Privacy Policy

Medal Social AS builds an AI marketing platform that helps teams plan, create, and publish content and campaigns across their channels.

Medal Social is headquartered at Medal Social AS, Vallastølsvegen 7, 5227 Nesttun, Norway. Medal Social has appointed an internal data protection officer for you to contact if you have any questions or concerns about medal social’s personal data policies or practices. If you would like to exercise your privacy rights, please direct your query to medal social’s data protection officer. Medal Social’s data protection officer’s name and contact information are as follows:

Ada Aligiai

Medal Social AS

Vallastølsvegen 7, 5227 Nesttun, Norway

privacy@medalsocial.com

Medal Social collects personal information about its website visitors and customers. With a few exceptions, this information is generally limited to:

• name
• email
• phone number
• address

We use this information to provide prospects and customers with services.

We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.

From time to time, Medal Social receives personal information about individuals from third parties. Typically, information collected from third parties will include further details on your employer or industry. We may also collect your personal data from a third party website (e.g. LinkedIn)

As is true of most other websites, Medal Social’s website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Medal Social’s website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.

Medal Social has a legitimate interest in understanding how members, customers and potential customers use its website. This assists Medal Social with providing more relevant products and services, with communicating value to our sponsors and corporate members, and with providing appropriate staffing to meet member and customer needs.

Medal Social makes available a comprehensive cookie notice that describes the cookies and tracking technologies used on Medal Social website and provides information on how users can accept or reject them. To view the notice, just click https://medalsocial.com/cookie-notice

The personal information Medal Social collects from you is stored in one or more databases hosted by third parties located in the EU. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval. On occasion, Medal Social engages third parties to send information to you, including information about our products, services, and events.

A list of our third party sub processors can be found here:

Stripe

When adding a credit card to your billing profile we send the card information to Stripe directly, without reading that information ourselves.

To Stripe we send:

• credit card details, which we cannot read ourselves apart the last 4 digits,
• email

Stripe GDPR Compliance

Google workspace

We use Google workspace to send and receive email and to book meetings.

Google GDPR Compliance

We do not otherwise reveal your personal data to non-Medal Social persons or businesses for their independent use unless: (1) you request or authorize it; (2) it’s in connection with Medal Social-hosted and Medal Social co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for marketing or promotional purposes.

The Medal Social App connects with third party services such as Facebook, LinkedIn, Twitter and others. If you choose to share information from the Medal Social website through these services, you should review the privacy policy of that service. If you are a member of a third party service, the aforementioned connections may allow that service to connect your visit to our site to your personal data.

Transferring personal data to the U.S.

Medal Social has its headquarters in the Norway. Information we collect about you will be processed in the EU. By using Medal Social’s services, you acknowledge that your personal information will be processed in the EU. The United States has not sought nor received a finding of “adequacy” from the European Union under Article 45 of the GDPR. Pursuant to Article 46 of the GDPR, Medal Social is providing for appropriate safeguards by entering binding, standard data protection clauses, enforceable by data subjects in the EEA and the UK. These clauses have been enhanced based on the guidance of the European Data Protection Board and will be updated when the new draft model clauses are approved.

Depending on the circumstance, Medal Social also collects and transfers to the U.S. personal data with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Medal Social in a manner that does not outweigh your rights and freedoms. Medal Social endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with Medal Social and the practices described in this Privacy Statement. Medal Social also enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate. Since it was founded, Medal Social has received zero government requests for information.

For more information or if you have any questions, please contact us at privacy@medalsocial.com

Medal Social includes AI-assisted features, including “Pilot”, an in-product AI assistant. When you use Pilot, the content you submit (your prompts and the content you ask Pilot to work with) is processed by large language models to generate responses and suggestions. We do not use your content to train shared or public AI models.

Text features (OpenRouter). Pilot’s text features are processed through our backend and routed via OpenRouter to large-language-model providers such as Anthropic and OpenAI, which process your content only to return a result to us.

Voice features (ElevenLabs). Pilot includes an optional voice mode. When you start a voice session and grant microphone permission, audio from your microphone is streamed to ElevenLabs, a third-party voice-AI provider, to transcribe your speech and generate spoken responses in real time. Voice mode runs only when you start it; the app does not record audio in the background.

