Privacy Policy

Last updated: 3 August 2026

This Privacy Policy explains what information MedScheduler ("we", "us") collects when you use the website at medscheduler.app and the web application at app.medscheduler.app (together, the "Service"), how it is used, and the choices you have.

1. Information we collect

• Account information — name and email address used to sign in to the web application.
• Scheduling data — information entered by workspace administrators to build rotas: physician names, roles, availability, leave, scheduling rules, and generated schedules. This is staff scheduling data; the Service is not designed to store patient information.
• Contact form data — name, email, subject, and message when you contact us through the website.
• Technical data — standard server logs (such as IP address, browser type, and timestamps) generated when you access the Service, used for security and troubleshooting.

2. How we use information

We use the information above solely to operate the Service: authenticating users, storing and generating schedules, sending service emails (such as published-rota notifications), responding to support requests, and keeping the Service secure. We do not sell personal data and we do not use it for advertising.

3. Where data is stored and who processes it

The Service relies on a small number of infrastructure providers that process data on our behalf:

• Google Firebase — database storage for accounts, workspaces, and scheduling data.
• Render — application hosting.
• GitHub Pages — hosting of this static website.
• Umami Cloud — privacy-focused website analytics for the web application, processed on servers in the European Union.
• Resend — transactional email delivery (e.g., rota notifications and contact-form messages).

Each provider processes data under its own security and privacy commitments. Data may be stored or processed in regions where these providers operate their infrastructure.

4. Cookies and local storage

The website does not use advertising cookies, and no cookies are used for analytics. The web application uses only the storage necessary for signing you in and remembering your session and interface preferences.

The web application uses Umami Cloud to count visits. It sets no cookies and stores nothing in your browser. It does not retain IP addresses: an approximate location (country, region and city) is derived at the moment of the request and the address is then discarded. No attempt is made to identify individual visitors, or to follow anyone between sites or over time. Analytics is not loaded on shared read-only schedule links or on calendar feed URLs.

5. Data retention

Aggregate visit statistics contain no personal data and no IP addresses, and are retained by the analytics provider under its own retention policy.

Scheduling data is retained for as long as the workspace remains active so that departments can refer back to past rotas. Contact-form messages are retained as long as needed to handle the request. You may request deletion at any time (see Section 7).

6. Security

All traffic to the Service is encrypted in transit (HTTPS). Access to workspace data is restricted by role-based permissions configured by workspace administrators. No method of transmission or storage is completely secure, but we take reasonable measures appropriate to the nature of the data.

7. Your rights and choices

You may request access to, correction of, or deletion of your personal data by emailing medscheduler@medscheduler.app. If you are a physician whose details were entered by a department administrator, you may also direct requests to that administrator, who controls the workspace data.

8. Children

The Service is intended for use by healthcare professionals and is not directed at children under 18. We do not knowingly collect data from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date above reflects the most recent revision. Material changes will be reflected on this page.

10. Contact

Privacy questions or requests: medscheduler@medscheduler.app