Privacy Policy for OptoMentor
Effective date: July 2025
1. Introduction
OptoMentor ("we", "our", "us") respects your privacy. This Privacy Policy outlines how your data is handled by the OptoMentor application ("the App"), ensuring compliance with UK GDPR and the Data Protection Act 2018.
2. Types of Data Collected
The App collects the following data on your device:
Personal Identifiers: Your first name, which you provide during the onboarding process.
Professional and Educational Data: The App is designed to track your progress against educational competencies. This includes:
The status of each competency (e.g., completed, provisional, starred).
Notes and assessment dates related to each visit.
Optional patient identifiers that you may enter for your own tracking purposes.
App Configuration Data: Your saved preferences, such as the selected visual theme (light, dark, or automatic) and onboarding completion status.
3. Methods of Collection
All data is inputted directly by you through the App's interface. No data is collected automatically without your direct action.
4. Purpose and Legal Basis for Processing
Your data is processed solely to:
Provide the App's core functionality, which is to allow you to track and manage your professional competencies.
Personalise your experience, for example, by greeting you by name.
Securely synchronise your data across all of your personal devices signed into the same Apple ID.
5. Data Storage and Security
Your data is stored using secure, modern methods provided by Apple's iOS platform:
Core data such as competency statuses and visit notes are stored locally on your device using SwiftData.
Simple configuration data, such as your name and theme preference, is stored in your device's local defaults database.
We do not store or have access to your data on our own servers. All data is either stored locally on your device or within your personal, private iCloud account.
6. iCloud (CloudKit) Integration
To provide a seamless experience across your devices, the App uses Apple's CloudKit technology to synchronise your data.
Private Synchronisation: Your competency and visit data is automatically and securely synchronised with your private iCloud storage space, which is tied to your personal Apple ID.
No Developer Access: We do not have access to any of the data stored in your private iCloud container. The synchronisation occurs directly and securely between your devices and Apple's servers.
Data Control: You maintain full control over this data. You can manage your iCloud storage and data through your device's Settings.
7. Data Sharing and Third Parties
We do not share, sell, or transmit your personal data to any third-party companies or services.
Apple iCloud: Data synchronisation is handled by Apple's iCloud service and is governed by Apple's privacy policies.
User-Initiated Contact: If you use the "Contact Us" feature, an email will be composed in your chosen mail client. This email will be pre-populated with non-personal diagnostic information (App Version, iOS Version, Device Model) to help us troubleshoot issues. You have full control to edit or delete this information before sending the email.
8. Your Data Rights (UK GDPR Compliance)
As we do not have access to your personal data stored within the App or your iCloud account, we are unable to directly action requests for data access, rectification, or deletion. You are in full control of your data and must perform these actions yourself.
Access and Rectification: You can view and edit all your data directly within the App at any time.
Data Deletion: Deleting the App from your device will remove all of its associated local data. To remove the data from your iCloud account, you may need to manage your iCloud data via your device's Settings app.
Support: If you require guidance on how to manage your data, please contact us at the email below for support.
9. Data Security
Your data is protected by the robust, multi-layered security features built into Apple's iOS and iCloud platforms, including on-device encryption.
10. Data Retention
Your data remains on your device and in your private iCloud account indefinitely, unless you explicitly delete the App or its data.
11. Children's Privacy
The App is not intended for use by individuals under the age of 18.
12. Changes to this Privacy Policy
We may update this Privacy Policy as the App evolves. Any updates will be made available within the App or via its App Store page. Your continued use of the App signifies your acceptance of these changes.
13. Limitation of Liability
Due to the local and private-cloud storage design of the App, we accept no liability for any data loss, corruption, or breaches that may arise from the security of your personal device(s) or your iCloud account. You are responsible for the security of your own devices and accounts.
14. Governing Law
This Privacy Policy is governed by the laws of England and Wales.
15. Contact Information
For further information or support, please contact us at: support@locum-ledger.co.uk.