OpenRouter and ElevenLabs act as our sub-processors and process this data on our behalf solely to provide these features. This processing is not used for advertising, and we do not sell your data.

The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:

• Right to be informed
• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right of data portability
• Right to object
• Rights related to automated decision making including profiling

This Privacy Notice is intended to provide you with information about what personal data Medal Social collects about you and how it is used.

If you wish to confirm that Medal Social is processing your personal data, or to have access to the personal data Medal Social may have about you, please contact us.

You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Medal Social might have received the data from Medal Social; what the source of the information was (if you didn’t provide it directly to Medal Social); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Medal Social if it is inaccurate. You may request that Medal Social erase that data or cease processing it, subject to certain exceptions. You may also request that Medal Social cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Medal Social processes your personal data. When technically feasible, Medal Social will (at your request) provide your personal data to you.

Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Medal Social will provide you with a date when the information will be provided. If for some reason access is denied, Medal Social will provide an explanation as to why access has been denied.

For questions or complaints concerning the processing of your personal data, you can email us at privacy@medalsocial.com. Alternatively, if you are located in the European Union, you can also have recourse to the European Data Protection Supervisor or with your nation’s data protection authority.

Your personal data is stored by the Medal Social on its servers, and on the servers of the cloud-based database management services the Medal Social engages, located in the United States. The Medal Social retains service data for the duration of the customer’s business relationship with the Medal Social and for a period of time thereafter, to analyze the data for Medal Social’s own operations, and for historical and archiving purposes associated with Medal Social’s services. Medal Social retains prospect data until such time as it no longer has business value and is purged from Medal Social systems. All personal data that Medal Social controls may be deleted upon verified request from Data Subjects or their authorized agents. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at: privacy@medalsocial.com

We do not knowingly attempt to solicit or receive information from children.

Medal Social's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Medal Social does not use Google user data to develop, improve or train generalized AI or machine-learning models, does not sell it, and does not use it for advertising. People at Medal Social don't read Google user data unless the user explicitly asks for support and gives consent, it's needed for security or abuse investigation, or the law requires it.

This section explains how Medal Social AS accesses, uses, shares, protects, and retains Google user data, including sensitive Google Workspace directory data. These specific limits apply to Google data even where other sections of this policy describe broader uses of other service data.

Authorization and the integrations you choose

Medal Social offers optional Google sign-in, YouTube, Google Business Profile, Google Chat, Google Drive, Google Ads, and Google Workspace Directory Sync integrations. Each connection requires authorization through Google’s OAuth consent screen. Directory Sync is an Enterprise workspace feature that an authorized workspace administrator connects using a Google Workspace administrator account. We request only the permissions needed for the selected integration. Directory Sync is separate from Google sign-in and does not request Gmail, Drive, Calendar, YouTube, Chat, or Ads access.

Google data we access

Depending on which integrations you connect, we access your basic Google profile to identify the account; YouTube channel and content data; Google Business Profile locations, posts, and reviews; the Google Chat spaces you can post to and the reports you instruct Medal Social to deliver; the specific Google Drive files you select in Medal Social or that Medal Social creates for you; and Google Ads account data needed for campaigns you manage in Medal Social. We also process the OAuth credentials needed to maintain each authorized connection. The separate YouTube API Services section below provides additional YouTube-specific information.

For Google Workspace Directory Sync, we read the following data using four read-only Admin SDK permissions:

• Users (admin.directory.user.readonly): Google user identifiers, names, primary work email addresses, and suspended or archived status, used to identify people and determine whether their workspace access should be active.
• Domains (admin.directory.domain.readonly): company domain information, used to check that the connecting Google administrator manages the company domain verified for the Medal Social workspace.
• Groups (admin.directory.group.readonly): group identifiers, names, and email addresses, used to display the groups an administrator can select for synchronization.
• Group membership (admin.directory.group.member.readonly): membership information for a selected group, used to identify which users are included in that synchronization scope.

