Privacy Policy

1. Introduction

Welcome to the Student Information System (SIS) mobile application, developed by Intrazero on behalf of the Egyptian Ministry of Health and Population. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the SIS application.

The SIS application is designed to support medical trainees and trainers throughout their training journey. It facilitates logbook submissions, course tracking, online meetings, certificate management, fellowship applications, surveys, and administrative forms.

By accessing or using the SIS application, you agree to the collection and use of your information in accordance with this Privacy Policy. If you do not agree with these terms, please discontinue use of the application immediately.

2. Who We Are

The SIS application is operated by Intrazero in partnership with the Egyptian Ministry of Health and Population and the Egyptian Knowledge Bank. For any privacy-related inquiries, you may contact us at:

• Organization: Egyptian Ministry of Health and Population
• Developer: Intrazero (www.intrazero.com)
• Contact Email: info@intrazero.com
• Address: Ministry of Health and Population, Cairo, Egypt

3. Information We Collect

We collect different categories of information to provide and improve the SIS application. These categories are described below.

3.1 Account and Identity Information

When you register and use the SIS application, we collect:

• Full name, email address, and mobile number
• Medical specialty, professional role (Trainee or Trainer), and institution affiliation
• National ID or professional license number (where required)
• Profile photo (optional)
• Governorate and training center/hospital information

3.2 Training and Academic Data

As you engage with the system's core features, we collect:

• Logbook entries including activity type, category, date, training hours, patient record numbers, diagnosis, and competency level
• Rotation, trainee group, and training placement records
• Course enrollment status, completion data, and certificate requests
• Survey responses and form submissions (including fellowship application forms)
• Meeting attendance records and participation data
• Attendance logs and movement/rotation history

3.3 Usage and Technical Data

We automatically collect certain technical information when you use the app:

• Device type, operating system version, and unique device identifiers
• App version and session activity logs
• IP address and approximate location (governorate level)
• Crash reports and error logs for performance monitoring

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 Core Application Functionality

• To create and manage your trainee or trainer account
• To process and review logbook entries submitted by trainees and approved by trainers
• To track course enrollment, progress, and certificate issuance
• To manage fellowship application requests and communicate statuses (Pending, Approved, Rejected, On Progress)
• To facilitate online meeting scheduling and joining via Zoom or Webex
• To distribute and collect surveys and administrative forms
• To manage attendance and rotation/movement records

4.2 Communication

• To send announcements, news, and important notifications through the News Center
• To notify you of logbook status changes (e.g., Accepted from Trainer, Rejected from Admin)
• To communicate fellowship application outcomes and codes
• To send reminders for upcoming meetings, expiring certificates, or pending forms

4.3 Administrative and Compliance

• To maintain accurate training records for regulatory and accreditation purposes
• To generate reports for the Egyptian Ministry of Health and Population
• To verify professional credentials and eligibility for fellowship programs
• To comply with applicable Egyptian laws and healthcare regulatory requirements

4.4 System Improvement

• To analyze usage patterns and improve application performance and features
• To identify and fix technical issues, bugs, and security vulnerabilities

5. Logbook and Patient Data

The Logbook Module requires trainees to submit detailed clinical activity records. While patient data (such as record numbers and diagnoses) is collected to validate clinical activities, we take the following precautions:

• Patient record numbers are used solely for training verification and are not linked to individual patient identities within the system
• Clinical data submitted in logbooks is accessible only to authorized trainers, administrators, and relevant Ministry personnel
• Trainees are responsible for ensuring they have appropriate authorization before recording any patient information
• We do not share patient-related logbook data with third parties outside the Ministry of Health ecosystem

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your data only in the following circumstances:

6.1 Within the Ministry Ecosystem

• With authorized trainers, training center administrators, and Ministry of Health officials who have a legitimate need to review training records
• With the Egyptian Knowledge Bank, which co-administers certain fellowship and training programs

6.2 Service Providers

• With Intrazero, the technical developer, for purposes of maintaining and improving the application under strict data processing agreements
• With online meeting platforms (Zoom, Webex) only to the extent necessary to facilitate meeting links — we do not share personal profiles with these platforms

6.3 Legal Requirements

• When required by Egyptian law, court order, or government authority
• To protect the rights, property, or safety of the Ministry, trainees, trainers, or the public

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by Egyptian law and Ministry of Health regulations.

• Active account data is retained throughout your training program enrollment
• Logbook records and certificates are retained for a minimum of 7 years following program completion, in accordance with medical training accreditation requirements
• Survey and form data is retained for the duration of the associated program plus 3 years
• Technical logs are retained for up to 12 months

When your data is no longer required, it is securely deleted or anonymized in accordance with applicable data retention policies.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission using HTTPS/TLS protocols
• Secure authentication mechanisms and session management
• Role-based access controls ensuring that users only access data relevant to their role (Trainee or Trainer)
• Regular security assessments and vulnerability testing
• Secure server infrastructure maintained by Intrazero in compliance with industry standards

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

9. Your Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Access: You may request a copy of the personal data we hold about you
• Correction: You may request correction of inaccurate or incomplete personal data
• Deletion: You may request deletion of your personal data, subject to legal retention obligations
• Restriction: You may request that we restrict processing of your data in certain circumstances
• Portability: You may request your data in a structured, machine-readable format

To exercise any of these rights, please contact your training center administrator or email info@intrazero.com. We will respond within 30 days of receiving your request.

10. Minors

The SIS application is intended for use by medical professionals, trainees, and trainers who are adults (18 years of age or older). We do not knowingly collect personal information from minors. If you believe a minor has provided personal information through the application, please contact us immediately.

11. Third-Party Services

The SIS application integrates with the following third-party platforms to provide certain features:

• Zoom: For hosting online meetings — governed by Zoom's Privacy Policy (zoom.us/privacy)
• Webex: For hosting online meetings — governed by Cisco Webex's Privacy Policy (cisco.com/c/en/us/about/legal/privacy-full.html)
• Egyptian Knowledge Bank (EKB): A co-administrator of certain fellowship programs

We are not responsible for the privacy practices of these third-party services. We encourage you to review their respective privacy policies.

12. LMS Access

The application provides access to a Learning Management System (LMS) through the LMS Access tab. Data accessed through the LMS is subject to the privacy policies of the LMS provider, in addition to this Privacy Policy. Please review the applicable LMS terms before engaging with its content.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Notify you through the News Center / Announcements section of the application
• Update the 'Last Updated' date at the top of this document
• Where required by law, request your consent to the updated terms

Your continued use of the SIS application following the posting of changes constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: info@intrazero.com
• Website: www.intrazero.com
• Address: Egyptian Ministry of Health and Population, Cairo, Egypt

This Privacy Policy is effective as of January 1, 2024. By using the SIS application, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.