Rounds Reporter ("Rounds Reporter," "we," "us," or "our") is operated by Quentin Collier. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you use the Rounds Reporter website, iPhone app, and related services.
Rounds Reporter is intended for physicians, rounds managers, and other authorized professional users. It is not intended for children.
1. Information we collect
Account and department information
When an account is created in the Rounds Reporter app or on the Rounds Reporter website, we may collect:
- Department code and department affiliation
- Professional role
- First and last name
- Email address
- Password, which is processed for authentication and stored in protected, non-plain-text form
- Account status and reporting year
- Favourite rounds and account preferences
Attendance and survey information
When you use Rounds Reporter, we may collect and store:
- The rounds you attend
- Attendance dates and reported hours
- Submission dates and record identifiers
- Responses to required or optional survey questions
- Optional free-form survey comments
Please do not include patient names, patient identifiers, or other patient health information in free-form survey responses.
Manager and rounds information
For managers and administrators using the website, we may collect account information and content needed to manage a department's rounds, including schedules, locations, speakers, surveys, and reporting settings.
Payment information
Individual subscriptions purchased in the iPhone app are processed by Apple through the App Store. Apple collects and processes payment credentials under its own privacy practices. Rounds Reporter does not receive full payment-card or bank-account numbers from Apple. We receive and retain information needed to verify and provide subscription access, such as the subscription product, transaction identifiers, subscription status, expiry date, and whether a transaction occurred in Apple's production or testing environment.
Account or department payments made on the website may be processed by PayPal. PayPal collects and processes payment credentials under its own privacy practices. Rounds Reporter does not receive full payment-card or bank-account numbers from PayPal, but may receive and retain information such as payment status, transaction identifiers, payer details made available by PayPal, and the account or department associated with a payment.
Technical and security information
When you use the website or app, our systems and service providers may process technical information such as:
- IP address
- Browser, device, and operating-system information
- Request URLs, dates, and times
- Authentication, security, error, and diagnostic logs
- Cookies or similar website session information
The iPhone app stores its authentication token using secure storage provided by the device operating system.
2. How we use information
We use personal information to:
- Create, authenticate, and maintain accounts
- Link users to the correct department
- Provide attendance reporting, surveys, favourites, histories, totals, exports, and year-end reports
- Provide managers and authorized administrators with department dashboards and reporting tools
- Process and confirm website payments and Apple App Store subscriptions
- Send account, password-reset, service, and support communications
- Operate, secure, troubleshoot, back up, and improve the service
- Detect misuse, fraud, or security incidents
- Meet legal, accounting, and regulatory obligations
We do not use personal information for third-party advertising, and we do not sell personal information.
3. How information is shared
We may share personal information only as reasonably necessary with:
- Authorized rounds managers, department administrators, and other users whose roles require access to department information
- Hosting, infrastructure, email, backup, security, and technical service providers that support Rounds Reporter
- Apple for App Store subscription processing and verification
- PayPal for website payment processing
- Professional advisers where necessary to obtain legal, accounting, or security assistance
- Government, regulatory, law-enforcement, or other parties when required or permitted by law
- A successor organization in connection with a proposed or completed business transfer, subject to appropriate confidentiality and legal requirements
Our primary hosting infrastructure is currently located in the United States. Service providers may also process information in Canada or other countries. Information processed outside your province or outside Canada may be subject to the laws of the jurisdiction where it is processed.
4. Consent and choices
By creating an account and using Rounds Reporter, you consent to the collection, use, and disclosure of personal information as described in this policy, subject to applicable law.
You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may mean that we can no longer provide some or all of the service.
The iPhone app does not request access to precise location, contacts, photos, the camera, the microphone, or advertising identifiers.
You can manage or cancel an Apple subscription through your App Store account settings. Cancelling renewal does not end access immediately; access ordinarily continues until the end of the current paid subscription period.
5. Access, correction, and deletion
You may request access to personal information we hold about you or ask us to correct inaccurate information, subject to applicable legal exceptions.
The app allows users to delete individual attendance records and linked survey responses. A signed-in user may also permanently delete their Rounds Reporter account from the Account page after entering their current password and typing DELETE to confirm. This removes the active account and associated user-owned records that Rounds Reporter can safely delete. If an account is connected to shared or manager-controlled records that cannot safely be removed automatically, deletion may be stopped and the user will be directed to contact support.
Deleting a Rounds Reporter account does not cancel an Apple subscription. The user must separately manage or cancel that subscription through Apple. Information deleted from the active service may remain in rolling database snapshots until those snapshots rotate out, generally within approximately 48 hours. Information may also be retained where required for legal, accounting, dispute-resolution, security, or legitimate reporting purposes.
For account access, correction, deletion assistance, or privacy requests, contact join@roundsreporter.ca. We may need to verify your identity before completing a request.
Some information may need to be retained where required for legal, accounting, dispute-resolution, security, backup, or legitimate reporting purposes.
6. Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this policy and to meet legal, contractual, accounting, security, and department reporting requirements. Our general retention practices are:
- Account, department, attendance, and survey records are retained while an account or department participates in Rounds Reporter and afterward for as long as reasonably needed for historical reporting, record correction, dispute resolution, or applicable legal requirements.
- PocketBase operational request, authentication, and diagnostic logs are configured for seven-day retention.
- Rolling database snapshots are retained for approximately 48 hours. Information deleted from the active service may remain in a snapshot until that snapshot is automatically rotated out.
- Web-server access and error logs are rotated according to the hosting environment and retained only as reasonably necessary for operations, troubleshooting, and security. Relevant log entries may be preserved longer when needed to investigate an error, abuse, or security incident.
- Payment and accounting records are retained for the period required by applicable tax, accounting, and legal obligations.
When information is no longer required, we take reasonable steps to delete, destroy, or anonymize it.
7. Safeguards
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information. These include encrypted network connections, authentication and role-based access controls, secure device storage for the app's authentication token, server access restrictions, and backups.
No system can be guaranteed completely secure. If you believe your account or information may have been compromised, contact us promptly.
8. Third-party services and links
Rounds Reporter may link to third-party websites or services. Their privacy practices are governed by their own policies. Apple's handling of App Store account and payment information is governed by Apple's privacy policy, and PayPal's handling of payment information is governed by PayPal's privacy statement.
9. Changes to this policy
We may update this Privacy Policy when our services or legal obligations change. We will post the updated version at this URL and change the effective date. Where required, we will provide additional notice or request consent.
10. Contact and privacy accountability
Questions, access or correction requests, complaints, and other privacy inquiries may be directed to:
Privacy Officer: Quentin Collier
Organization: Rounds Reporter, operated by Quentin Collier
Email: join@roundsreporter.ca
We will review and respond to privacy concerns in accordance with applicable Canadian privacy law.