How Directory Sync uses this information

An administrator selects the verified company domain, a group of direct members, or a pilot of selected users, previews the imported people, and enables automatic synchronization. Medal Social uses the directory data to create or update workspace memberships and keep names, work emails, and access status aligned with the selected directory scope. This can provision membership before a person first signs in to Medal Social. Workspace administrators control local roles and whether inactive or out-of-scope managed users lose access to that workspace. Directory Sync does not modify Google users, groups, or domains, and does not delete a person’s Google account.

Permitted use and sharing

Google user data is used only to provide the features you authorize, such as account identification, publishing or importing content, replying to reviews, delivering reports, working with selected files, managing your campaigns, and synchronizing workspace membership. We do not sell Google user data, transfer it to data brokers, use it for credit assessment, or use it for targeted advertising or to build advertising profiles. Running campaigns that you explicitly manage through the Google Ads integration is separate from using your Google user data to target advertisements.

Directory profiles and membership information are available within the connected workspace according to the workspace’s access controls. Relevant Google data is processed by the infrastructure providers that operate Medal Social, such as our database and cloud-hosting providers, to deliver these features on our behalf under applicable data-processing obligations. We may also disclose information when required by law. Google data is not shared for third parties’ independent marketing or unrelated purposes.

How we protect Google user data

We protect Google user data, including sensitive directory information, using encryption in transit (HTTPS/TLS) and encryption at rest in our database infrastructure. Stored Directory Sync refresh tokens are additionally encrypted at the application layer using AES-256-GCM, with an encryption key supplied through protected server configuration. OAuth credentials are handled by the backend and are not displayed in the directory member list.

Authenticated, workspace-scoped authorization checks restrict access to directory configuration and data. Directory management operations require workspace administrator permissions, and the connected company domain must be verified. Directory requests to Google use read-only permissions. Disconnecting Directory Sync removes the saved connection credential and invalidates pending synchronization work. These controls reduce the risk of unauthorized access, alteration, and disclosure.

AI and machine learning

Google user data, including Google Workspace directory, Chat, and Drive data, is not used to develop, improve, or train generalized or non-personalized AI or machine-learning models. We do not transfer this data to third-party AI services for model training. Directory Sync data is used for the directory and workspace membership functions described above.

Retention, disconnection, and deletion

We retain Google connection credentials only while needed to provide the authorized connection. For Directory Sync, disconnecting stops further synchronization and removes the saved refresh token. It does not automatically delete the workspace memberships already provisioned, imported directory profiles, or access-removal records: these remain associated with the workspace to preserve its membership and access controls. Pausing synchronization is also different from deleting data.

Directory records are retained while needed to administer the workspace or handle a verified deletion request. Deleting the workspace removes its directory profiles, connection records, credentials, pending authorization records, and access-removal records through the workspace deletion process. Removing access to one workspace does not delete a person’s separate account or memberships in other workspaces. To request access, correction, or deletion of your directory data without deleting the whole workspace, contact your workspace administrator or privacy@medalsocial.com. Any data we must retain to meet a legal obligation is limited to that purpose.

For other Google integrations, the applicable integration-specific deletion and retention information in this policy continues to apply. You can revoke Google authorization at any time through your Google Account connections page. Revocation prevents further authorized access to Google; it does not by itself delete data already held by Medal Social. Use the relevant Medal Social deletion controls or contact us to request deletion of that stored data.

Manage Medal Social access in your Google Account

Request access, correction, or deletion: privacy@medalsocial.com

Google API Services User Data Policy

Read the Google API Services User Data Policy

Medal Mail is the Medal Social feature that lets you connect your own Gmail mailbox, so you can read and answer email from Medal Social’s shared inbox and send emails and follow-ups to your contacts from your own address. Connecting a mailbox is optional and only happens when you sign in with Google and approve the request.

Gmail data we access

• Send email on your behalf (gmail.send): used only to send messages that you or your team write or schedule in Medal Social, such as replies from the shared inbox, one-to-one emails and follow-ups to your contacts.
• Read your email messages (gmail.readonly): used to show incoming email in your shared inbox, keep replies in the right thread, and stop scheduled follow-ups when a contact replies. If the person who connected the mailbox turns on CRM history, conversations from the last 30 or 90 days with people who are already contacts in your workspace are added to those contacts’ timelines.
• Your Google account’s email address and name: used to identify the connected mailbox.

