, unlawful, or unenforceable under applicable law, the remaining provisions shall remain fully enforceable and valid.

Failure by MedLeads AI to enforce any provision shall not constitute a waiver of rights.


FINAL ACKNOWLEDGEMENT
By using the Platform, users acknowledge that:

  • they have read this Privacy Policy and Legal Disclaimer

  • they understand the risks of AI-assisted systems

  • they understand the Platform is not a medical provider

  • they voluntarily submit information

  • they use the Platform at their own discretion and risk