1. Scope and Overview
1.1 What this policy covers. This Physician Privacy Policy (the "Privacy Policy") explains how Forum AI Inc. d/b/a Tessellate ("Tessellate," "we," "us," or "our") collects, uses, discloses, retains, and protects personal information in connection with Tessellate's physician-facing websites, forms, applications, onboarding flows, scheduling tools, text messaging, email communications, surveys, and related services (collectively, the "Services").
1.2 What this policy does not cover. This Privacy Policy applies to physician-facing Services unless a separate privacy notice expressly applies to a different Tessellate workflow. It does not govern the independent privacy practices of an employer, hospital, staffing firm, applicant tracking system, MSP/VMS portal, scheduling vendor, or other third party after you authorize Tessellate to share your information with that party.
1.3 Not for patient care. The Services are designed for professional opportunity navigation, not for patient care. Please do not upload patient charts, patient identifiers, protected health information, or other information Tessellate has not requested. If Tessellate receives prohibited patient data, Tessellate may delete, isolate, or otherwise protect it.
2. Core Privacy Commitments
2.1 Private by default. Tessellate keeps physician identities private unless and until the physician authorizes a specific introduction, application, or submission to a named organization.
2.2 Consent-gated identifiable sharing. Tessellate does not operate a public, searchable physician resume database. Tessellate does not forward identifiable physician profiles, contact information, or documents to organizations without physician approval for that specific action.
2.3 No sale of identifiable physician data. Tessellate does not sell or rent identifiable physician personal information. Tessellate may create, use, publish, license, and provide access to aggregate, de-identified benchmarks, market insights, and reports as part of its products and services, provided those materials are designed not to reasonably identify individual physicians.
2.4 No targeted advertising on physician application and onboarding surfaces. Tessellate's physician application and onboarding surfaces do not use advertising or retargeting cookies or pixels. If Tessellate later adds those technologies, Tessellate will update this Privacy Policy and, where required, offer appropriate notice or consent choices before they are used.
3. Categories of Information We Collect
3.1 Information you provide directly. Tessellate may collect identifiers and contact information (such as name, email address, phone number, city and state, and NPI); professional information (such as specialty, licensure details, training history, board status, work authorization status, CV or resume, work history, and credential documents); career and fit information (such as location preferences, schedule preferences, compensation expectations, priorities, deal-breakers, and role interests); workflow information (such as jobs you track and the stages, dates, and offer or salary details you record for them, opportunities saved, questions asked, T8 Assist requests, chat messages, approvals given, application materials, attestations, and scheduling availability); survey and feedback information; and communications with Tessellate. If you use Tessellate's public match check before creating an account, Tessellate collects the NPI and job posting information you enter.
3.2 Information from other sources. Tessellate may receive limited information from public licensing and credentialing records, credential-verification providers, sanctions or exclusion lists, NPI and licensure databases, licensed healthcare claims and practice-pattern data and professional directory information (such as medical school, sex, and estimated age) from third-party data providers, organizations involved in a specific opportunity you approve, and service providers that help Tessellate operate the Services. Tessellate uses these sources primarily to verify professional status, reduce duplicative data entry, describe the clinical practice of physicians and the operations of healthcare organizations for matching and insights, secure the Services, or carry out the workflow you request. Tessellate does not receive patient-identifiable information from these sources.
3.3 Technical and usage information. Tessellate may collect browser, device, operating system, log, cookie, and network information, along with information about how you interact with the Services, such as pages visited, features used, clicks, timestamps, and troubleshooting events. Tessellate's product analytics may record sessions of your use of the signed-in Services (session replay) to troubleshoot and improve them; session replay is configured to mask information you type into form fields. Tessellate's security providers may also check browser and network signals to detect automated abuse.
