1. Introduction
Medelicia ("we," "our," or "us") is an innovative food importer based in Northern California, bringing high-end Mediterranean and other world regions' multiple award-winning brands to the American market. This website is a division of Medelicia — an ecosystem of tools and software we launched to help our sales and business development professionals succeed at promoting good, healthy food in America while earning a good living and ensuring career growth. The platform is available at https://medelicia-supply-core.base44.app (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service. We are committed to transparency and to giving you meaningful control over your data.
This policy applies to all visitors, authorized users, staff members, and applicants who interact with the Service, including those who submit career applications through our public pages.
2. Information We Collect
We may collect the following types of information:
- Account Information: Name, email address, assigned role, and status when you are invited to the platform by an administrator.
- Business Data: Companies, contacts, leads, opportunities, projects, tasks, orders, suppliers, brands, products, samples, compliance records, and other records you or your colleagues create.
- Career Application Data: Name, email, phone, location, current role, years of experience, area of interest, work preference, availability, LinkedIn URL, portfolio URL, uploaded resume files (PDF, DOC, DOCX), and free-text responses submitted through our public careers form.
- Uploaded Files: Documents, images, and files you upload to the Service, including resumes, compliance documents, certificates, contracts, and marketing materials. Files may be stored in public or private cloud storage depending on their purpose and sensitivity.
- Usage Data: Log data, device information, browser type, IP address, and interaction patterns with the Service.
- Authentication Data: Login credentials, session tokens, and role assignments used to authenticate and authorize access.
- Communication Data: Comments, notes, and messages exchanged between users within the Service.
3. How We Use Your Information
We use your information to:
- Provide, maintain, and improve the Service
- Manage user accounts, roles, and access permissions
- Process and store business records entered by authorized users
- Generate AI-powered insights, digital footprint reports, lead scores, market intelligence, and recommendations
- Review and screen career applications and contact applicants about open roles
- Communicate with you about the Service, security updates, and policy changes
- Detect, prevent, and address fraud, abuse, and security issues
- Comply with legal, regulatory, and contractual obligations
4. AI-Powered Features and Automated Processing
The Service uses artificial intelligence and large language models (LLMs) to provide features such as lead research, lead scoring, digital footprint reports, market intelligence research, document analysis, and outreach content generation. When you use these features, the following applies:
- Data Submitted for AI Processing: Text prompts, company names, contact details, lead information, and uploaded documents may be sent to third-party AI providers (such as OpenAI, Google, or Anthropic) to generate insights, scores, and reports.
- AI-Generated Content: Scores, recommendations, personality analyses, research summaries, and outreach drafts are generated by AI models and may not always be accurate. They are intended as decision-support tools, not definitive assessments.
- No Fully Automated Decisions: We do not make solely automated decisions that produce legal or similarly significant effects on you. AI-generated insights are reviewed by authorized human users before any action is taken.
- Data Minimization: We strive to send only the data necessary for the requested AI feature and avoid submitting unnecessary sensitive information to AI providers.
5. Legal Basis for Processing
Where applicable under data protection laws such as the GDPR or CCPA, we process your personal data based on:
- Consent: When you submit a career application or otherwise agree to our practices.
- Contractual necessity: To provide the Service you requested under your account.
- Legitimate interests: To operate securely, prevent abuse, and improve the platform.
- Legal obligation: To comply with applicable laws and regulations.
6. Data Sharing and Disclosure
We do not sell your personal data. We may share information with:
- Authorized users within your organization who have appropriate role-based access permissions.
- Service providers who assist in operating the platform, including cloud hosting, AI language model providers, email delivery, and analytics — all under appropriate data protection agreements.
- Recipients of career applications — members of our talent and leadership teams who review applications and conduct screening.
- Legal authorities when required by law, court order, or to protect our rights and safety.
- Business transferees in the event of a merger, acquisition, or asset sale, subject to continued protection under this policy.
7. Data Security
We implement reasonable technical and organizational security measures, including encrypted authentication, role-based access control, row-level security policies, secure data storage, and regular review of access logs. Access to sensitive data is restricted to authorized personnel with a legitimate need.
Despite these measures, no method of transmission or electronic storage is completely secure. We cannot guarantee absolute security, but we strive to protect your data using industry-standard practices.
8. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. Career applications are retained for up to 24 months after submission to allow consideration for future openings, after which they are deleted unless you request earlier removal. Business records are retained according to your organization's settings and applicable legal requirements.
9. Your Privacy Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your personal data
- Restrict or object to certain processing
- Request data portability
- Withdraw consent at any time
- Lodge a complaint with a supervisory authority
To exercise these rights, contact your account administrator or reach out through the Service. We will respond within the timeframe required by applicable law.
10. Cookies and Tracking Technologies
The Service uses essential cookies and similar technologies for authentication, session management, and basic analytics. We do not use tracking cookies for advertising or sell data to advertising networks. You can control cookies through your browser settings, though disabling them may affect Service functionality.
11. Third-Party Services
The Service integrates with several third-party providers to deliver its features. These providers may process your data in accordance with their own privacy and security policies. We encourage you to review their policies. Key categories include:
- Cloud Hosting and Infrastructure: The platform is hosted on cloud infrastructure providers that store and process application data, including databases and file storage.
- AI Language Model Providers: Third-party AI services (which may include OpenAI, Google, or Anthropic) process text and documents to generate insights, scores, reports, and outreach content.
- Email Delivery Services: Used to send platform notifications, invitations, password resets, and outreach emails on behalf of authorized users.
- Mapping Services: Used for geospatial territory planning and sales map visualization.
- Authentication Providers: OAuth-based identity providers (such as Google) used for optional single sign-on login.
- Analytics Services: Used to understand how the Service is used and to improve performance and reliability.
We are not responsible for the privacy practices of these external services. Each provider operates under its own terms and privacy policy.
12. International Data Transfers
Your data may be transferred to and processed in countries other than your own, including the United States. We take steps to ensure your data is protected in accordance with this policy and applicable law during such transfers, using appropriate safeguards such as standard contractual clauses where required.
13. Children's Privacy
The Service is not directed to individuals under the age of 16, and we do not knowingly collect personal data from children. If you believe we have collected data from a minor, please contact us so we can promptly delete it.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify users of significant changes through the Service or via email. The "Last updated" date at the top of this page indicates when the policy was last revised. Continued use of the Service after changes constitutes acceptance of the updated policy.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us using any of the following methods:
- Through the Service: Contact your account administrator or use the in-app communication tools.
- Career Applications: If you have submitted a career application and wish to access, correct, or delete your data, please contact your account administrator or reach out through the Service.
- Data Protection Requests: For privacy rights requests (access, correction, deletion, portability, or objection), please contact your administrator. We will respond within the timeframe required by applicable law (generally within 30 days).
We are committed to addressing your privacy concerns promptly and in good faith. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection supervisory authority.