We never move, label, archive or delete email in your Gmail account.

How Gmail data is used and shared

Email shown in the shared inbox or added to a contact’s timeline is visible to members of your workspace according to its access controls. Only the person who connected a mailbox can turn on CRM history. We do not sell Gmail data, use it for advertising, or transfer it to others, except to the infrastructure providers that host the service, when required by law, or as part of a merger or acquisition with prior notice to you.

Medal Social staff do not read your Gmail data unless you ask us for help and give permission, it is needed for security purposes such as investigating abuse, or it is required by law.

AI and machine learning

If you use an AI feature on an email, such as drafting a reply, the message is processed only to provide that feature to you. Gmail data is not used to develop, improve or train generalized or non-personalized AI or machine-learning models.

Security

Gmail access tokens are encrypted at rest, and Gmail data is encrypted in transit (HTTPS/TLS) and at rest. Access inside Medal Social is limited by workspace-scoped authorization checks.

Retention, disconnection and deletion

Email that answers your follow-ups is kept for up to 90 days and then deleted automatically. Email in your shared inbox is kept as an inbox conversation under your workspace’s conversation history setting: closed conversations are deleted after 2 years by default, and an admin can choose a different period. Disconnecting a mailbox in Medal Social stops all further access and deletes the stored Gmail tokens; email already received follows the periods above, or is deleted sooner if you ask us. Deleting your workspace deletes all of its Gmail data.

Manage Medal Mail’s access in your Google Account

Request access, correction or deletion: privacy@medalsocial.com

Google API Services User Data Policy

Medal Social’s use and transfer of information received from Gmail and other Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Read the Google API Services User Data Policy

Medal Social uses YouTube API Services to provide features that connect to your YouTube channel (for example, uploading videos, managing content, and importing posts). Our use of information received from YouTube API Services adheres to the YouTube API Services Terms of Service. By using these features, you also agree to be bound by the YouTube Terms of Service (https://www.youtube.com/t/terms).

Google Privacy Policy. In addition to this Privacy Policy, the Google Privacy Policy applies to your use of YouTube API Services. You can review it at http://www.google.com/policies/privacy.

Data we access. When you connect a YouTube channel, we access YouTube authorization tokens and the channel/content data necessary to provide the features you request (such as your channel identity and the videos or posts you choose to publish or import). We use this data solely to provide those features.

How to delete your data and revoke access. You may delete data stored by Medal Social at any time by disconnecting your YouTube channel in your Medal Social account settings or by contacting us at privacy@medalsocial.com; upon disconnection or request we delete the stored YouTube API Data and revoke the associated authorization tokens. In addition to Medal Social's own deletion procedure, you can revoke Medal Social's access to your Google/YouTube data at any time via the Google security settings page at https://myaccount.google.com/connections?filters=3,4&hl=en.

Storage and retention of authorization tokens. We store YouTube authorization tokens only for as long as necessary to provide the features you have consented to, and only for purposes consistent with that consent, in accordance with applicable law. We periodically reconfirm that stored authorization tokens remain valid. When you revoke consent, whether within Medal Social or through the Google security settings page above. We programmatically revoke the corresponding token so the change in permissions is communicated to Google. If an authorization token can no longer be refreshed, we delete the API Data associated with your account that was accessed or stored under that consent.

Medal Social connects to TikTok using TikTok API Services when you choose to connect a TikTok account or channel. You authorize this connection through TikTok and can use it to manage, publish, and analyze TikTok content from your Medal Social workspace.

Our access to and use of information we receive through the TikTok API is subject to, and we comply with, the TikTok Developer Terms of Service and the TikTok Privacy Policy.

What we access and store

When you connect a TikTok account, we request only the permission scopes needed for the features you use:

• user.info.basic, your account’s open ID, avatar and display name
• user.info.profile, your profile link, bio and verified status
• user.info.stats, your account statistics (follower, following, likes and video counts)
• video.list, read the list of your own videos
• video.upload, send a video to your TikTok inbox as a draft
• video.publish, publish videos and photo posts directly to your TikTok profile

We access only the TikTok account and permissions you explicitly authorize. Depending on the features you use and the permissions granted by TikTok, this may include account and profile information, content identifiers, captions or descriptions, cover images or thumbnails, links, publish dates, and authorized performance metrics such as views, likes, comments, shares, and similar engagement data. We may also process media files, captions, and posting instructions you submit through Medal Social for publishing to TikTok. OAuth tokens required to maintain the connection are stored encrypted. We do not collect your TikTok password, private messages, or unrelated TikTok account data.