3.4 Information Tessellate generates or infers. Tessellate may generate fit scores, match explanations, clinical practice profiles for physicians (such as procedure and diagnosis volumes associated with an NPI) and operational profiles for organizations derived from licensed claims data, missing-information flags, fraud or abuse indicators, benchmark metrics, workflow metrics, and signals about the factors that appear to matter most to you based on the information you provide and how you use the Services. Claims-derived profiles may be incomplete or out of date, and you may ask Tessellate to review or correct them.
4. How We Use Information
4.1 Core service delivery. Tessellate uses personal information to create and maintain your account and profile; verify professional identity and credentials; support physician matching and comparison experiences; answer or route questions; provide T8 Assist and related onboarding and workflow support; coordinate physician-directed introductions, applications, and scheduling; and respond to support requests.
4.2 Security, operations, and compliance. Tessellate uses personal information to secure the Services, detect and prevent fraud or abuse, investigate misuse, maintain records of instructions and approvals, troubleshoot, conduct internal analytics, enforce our Terms of Service, and comply with law.
4.3 Improvement and insights. Tessellate uses personal information — and, where appropriate, de-identified or aggregated data derived from it — to improve product features, create benchmark and market insights, understand what physicians and organizations care about, and support physician leverage, education, and market transparency. These uses do not make your identifiable profile visible to organizations unless you separately authorize a specific action.
4.4 Communications. Tessellate uses your contact information to send service-related messages about onboarding, scheduling, opportunities, product updates, security, and support. Tessellate may also send non-essential communications where permitted by law and subject to your opt-out choices.
5. Private by Default; When We Disclose Information
5.1 Before you say yes. Before you authorize a specific introduction, application, or submission, Tessellate does not make your profile publicly searchable and does not disclose your identity to organizations for recruiting consideration. During this private stage, Tessellate may use non-identifying, masked, de-identified, or aggregated information to ask role-specific questions, validate details, compare opportunities, create insights, or improve the Services, provided those uses are designed not to reasonably identify you. These private-stage uses do not make your identifiable profile visible to organizations and do not provide organizations with candidate-level access to your scores, preferences, or activity.
5.2 When you approve a specific action. If you choose to use T8 Assist or otherwise authorize Tessellate to make a specific introduction, application, or submission, Tessellate may disclose the materials, answers, and profile elements you select or that are clearly described in the workflow as part of that action; limited administrative information strictly necessary to carry out the action, such as scheduling availability, confirmation that required documents are on file, or clarifications you separately approve; and information specifically required by the named organization or disclosed recipient system to process the action you approved, but only to the extent Tessellate identifies that requirement in the workflow, already has the information from materials you approved, or obtains your further authorization. You may give approval in the Services or in writing to your Tessellate career advocate, such as by chat or email, and you choose whether a FastPass is shared anonymously or with your name. Identified materials, such as a FastPass with your name, are sent only after you approve the materials and the recipient for that action, and may include practice information derived from licensed claims data. Tessellate does not materially expand the scope of identifiable sharing without further authorization unless disclosure is required by law.
5.3 Service providers acting for Tessellate. Tessellate may disclose personal information to vendors that act on Tessellate's behalf to provide hosting, communications, customer relationship management, scheduling, analytics, AI processing, credential verification, support, security, electronic signature, document handling, and similar operational services. Tessellate requires those vendors by contract to use personal information only for authorized purposes and to protect it appropriately.
5.4 Recipient-controlled systems and organizations. If you approve disclosure to a hospital, practice, staffing firm, search partner, credentialing system, applicant tracking system, MSP/VMS portal, or other recipient-controlled party or system, that recipient's own privacy practices govern information once it is in the recipient's environment. Tessellate is not responsible for the independent acts or omissions of those recipient-controlled parties or systems after disclosure at your direction.
5.5 Other disclosures. Tessellate may also disclose personal information: (a) to comply with law, legal process, or lawful requests; (b) to protect the rights, safety, security, or property of Tessellate, physicians, organizations, or others; (c) in connection with investigating suspected fraud, abuse, or violations of the Terms; or (d) as part of a merger, financing, acquisition, reorganization, or sale of assets, subject to applicable law.
