TheMediator.AI’s Privacy Policy

Privacy Policy

Last updated: January 16, 2026

1. Welcome.

This notice explains what little personal data we collect, why, how long we keep it, and the choices you have when using TheMediator.AI mobile apps, website, and related services (“Services”).

Underlabs Inc.
1700-2001 Boulevard Robert-Bourassa, Montréal QC H3A 2A6, Canada
Email: privacy@themediator.ai

We are the data controller and have appointed a Privacy Officer to oversee compliance with Québec Law 25, GDPR, and similar regulations.

2. Scope

This policy applies whenever you browse our site, open an account, start or join a dispute, or contact us. It does not cover third-party sites we merely link to.

3. What data we collect (and when)

Category	What we store	How we get it
Account info	• First name (or a chosen nickname)• Mobile number	You enter it when you sign up
Dispute content	• Messages, attachments, AI summaries	You provide it while mediating
Payment info	• Pseudonymous transaction ID issued by Apple / Google• Internal payer ID (hashed mobile or random string)	Supplied by app store at checkout
Service delivery	• Device push-token and/or phone number for SMS	Collected automatically from the app
Marketing (opt-in)	• Email address	Only if you subscribe to updates

We do not knowingly collect data from children under 13. If we discover we have, we erase it promptly.

4. Why we use data and our legal bases

Purpose	Legal basis
Run the mediation flow, store transcripts briefly	Contractual necessity
Identify users and prevent fraud	Legitimate interest
Process payments and issue in-app receipts	Contractual necessity
Send status updates via SMS or push notification	Contractual necessity
Improve AI models with anonymised, aggregated data	Legitimate interest / consent where needed
Send marketing emails (news, beta invites)	Consent (opt-in)
Meet legal duties (tax, audit, breach notices)	Legal obligation

5. Automated processing & AI mediation

TheMediator.AI uses Large Language Models (LLMs) to support a structured mediation process.

The LLMs acts as a neutral facilitation tool that:

• Summarises each party’s statements,

• Asks clarifying and reflective questions,

• Suggests possible, non-binding resolution options.

The AI does not make binding decisions, issue judgments, or impose outcomes.

All resolutions require voluntary agreement by the parties.

Parties may:

• Correct or clarify LLM-generated summaries,

• Decline suggested questions or proposals,

• Pause or terminate the mediation at any time.

We maintain timestamped logs of LLM prompts and responses for audit, quality control, and dispute review purposes, subject to the retention limits described below.

6. Mediation boundaries & human escalation

TheMediator.AI is designed for early-stage and everyday disputes that do not require legal representation.

The Service:

• Is voluntary and non-binding,

• Does not replace legal advice or court processes,

• Does not prevent parties from seeking a human mediator, lawyer, or court remedy at any time.

In some cases, users may choose to export a mediation summary or certificate and continue the process with a human mediator or legal professional.

7. Sharing & disclosure

We share personal data only with:

- - Cloud hosting & AI inference partners (e.g. AWS, OpenAI) under strict contracts,
- - Payment processors (Apple, Google),
- - SMS & push-notification gateways,
- Authorities when required by law.

We never sell or rent your information.

8. International transfers

Servers are in Canada and the United States. When data crosses borders, we rely on:

- - Standard Contractual Clauses (for EU/UK users),
- - Law 25 transfer assessments and safeguards (for Québec users), and
- other recognised mechanisms.

9. Retention

The retention periods below apply once the Service is live and operating in production.

Data	Retention period
Dispute messages & files	Deleted 30 days after a resolution is attempted or when any party deletes sooner
Push tokens / SMS numbers	Until you delete your account (or token expires)
Marketing emails	Until you unsubscribe
Anonymised analytics	Up to 24 months

10. Security

Data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Access is role-based and logged. We run annual penetration tests and privacy impact assessments.

11. Your rights

Québec residents (Law 25)

You may access, correct, erase, restrict, or port your personal data. We reply within 30 days.

EU/UK residents (GDPR)

You also have rights to object and to avoid decisions based solely on automated processing.

California residents (CCPA)

You may request to know or delete data and opt out of “sales” (we do not sell data).

To exercise any right, email privacy@themediator.ai

12. Cookies & tracking

We use only:

- - Essential cookies (sign-in, security)
- Basic analytics (Google Analytics)

No third-party ad cookies.

13. Third-party links

Our blog may point to external sites with their own policies. Please read those when you visit them.

14. Changes to this policy

We post any material change here. Using the Services after that date means you accept the update.

15. Contact us

Questions or concerns?

Email privacy@themediator.ai

Mail Privacy Officer, Underlabs Inc., 2001 Boulevard Robert-Bourassa Suite 1700, Montréal QC H3A 2A6, Canada

Quick reference

Key point	Why it matters
We collect only first name (or nickname) and mobile number	Minimal personal data
Resolutions deleted after 30 days	Keeps disputes private
Status updates via SMS or push, not email	Avoids collecting extra info
Payment ID is pseudonymous	Protects your identity
No data sales, ever	No surprise ads or profiling
Law 25, GDPR, CCPA rights honoured	You stay in control of your data

Thank you for trusting TheMediator.AI. We keep your data footprint tiny so you can focus on resolving conflict, not worrying about privacy.