Privacy Policy

Overview

ZUH-Filing is a clinical information system intended for authorized healthcare professionals. This policy explains how information is collected, used, stored, and protected when the ZUH-Filing website and mobile application are used.

Information We Process

ZUH-Filing may process the following information:

• User account information, including name, email address, phone number, user ID, role, and workplace information.
• Patient identification, demographic, and contact information.
• Health and medical information, including admissions, diagnoses, clinical forms, notes, laboratory results, care actions, transfers, and discharge summaries.
• Sensitive information recorded as part of legitimate clinical care.
• Clinical images, drawings, and files uploaded to patient records.
• Patient searches and application activity.
• Audit records, including access to patients, admissions, forms, and discharge summaries.
• Mobile notification information, including Firebase installation and registration identifiers, platform, app version and build, locale, time zone, notification preferences, and delivery-related status.
• In-app notification records, including notification category, creation and read status, and the clinical record needed to open the relevant information after authentication.

How Information Is Used

Information is processed to:

• Authenticate authorized users and enforce role-based access.
• Provide clinical documentation and patient-management functionality.
• Maintain medical records and support continuity of care.
• Protect the system from unauthorized access and misuse.
• Maintain audit trails and investigate security or operational incidents.
• Deliver and manage in-app and optional push notifications about authorized clinical workflow events.
• Provide technical support and maintain system reliability.

ZUH-Filing does not sell personal information and does not use personal or medical information for advertising, marketing, or cross-app tracking.

Mobile Push Notifications

When an authorized user enables push notifications, the mobile application uses Firebase Cloud Messaging to obtain a registration identifier for that app installation. On Apple devices, Firebase Cloud Messaging delivers notifications through the Apple Push Notification service. ZUH-Filing associates the registration identifier with the signed-in account so notifications can be delivered to the appropriate authorized user and device.

Google and Apple may process app-installation or registration identifiers, platform and device information, and the notification payload needed to provide and secure their delivery services. External notification alerts are designed to use generic wording and not display patient names, hospital numbers, diagnoses, laboratory values, or other detailed clinical information. Detailed information is available only inside ZUH-Filing after authentication and authorization checks.

Users can control notification categories in ZUH-Filing and can disable notification permission in the device settings. Signing out revokes the device's active registration with ZUH-Filing. Disabling push notifications does not remove authorized in-app notification records.

Additional information about Firebase data processing is available in the Firebase Privacy and Security documentation.

Access and Disclosure

Information is available only to authorized healthcare personnel and system administrators according to their assigned permissions. It may be processed by infrastructure or service providers that are necessary to operate and secure the system. Those providers are expected to process information only to provide their contracted services.

Information may also be disclosed when required by law, an applicable regulatory obligation, a legitimate patient-care requirement, or an authorized institutional request.

Storage and Security

Information is transmitted using encrypted network connections. Access is protected through authenticated accounts, role-based permissions, and audit logging. Users must protect their credentials, secure their devices, and promptly report suspected unauthorized access.

No electronic system can guarantee absolute security, but reasonable technical and organizational safeguards are maintained to reduce unauthorized access, alteration, disclosure, or loss.

Data Retention

Clinical and audit records are retained according to the healthcare institution's medical-record retention requirements, applicable law, and legitimate operational requirements. Information removed from active systems may remain in protected backups for a limited period.

Active mobile push registration identifiers are revoked when a user signs out, when a provider reports that an installation is no longer registered, or after the configured inactivity period. Related operational records may be retained for security, audit, and troubleshooting purposes in accordance with institutional requirements.

Privacy Requests

Requests to access, correct, restrict, or delete information must be submitted to the healthcare institution responsible for the relevant record or to its authorized ZUH-Filing administrator. Requests are handled according to applicable law and institutional medical-record policies. Some clinical and audit records cannot be deleted where retention is legally, medically, or operationally required.

Children's Information

ZUH-Filing is intended for authorized healthcare professionals and is not directed to children. Patient records may include information about minors when necessary for legitimate healthcare purposes.

Changes to This Policy

This policy may be updated to reflect changes to the service, institutional practices, or legal requirements. The effective date shown at the top of this page will be updated when changes are published.