6. De-Identified, Aggregated, and Benchmark Information
6.1 How Tessellate uses de-identified and aggregated data. Tessellate may create and use de-identified or aggregated data derived from physician, organization, workflow, and usage information to generate market briefs, benchmarks, trend reports, funnel analytics, workflow analytics, acceptance-driver analyses, research findings, and product-improvement insights. Tessellate may publish, license, or provide access to those materials to physicians, organizations, partners, or the public, provided they are designed not to reasonably identify individual physicians. These materials are not public physician profiles and do not provide candidate-level access to physician preferences, scores, or activity.
6.2 Guardrails. Tessellate uses disclosure controls tailored to the dataset and use case to reduce re-identification risk. Those controls include aggregation thresholds or minimum cohort standards, suppression of small or thin cohorts, removal or masking of direct identifiers, and contractual or product restrictions against attempts to re-identify individuals or organizations. Tessellate does not use de-identified outputs to try to determine your identity.
6.3 What Tessellate does not do. Tessellate does not sell or rent identifiable physician data, does not make individual physician profiles public as part of benchmark or insight products, and does not provide organizations with candidate-level access to a physician's private preferences, scores, or activity absent authorization for a specific workflow.
7. Cookies, Analytics, and Similar Technologies
7.1 Current approach. Tessellate uses essential technologies needed to run the Services and limited first-party or service-provider analytics configured for product and operational measurement rather than cross-context advertising. Tessellate's public marketing website may also use advertising measurement technologies, such as an advertising pixel, to measure the results of Tessellate's advertising campaigns. These technologies load only after you accept them in the website's cookie banner, are configured not to collect information you type into forms, and are not used in the Tessellate app, including its sign-up, onboarding, and signed-in experience. Tessellate does not use advertising or retargeting technologies on physician application and onboarding surfaces. If Tessellate later adds them, Tessellate will update this Privacy Policy and, where required, provide notice or consent choices before they are used.
7.2 Your controls. You can control cookies through your browser or device settings. Some controls may affect how the Services function.
8. AI and Automated Tools
8.1 How Tessellate uses automated tools. Tessellate may use rules-based tools, analytics, and AI-enabled features to organize information, summarize opportunity details, identify missing information, generate fit explanations, detect fraud or abuse, and support internal operations.
8.2 Human review and limits. These tools are intended to support, not replace, human judgment. Tessellate does not use solely automated decision-making to make decisions with legal or similarly significant effects about you without meaningful human review where required by law. Candidate-level automated outputs are not shared with organizations without your authorization.
9. Communications and Recording
9.1 Service communications. Tessellate may send you emails, calls, and text messages relating to the Services, including onboarding, T8 Assist updates, opportunity updates, scheduling, workflow status, security, and support. You may opt out of non-essential communications using available instructions, but Tessellate may still send transactional or legally required messages. Message and data rates may apply to texts.
9.2 No default recording of interviews or onboarding. Tessellate does not record physician interviews, physician video interviews, or onboarding conversations by default. If Tessellate asks to record a support or troubleshooting call, Tessellate will do so only with your separate, explicit consent. Tessellate may separately invite you to a research or usability session; Tessellate records those sessions only with advance notice and your explicit consent, and uses the recordings only to improve the Services.
10. How We Protect Information
10.1 Safeguards. Tessellate maintains administrative, technical, and physical safeguards designed to protect personal information. These measures include role-based access restrictions, authentication controls, logging and monitoring, encryption in transit, secure configuration and change practices, vendor diligence, and other safeguards appropriate to the nature of the data and the Services.
10.2 No absolute guarantee. No system is perfectly secure. Tessellate cannot guarantee absolute security, but Tessellate works to reduce risk and respond appropriately if issues arise.
