Privacy Policy

Different products, different data handling

The personal SnapMedic app, SnapMedic Enterprise and SnapMedic Learning are separate products. How the personal app encrypts notes for sync does not describe how organisation or patient records are handled.

Personal SnapMedic app

Personal notes using encrypted sync are encrypted on the device before upload, and are stored on our servers in encrypted form. The intervention log is a temporary notepad, not for persistent records or patient information. The personal-app policy below describes its account, sync and subscription services.

SnapMedic Enterprise and ePCR

Organisation data and patient records are stored server-side and are readable by the service for authorised synchronisation, administration, clinical audit and export. Organisation isolation, named permissions, encryption and audit logging control access. Hosting, retention and data-processing arrangements are agreed with each organisation. For Enterprise and ePCR data the customer organisation is the controller and SnapMedic Ltd is its processor, under the data processing agreement between us.

SnapMedic Learning

Learner names, email addresses, progress, certificates and organisation-private administrator notes are stored server-side to deliver and manage training. Organisation membership and permissions govern access. SnapMedic support access to an organisation’s learning data is time-limited and audited.

For your organisation’s specific data-processing arrangements, contact [email protected].

How the personal SnapMedic app works

What We Collect

If you choose to create a sync account, we collect:

• Email address - for account authentication
• Encrypted notes - AES-256 encrypted on your device before upload
• Sync metadata - timestamps and device identifiers for multi-device coordination

If you subscribe to Pro, we also collect:

• Email and user ID - for subscription management via RevenueCat
• Payment details - handled entirely by Apple, Google, or Stripe (we never see card info)

How We Protect Your Data

• Encrypted sync: Notes are encrypted on your device before upload, so they are stored in encrypted form on our servers. The encryption key is derived from your account details, so this is not a guarantee that SnapMedic could never access them.
• UK hosting: The personal app's sync data is stored in London, UK.
• Usage analytics: We collect usage statistics to improve the app. These use an install identifier rather than your name, but they are not guaranteed to be anonymous. On the website, analytics only run if you consent (see Cookies below).
• Privacy scanning: The app scans for patient identifiers (NHS numbers, postcodes, names) and warns you before sync. This scanning happens locally - results are never uploaded.

Third-Party Processors

We use the following processors (and, for the shop, independent service providers) for the personal app, website and shop. Enterprise and ePCR suppliers are listed in each customer's data processing agreement.

Royal Mail processes shipping data (name, address) for delivery. See their privacy policy for details.

AI Features

AI OSCE practice sends the text of your practice answers and prompts to our AI providers so they can generate feedback and marking. Do not enter patient-identifiable information into AI features. We keep a log of AI requests to run, secure and improve the service (see Data Retention). No AI feature is used to make clinical decisions about patients.

Cookies & Website Analytics

This section is about our website (snapmedic.app), not the app. We use Google Analytics 4, provided by Google Ireland Ltd, to understand how visitors use the site so we can improve it.

Analytics only runs if you opt in. When you first visit, our cookie banner asks for your consent. We set no analytics cookies and collect no analytics data unless you choose to accept. Our legal basis is your consent (GDPR Article 6(1)(a)). Your choice is stored locally in your browser (localStorage), not as a tracking cookie.

If you consent, Google Analytics sets the following cookies:

• _ga and _ga_*: Google Analytics identifiers used to count and distinguish visits. These expire after up to 2 years.

We keep this as privacy-friendly as we can:

• Google Signals and ads personalisation are switched off. Your data is only used for aggregate usage statistics, never advertising.
• IP addresses are not logged or stored by Google Analytics.
• Your data may be processed by Google on servers outside the UK and EEA. These transfers are covered by the EU–US Data Privacy Framework and Google's standard contractual clauses.

You can withdraw or change your consent at any time using the “Cookie Settings” link in the website footer or the button below. Withdrawing consent stops analytics and removes the Google Analytics cookies.

For more detail, see Google's privacy policy. You can also install the Google Analytics opt-out browser add-on to prevent analytics on any website.

Your Rights

Under UK data protection law you also have the right to access, correct, restrict or object to our use of your personal data, and to data portability. Email [email protected] to use any of these rights. You can complain to the Information Commissioner's Office at any time (see Contact Us).

Account recovery: We provide backup codes for account recovery if you lose email access. Learn how backup codes work.

Shop Orders

When you buy physical products, we collect:

• Name, address, email, phone (optional) - for shipping
• Order details - for fulfillment
• Payment confirmation (via Stripe) - we never see card details

Retention: Order data kept for 7 years for tax/accounting purposes. Contact us to request access, correction, or deletion (after legal retention periods).

Data Retention

• Sync data: Kept until you delete your account
• Error logs: Kept 12 months
• AI request logs: Kept up to 12 months
• Enterprise and ePCR records: Set by the customer organisation, under its data processing agreement
• Shop orders: 7 years (tax/accounting purposes)

Legal Basis (GDPR Article 6)

• Email, notes, sync metadata: Your consent
• Error monitoring, security and AI request logs: Legitimate interests (keeping the service secure and working)
• Website analytics: Your consent
• Pro subscription: Contract performance
• Shop orders: Contract performance

Security

• AES-256 client-side encryption for synced notes
• TLS 1.3 for all transmissions

For Healthcare Professionals

SnapMedic is for your personal professional notes - not patient records. Follow your organization's policies, use the privacy warnings, and avoid storing patient identifiable information. This is not a replacement for official medical records systems.

Children's Privacy

SnapMedic is for healthcare professionals and not directed at children under 16. Contact us if you believe a child has provided personal data.

Policy Updates

We'll update the "Last updated" date and notify sync users by email of significant changes. We'll give 30 days notice for changes affecting your rights.

Contact Us

Privacy questions: [email protected] (response within 48 hours)

Complaints: Contact the UK Information Commissioner's Office at ico.org.uk or your local EU data protection authority.