🔒 Privacy Policy

1. Introduction

Welcome to the e-Logbook Medical Education Platform ("we," "our," or "System"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our System.

By using the e-Logbook System, you consent to the data practices described in this policy. If you do not agree with our privacy practices, please do not use the System.

2. Information We Collect

2.1 Personal Information

We collect the following personal information when you register and use the System:

• Identity Information: Full name, date of birth, gender, photograph, signature
• Contact Information: Email address, mobile number, current and permanent address
• Academic Information: Enrollment/Employee ID, course, department, specialization, year, term
• Institutional Information: Hospital affiliation, college name, supervisor and coordinator assignments
• Family Information: Parent/guardian names and contact details (for students)
• Educational Background: Previous degrees, universities, marks/grades

2.2 Academic and Activity Data

• Logged activities and clinical experiences
• Appraisal submissions and assessments
• Supervisor feedback and ratings
• Performance metrics and progress tracking
• Attendance records
• Research publications and presentations
• Thesis topic and research work

2.3 Documents and Files

• Passport-size photographs
• Digital signatures
• Academic certificates and mark sheets
• Medical certificates (if submitted)
• Supporting documents for activities
• Research papers and presentations

2.4 Payment Information

• Transaction IDs and payment confirmations
• Payment dates and amounts
• Payment method used (we do NOT store complete card details)
• Payment gateway responses

2.5 Technical Information

• IP address and device information
• Browser type and version
• Operating system
• Login timestamps and session data
• Pages visited and features used
• Error logs and technical diagnostics

3. How We Use Your Information

3.1 Primary Purposes

• Account Management: Creating and maintaining your user account
• Educational Services: Providing access to e-logbook features and functionality
• Assessment and Evaluation: Tracking academic progress and performance
• Communication: Sending notifications, updates, and important information
• Support: Providing technical support and assistance

3.2 Administrative Purposes

• Processing registration approvals
• Managing supervisor and coordinator assignments
• Monitoring system usage and performance
• Generating reports for institutional authorities
• Ensuring compliance with academic regulations
• Maintaining data integrity and security

3.3 Improvement and Development

• Analyzing usage patterns to improve user experience
• Developing new features and functionality
• Identifying and fixing technical issues
• Optimizing system performance

3.4 Legal and Compliance

• Complying with legal obligations and regulations
• Responding to legal requests and court orders
• Protecting against fraud and abuse
• Enforcing our terms and conditions

4. Data Sharing and Disclosure

4.1 Within the Institution

Your data is shared with authorized personnel within your institution:

• Supervisors: Access to your activities, performance, and profile
• Coordinators/HODs: Access to department-wide data and approvals
• Hospital Administrators: Access to institutional statistics
• Faculty Members: Access to activity data for review purposes

4.2 Third-Party Services

We share limited data with the following service providers:

Service	Provider	Data Shared	Purpose
Cloud Storage	AWS S3	Documents, files	Secure file storage
Payment Processing	Razorpay	Transaction data	Payment processing
Database	Supabase	All application data	Data storage and management
Email	Email Service	Email, notifications	Communication

4.3 We Will NOT Share Your Data:

• With unaffiliated third parties for marketing purposes
• With other educational institutions without your consent
• With employers without your explicit authorization
• On public platforms or social media
• For commercial purposes unrelated to educational services

4.4 Legal Disclosure

We may disclose your information when required by law:

• In response to court orders or legal processes
• To comply with government investigations
• To protect rights, property, or safety
• To prevent fraud or illegal activities

5. Data Security

5.1 Security Measures

We implement comprehensive security measures to protect your data:

• Encryption: All data is encrypted in transit (SSL/TLS) and at rest
• Access Control: Role-based access restrictions
• Authentication: Secure login with password protection
• Monitoring: Continuous security monitoring and threat detection
• Backups: Regular automated backups
• Updates: Regular security patches and updates

5.2 Your Responsibilities

• Keep your password confidential and secure
• Do not share your account credentials
• Log out after using shared devices
• Report suspicious activity immediately
• Use strong, unique passwords

6. Data Retention

6.1 Retention Periods

Data Type	Retention Period	Reason
Account Information	Duration of enrollment + 7 years	Academic record-keeping
Activity Logs	Duration of enrollment + 7 years	Academic documentation
Appraisal Data	Duration of enrollment + 10 years	Legal and academic requirements
Payment Records	7 years after transaction	Financial and tax compliance
Login Logs	1 year	Security monitoring
Support Tickets	3 years	Quality improvement

6.2 Data Deletion

After retention periods expire:

• Data is permanently deleted from active systems
• Backups are deleted according to backup retention policies
• Some anonymized data may be retained for statistical purposes

7. Your Rights

7.1 Access Rights

You have the right to:

• Access your personal information stored in the System
• View your activity logs and performance data
• Download your data in a portable format
• Request a copy of your stored information

7.2 Correction Rights

You can:

• Update your profile information
• Correct inaccurate data
• Request changes to locked fields (through coordinator)

7.3 Deletion Rights

You may request deletion of your data, subject to:

• Legal retention requirements
• Academic record-keeping obligations
• Pending academic processes
• Outstanding payments or disputes

7.4 Objection Rights

You can object to:

• Processing of your data for specific purposes
• Automated decision-making
• Sharing data with specific parties (subject to institutional requirements)

7.5 How to Exercise Your Rights

Contact us at:

8. Cookies and Tracking

8.1 Cookies We Use

• Essential Cookies: Required for system functionality and authentication
• Performance Cookies: Help us understand how users interact with the System
• Functional Cookies: Remember your preferences and settings

8.2 Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may affect system functionality.

9. Children's Privacy

The e-Logbook System is designed for adult medical professionals and postgraduate students. We do not knowingly collect information from individuals under 18 years of age. If you are under 18, please do not use this System.

10. International Data Transfers

Your data is primarily stored on servers located in [Server Location]. If data is transferred internationally, we ensure appropriate safeguards are in place to protect your information according to applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be notified through:

• Email notification to registered users
• In-system notifications
• Notice on the login page

Continued use of the System after changes constitutes acceptance of the updated policy.

12. Contact Information

13. Compliance and Certifications

We comply with:

• Information Technology Act, 2000 (India)
• Personal Data Protection Bill (India)
• Institutional data protection policies
• Medical education regulations