10.3 Incident response. If Tessellate becomes aware of an unauthorized disclosure of identifiable physician data, Tessellate will provide notice consistent with applicable law and the circumstances of the incident.
11. How Long We Keep Information
11.1 Retention principles. Tessellate retains personal information for as long as reasonably necessary to provide the Services, maintain records of physician instructions and approvals, resolve disputes, prevent fraud, comply with law, and protect the Services and Tessellate's business.
11.2 Typical retention periods. Typical retention periods may include: account and profile information for the life of the account and a reasonable period afterward to support reactivation, recordkeeping, or abuse prevention; submission and activity-log records for up to 7 years after the related action; consent and authorization records for up to 7 years after the related action; support and troubleshooting records for up to 3 years after resolution; and security logs for up to 24 months, subject to legal holds or longer retention where required or reasonably necessary.
11.3 Deletion requests. When you request deletion, Tessellate will delete or de-identify information where required or appropriate, subject to legal obligations, security needs, fraud prevention, proof-of-consent needs, backup limitations, and other legitimate retention grounds. Tessellate may retain de-identified or aggregated information.
12. Your Rights and Choices
12.1 Share only when you choose. You control whether Tessellate makes a specific introduction, application, or submission. You may withdraw future authorization at any time, but withdrawal does not reverse disclosures already made at your direction.
12.2 Access, correction, export, and deletion. You may request access to, correction of, export of, or deletion of personal information Tessellate maintains about you, subject to verification and applicable law. You may also request a summary of where Tessellate sent your information at your direction.
12.3 Communications preferences. You may opt out of non-essential emails or texts using the unsubscribe or STOP instructions provided, or by contacting Tessellate. Opting out of non-essential communications does not prevent Tessellate from sending transactional, security, or legally required messages.
12.4 Appeals. If Tessellate denies a privacy request that is subject to an appeal right under applicable law, Tessellate will tell you how to appeal.
13. State-Specific and Other Regional Rights
13.1 U.S. state privacy rights. Depending on where you live and the law that applies, you may have rights to know or access personal information, correct inaccuracies, delete personal information, obtain a portable copy, appeal certain decisions, or opt out of targeted advertising, sale of personal data, or certain profiling. Tessellate does not sell identifiable physician data and does not use targeted advertising on physician application and onboarding surfaces as described in this Privacy Policy.
13.2 Sensitive information. Where applicable law treats certain information — such as government identifiers, professional license numbers, work authorization or immigration status, or account credentials — as sensitive personal information, Tessellate uses that information only as reasonably necessary to provide and secure the Services, process authorized workflows, comply with law, and protect the Services.
13.3 How to exercise rights. To exercise privacy rights, contact Tessellate at support@t8health.com. Tessellate may need to verify your identity and, where relevant, your residency or authority to act for another person.
14. International Data Transfers
14.1 Processing locations. Tessellate and its service providers may process information in the United States and other countries where they operate. Those countries may have data-protection laws different from the laws of your home jurisdiction.
15. Children's Privacy
15.1 Adults only. The physician-facing Services are intended for adults and are not directed to children under 18. Tessellate does not knowingly collect personal information from children.
16. HIPAA and Patient Information
16.1 No patient-information workflow. Tessellate's physician-facing Services are not designed for patient charts or patient-identifiable information. Tessellate is not acting as a HIPAA business associate for patient information you choose to upload contrary to instructions. Do not send PHI or patient identifiers through the Services.
17. Changes to This Privacy Policy
17.1 Updates. Tessellate may update this Privacy Policy from time to time. If Tessellate makes a material change, Tessellate will post the updated policy with a new effective date and provide additional notice where required by law or where Tessellate reasonably determines it is appropriate. Where required by law, Tessellate will obtain your consent before applying the change.
18. Contact Us
18.1 How to reach us. For privacy questions or requests, contact Tessellate at support@t8health.com.