EBO SYSTEM Platform Privacy Policy

1. Scope and responsibilities

This policy applies to the EBO SYSTEM public website, tenant workspaces, supported web services, and associated EBO mobile applications. Operational applications are access-controlled and intended for authorised personnel rather than general public self-service.

The customer organisation that provides a user account determines why and how its client, patient, workforce and operational information is processed and is normally the responsible party. EBO SYSTEM operates the platform and processes that information on the organisation's instructions. Users should contact their organisation first about records held in its workspace.

2. Information processed

Depending on a user's role and the features used, the service may process:

• Account and identity information, including names, usernames, work contact details, job titles, organisation, roles and permissions.
• Patient and referral information, including identifiers, contact details, demographics, clinical notes, diagnoses, ICD codes, medication, treatment, care activities, consent records, visits and related documents.
• Operational information, including tasks, alerts, schedules, trips, vehicles, inspections, incidents, fuel and maintenance records.
• Location information from authorised field or fleet users during an active trip or tracking session. Where the user has granted background permission, tracking can continue while the app is minimised or the screen is locked.
• Photographs and files deliberately captured or selected for authorised clinical, document, inspection or incident records.
• Messages, attachments, notifications and support communications.
• Technical and security information, including device identifiers, push-notification tokens, IP address, authentication tokens, timestamps, audit records, application errors and synchronisation status.
• Offline records temporarily stored on the device until they can be synchronised securely.

3. How information is used

Information is used to authenticate users, enforce role-based access, coordinate authorised business and care workflows, maintain operational records, manage tasks and communications, support vehicle dispatch and safety, synchronise offline work, deliver notifications, generate authorised reports, investigate incidents, maintain audit trails, prevent abuse and protect the service.

Location is not used for advertising. It is used only for authorised trip, dispatch, fleet and staff-safety functions. EBO SYSTEM does not sell personal, health or location information.

4. Disclosure and service providers

Information may be available to authorised personnel of the user's organisation according to assigned permissions. It may also be processed by contracted technology providers that support hosting, storage, email delivery, push notifications, application distribution, mapping or security. These providers receive only the information reasonably required to perform their services and are subject to applicable contractual and legal safeguards.

Information may be disclosed where required by law, a lawful authority, or to protect patients, users, the public, the hospice organisation or the platform. Data is not shared with advertising networks.

5. Permissions

• Location: used for authorised active vehicle trips, dispatch visibility and staff safety. Background access is used only after an authorised user starts the relevant tracking function.
• Camera and media: used when a user chooses to capture or attach supporting evidence or documents.
• Notifications: used for relevant work alerts, assignments, messages and operational updates.

Users can manage device permissions through Android settings, although disabling a permission may prevent the related feature from working.

6. Storage, security and retention

EBO SYSTEM uses access controls, tenant separation, secure authentication, encrypted network connections, audit logging and other reasonable administrative and technical safeguards. No system can guarantee absolute security, and users must protect their credentials and devices.

Records are retained according to the customer organisation's operational, clinical, legal and regulatory requirements, contractual requirements, and applicable law. Device-side offline information is retained until synchronisation or removal under the application's data-management process. Security and audit information may be retained for investigation and compliance purposes.

7. User choices and data-subject rights

Subject to applicable law, individuals may request access to, correction of, or deletion or restriction of their personal information, or object to certain processing. Because workspace information is controlled by the relevant customer organisation, requests concerning client, patient, staff or organisational records should first be sent to that organisation's administrator or information officer.

Users may request account deactivation through their organisation. Uninstalling the application removes the app and its local data from the device but does not automatically delete records held by the organisation in the hosted service.

8. Children

The application is intended for authorised adult workforce users. It is not directed to children and does not allow children to create accounts. Authorised organisations may hold patient records relating to minors where permitted and required for legitimate care delivery and legal obligations.

9. International processing

Technology providers may process information in countries other than the user's country. Where applicable, the responsible organisation and EBO SYSTEM use reasonable contractual, organisational and legal measures for cross-border processing.

10. Changes and contact

This policy may be updated when the application, providers or legal requirements change. The effective date above will be revised when material updates are published.

For privacy questions about the EBO SYSTEM platform, email internshipsuccess1@gmail.com. For a request concerning records in an organisation-managed workspace, contact the relevant organisation or its information officer.