Privacy Policy

This policy explains what information the TheMedSol apps (MedControl, MedMonitor and MedAccess) and the TheMedSol organisation portal handle, why, where it is kept and what you can do about it. We have tried to write it in plain English.

TheMedSol is simulation software for education and training. It shows simulated patient values only and is not for clinical use. The apps do not ask for, and are not designed to hold, real patient information.

Who we are

TheMedSol is provided by The Med Sol LLC, 30 N Gould St, STE R, Sheridan, WY 82801, USA. For anything about privacy, write to info@themedsol.com.

Each organisation that uses TheMedSol decides which of its staff and students get accounts and what goes into the service. For that data the organisation is the data controller, and The Med Sol LLC is its data processor: we handle it only to provide TheMedSol and on the organisation's instructions. We offer a data processing agreement (DPA) on request. For this website, and for running and securing the service itself, The Med Sol LLC is the controller.

The short version

• No advertising, no analytics, no tracking and no crash reporting in the apps, the portal or this website.
• We do not sell or rent personal information, and we do not share it for advertising.
• Our server holds organisation accounts, user accounts, licences and registered devices. Simulation sessions and debriefs are never uploaded: they stay on the instructor's tablet and the local network.

What we collect and why

Organisation accounts

When an organisation becomes a customer we store its name, customer number, postal address, country, contact email, phone number, language, time zone and simulation settings. We use these to provide the service, manage licences and contact the organisation about its account.

User accounts

The organisation's administrators create accounts for their staff. For each user we store their name, email address, a password (stored only as a one-way hash, never in readable form), their role in the organisation (for example owner, admin or instructor), whether the account is active, whether the email address is verified, and when they last signed in. We use this to let people sign in, send invitations and password reset emails, and control what each person can do.

Devices and licences

The apps do not read any hardware identifier from your device. When an app is installed it creates a random installation ID and keeps it on the device. When MedControl signs in, or MedAccess is enrolled with a code from the portal, the app sends this installation ID with the platform (Android, iOS, Windows or macOS), the app version and the device name shown in the app. We store these with the device's status and when it was last seen, so the organisation can see and revoke its devices and so licence limits can be applied.

Licence records hold the licence key, status, start and end dates, how many users and devices it allows, and which features it includes. The app keeps a signed copy of its licence on the device, so it can keep working offline for a limited time.

Security records

To protect accounts, our server keeps an audit log of important actions (for example sign-ins, changes to users, devices and licences) with who did it, when, and the IP address it came from. IP addresses are also used briefly to limit repeated sign-in attempts.

Simulation sessions and debriefs (on the device only)

During a session MedControl records a debrief: the session title and times, the simulated vital signs over time, shocks, CPR figures, the event timeline with any notes typed in, the instructor's name, and optionally the names typed in as the team lead and assistant. This debrief is stored only on the instructor's tablet. It is not sent to our server. The tablet keeps the 30 most recent debriefs and drops the oldest after that, and any debrief can be deleted in the app.

Because notes and team names are free text, please do not type real patient information into them.

Local network pairing

MedControl, MedMonitor and MedAccess talk to each other directly over the local Wi-Fi network. MedControl announces itself on the local network (using standard service discovery) with its device name, its installation ID, an organisation tag and its local network address, so the other tablets can find it. The tablets pair with a short code typed in on the tablet, and every message is signed with a key derived from that code. Session data travels only between tablets on that network and does not pass through our server.

Messages on the local network are authenticated but not yet encrypted, so someone else on the same network could read the simulated session. Encryption is planned. Until then, use a network you trust, such as your training room's own Wi-Fi.

Data kept on the device

The apps store on the device: the sign-in token and pairing key (in the system's secure storage), the signed licence, the installation ID, the signed-in instructor's profile, the last MedControl they connected to, debriefs, custom templates and settings such as theme and monitor layout. Signing out removes the sign-in token. Uninstalling the app removes everything it stored.

Permissions the apps ask for

On Android 11 and older, the system requires location permission to scan for Bluetooth devices. MedControl asks for it only on those versions and does not use your location. The apps do not use the camera, microphone, photos, contacts or location.

The portal and this website

The organisation portal sets one cookie, which keeps you signed in. It cannot be read by scripts on the page and is not used for anything else. Admin sessions last up to 12 hours. Your browser also remembers your light or dark theme choice. There are no analytics or advertising cookies.

This website (themedsol.com) has no cookies, analytics or contact forms. It only remembers your light or dark theme choice in your browser. Like any web server, ours keeps standard access logs (such as IP address, page and time) for security and troubleshooting. Access logs for this website and our server are kept for 30 days.

Who we share data with

We share personal information only with service providers that help us run TheMedSol, and only as needed:

• Hosting for our server and database, in the European Union (Germany).
• File storage for uploaded content such as scenario files, in the European Union.
• Email delivery for invitations and password resets, sent from our themedsol.com mailbox.
• Google Firebase, which the apps include in a basic configuration without analytics or advertising. The apps use no other Firebase service.

We may also disclose information if the law requires it, or to protect our users and the service. If The Med Sol LLCis sold or merged, the data would pass to the new owner under this policy.

Where data is stored

Our server, database and file storage are in the European Union (Germany for the server). The Med Sol LLC is a US company, and some service providers may handle data outside the EU. Where personal data is transferred out of the EU, the UK or Switzerland, we rely on the Standard Contractual Clauses approved by the European Commission (and their UK and Swiss equivalents).

How long we keep it

• Organisation and user accounts: for as long as the organisation is a customer, or until the account is deleted.
• After a contract ends: the organisation's data is deleted within 90 days. Before that, the organisation can ask us for an export at info@themedsol.com.
• Deleted users: kept in a recycle bin for 30 days so a mistake can be undone, then removed for good. A record that the deletion happened, with the user's name, remains in the audit log until that entry expires.
• Audit log, including IP addresses: 12 months.
• Access logs: 30 days.
• Revoked devices and expired licences: kept with the organisation's account history.
• Debriefs: only on the tablet, the most recent 30, until deleted or the app is removed.

Security

Passwords are hashed, the portal and the apps reach our server over HTTPS, sign-in tokens expire, and sign-in attempts are rate limited. Organisations can revoke a device at any time. No system is perfectly secure, so please tell us at info@themedsol.com if you notice anything wrong.

Your choices and rights

Depending on where you live, you may have the right to see the personal information we hold about you, correct it, delete it, get a copy of it, or object to how we use it. Because your organisation controls your account, the quickest route is usually its administrator.

Deleting your account

There are two ways to have your account deleted:

• Ask your organisation's administrator. In the TheMedSol portal they can correct your details, deactivate your account straight away and have it deleted.
• Email info@themedsol.com from the address on your account, saying which organisation you belong to. We will confirm with your organisation where needed and delete the account.

A deleted account goes to a recycle bin for 30 days and is then removed for good. Debriefs on a tablet are not linked to your account and can be deleted in MedControl. For any other request, write to us at info@themedsol.com. We will answer within 30 days. You can also complain to your local data protection authority.

Children

TheMedSol is made for healthcare students and professionals and the organisations that train them. It is not directed at anyone under 16, and we do not knowingly collect information from them.

Changes to this policy

If we change this policy we will update the date at the top. For significant changes we will also tell organisation administrators by email.

Contact