Privacy Policy

At Meditrack, your privacy and data security are at the heart of everything we do. This Privacy Policy outlines how we collect, use, store, and protect your data.

1. Information We Collect

We collect necessary information such as your name, email address, organizational affiliation, and usage data in order to deliver our services effectively and securely.

2. How We Use Your Data

We use your data to:

• Provide and improve our inventory management and booking services
• Communicate support updates and system notices
• Generate reports and usage statistics internally

3. Data Hosting and Ownership

All institutional data, including inputs, outputs, and metadata, remains the sole property of the institution. Meditrack does not claim ownership of your data. Your data is securely hosted in dedicated cloud infrastructure provided by Amazon Web Services (AWS), within geographically defined zones (e.g., Canada).

4. Data Security and Encryption

We follow industry best practices for security:

• All data in transit is encrypted using TLS 1.2 or higher
• All data at rest, including backups, is encrypted using AES-256
• Our cryptographic modules conform to FIPS 140-2 standards
• Role-based access control (RBAC) ensures only authorized staff can access sensitive data

5. Backups and Data Retention

Data is backed up regularly and stored securely off-site in encrypted form. We retain data only as long as necessary to fulfill service obligations, after which it can be securely deleted or returned upon institutional request.

6. Data Separation and Multi-Tenancy

Meditrack is a multi-tenant platform. Institutional data is logically separated using strict access policies and tenant-specific identifiers, ensuring privacy and integrity of each organization’s data.

7. Remote Access and Staff Controls

All employees working remotely follow secure workstation protocols, including encrypted storage, enforced VPN, and two-factor authentication. Access to customer data is logged and limited to authorized support personnel when necessary.

8. Cookies

We use cookies to personalize your experience and analyze platform usage. You can choose to disable cookies in your browser settings.

9. Your Rights

You have the right to access, modify, or delete your personal data at any time. Institutions may request full or partial data exports. Data can be deleted permanently from all systems upon termination of the contract, subject to written confirmation.

10. Data Portability and Termination

Upon termination of service, institutions will be given at least 90 days to retrieve their data. Meditrack ensures complete data deletion from all systems and archives upon request.

11. Changes to This Policy

We may update this policy periodically to reflect legal, technical, or operational changes. We encourage users to review this page regularly.

12. Contact

For questions or requests related to privacy or data handling, please contact our team at support@triumva.ca.