How we use it

We use TikTok data only to provide the features you request, including connected-account setup, content planning, publishing, workspace previews, reporting, analytics, troubleshooting, security, and support. We display this data inside your Medal Social workspace and attribute it to TikTok where relevant.

No sale or advertising use

We do not sell TikTok data, use it for third-party advertising, or share it with third parties except as needed to provide Medal Social, comply with law, protect our rights and users, or operate vendors acting on our behalf under appropriate confidentiality and data protection obligations.

Retention

We retain TikTok data only for as long as needed to provide the connected TikTok features, maintain your workspace records, comply with legal obligations, resolve disputes, and enforce agreements. When you disconnect TikTok, delete the related workspace, or delete your Medal Social account, we delete or de-identify the TikTok data and tokens stored for that connection, subject to limited backup and legal-retention periods.

Revoking access and deleting your data

You can revoke Medal Social access to TikTok data at any time by disconnecting TikTok in Medal Social or by removing the Medal Social authorization in TikTok. You can request deletion of TikTok data stored by Medal Social by deleting the relevant connection or workspace, deleting your account, or contacting us at privacy@medalsocial.com.

If you have questions, concerns, complaints, or would like to exercise your rights, please contact us at:

Medal Social AS (Org. nr. 931 996 738)

Vallastølsvegen 7, 5227 Nesttun

privacy@medalsocial.com

TikTok, Meta (Facebook, Instagram, Threads and WhatsApp), LinkedIn, Pinterest and Microsoft are processors and third parties. They receive only the account data needed for a connection you authorize.

When you connect an account (for example TikTok, YouTube, Google Business Profile, Google Ads, Google Chat, LinkedIn, Facebook, Instagram, Threads, WhatsApp, Pinterest, Snapchat or Microsoft Outlook), you sign in on that platform's own consent screen and choose what to grant. Medal Social stores the access and refresh tokens encrypted and uses them only for the features you use: showing which account you're posting as, publishing or scheduling content that you created or approved, reading your own posts' performance, showing comments, messages and reviews in your inbox so you can reply, and, for ad accounts, reporting on and managing campaigns you set up. Nothing is published or sent to a platform without your action or approval, unless you have opted that channel into Auto-send. In draft-only mode, AI drafts made by Pilot are suggestions until you approve them. An explicitly configured Auto-send workflow can send without approving each item. We don't sell platform data or use it to train generalized AI models.

You can disconnect any account at any time from the channel card in Brand's Integrations tab. We delete the stored access and refresh tokens immediately and stop all further access. For YouTube we also revoke the grant at Google, and we delete the videos Medal Social imported from that channel. Your videos on YouTube itself are untouched. For other platforms, you can also remove Medal Social in that platform's settings. Content and analytics already imported from other accounts stay in your workspace until you delete them or delete the workspace.

Instructions for disconnecting an account, deleting a workspace, or asking us to delete your data are on the data deletion page.

When you disconnect an account, we delete the stored access and refresh tokens immediately and stop all further access. If you email us to delete your data, we respond within 30 days. When you delete a workspace in Settings, deletion is scheduled 30 days later, so a deletion made by mistake can be cancelled. Deleting your account also deletes every workspace you own, after the same 30-day period. Convex snapshots are kept for 14 days and then deleted automatically. Postgres keeps 7 nightly full backups plus about a week of point-in-time recovery. Accounting and point-of-sale records that Norwegian bookkeeping law requires us to keep (5 years) are retained until that period ends, then deleted. Operational and error logs (server, application and browser error/performance telemetry) are kept for up to 30 days and then deleted automatically, except security audit logs, which are kept for 365 days.

Instructions for disconnecting an account, deleting a workspace, or asking us to delete your data are on the data deletion page.