Privacy Policy

MedpointMD is a referral and care-discovery platform for private health facilities in Ghana. It is run by [COMPANY LEGAL NAME] (company registration number [COMPANY REGISTRATION NUMBER]), of [REGISTERED ADDRESS]. We are registered with the Data Protection Commission under number [DPC REGISTRATION NUMBER].

Who decides what happens to your information depends on what it is. For your account, sign-in, the facility directory and billing, we decide. For a patient's health record, the clinic or hospital that registered the patient decides why it is kept, and MedpointMD stores it and handles it on that facility's behalf.

Staff (doctors, receptionists and facility administrators):

• Your name, email address, phone number, role and the facility you work at.
• Professional information: your specialty and your professional licence number (doctors must give a licence number when they accept an invitation).
• Optional profile details such as a photo and whether you are open to locum work.
• A record of what you do on the platform (for example sending or accepting a referral), kept in an audit log.

Patients, whether registered by a facility or signing up themselves:

• Name, date of birth, gender and phone number (an email address is optional).
• Optional details: blood group and Ghana Card number. Facilities may also record allergies, current medications, an emergency contact and a medical record number (MRN).
• Your usual clinic, which is optional. If you skip it, your record is held under a network record that has no staff and does not appear in the directory.
• Appointments you book and the messages about them, and your health timeline.
• A record of the consent given when you were registered and when your information was shared with another facility.

Referrals. When a doctor refers a patient, the referral holds the reason, urgency, diagnosis, clinical summary and notes, any documents or images the doctor attaches, the messages between the two facilities, and the status of the referral. A signed PDF copy is created so it can be checked later.

Location. We use your location only when you ask a nearby-care or available-beds question, for example by tapping My Location on the map or asking Medi for care near you. See section 4.

Other information. Facilities pay through payment providers, who handle card and mobile money details; we keep a record of credits and payments, not your card number. If you turn on notifications, we store what is needed to send them to your device. Your browser also keeps a sign-in session so you stay signed in, and the app can keep referrals on your device while you are offline.

• To let facilities find each other, share bed availability and send referrals.
• To let patients find care, book appointments and follow a referral.
• To check that staff are who they say they are, and to keep the platform secure and auditable.
• To send messages you need, such as appointment reminders, invitations and referral updates, by SMS, email or push notification.
• To run billing for facilities and to fix problems.
• To meet our legal duties.

Act 843 asks that personal information is collected for a clear purpose, only as much as is needed, and with the person's consent or another lawful reason. Facility staff must confirm the patient's consent before a record is stored, and again before a referral shares it with another facility. We keep a record of that confirmation.

Medi, our assistant.When you use Medi, the text of your question is sent to an AI service provider so it can reply. Before that, we automatically remove obvious identifiers such as names, phone numbers, email addresses, Ghana Card numbers, MRNs, dates of birth and addresses. This is not perfect, so please do not type more personal details than you need. Medi is not a doctor and can be wrong. We do not save Medi conversations to a patient's record.

We do not track you. Your phone or browser asks your permission, and we use your coordinates only for that one request, to show facilities and beds near you and sort them by distance. We do not save your coordinates to your account or profile. Our hosting provider may keep ordinary server logs of requests, which can include the coordinates in the request.

If you do not share your location, MedpointMD still works. You see facilities that are not sorted by distance, with a note saying so, and you can search by name, town or region instead.

• Facility-level access. Staff can see the patients, appointments and referrals of the facility they work at, and only while their account is active. The receiving facility can see the details of a patient referred to it, and the referral itself.
• Patientscan see their own record, appointments and referrals, and nobody else's.
• Platform administrators at MedpointMD can access records across facilities where needed to run, support and secure the service.
• The public can see the facility directory: names, types, addresses, facility phone numbers and reported bed counts. No patient or staff information is public.

What you can read is limited in the database itself through row-level security, not only in the app screens, so a bug in a screen should not open up another facility's records. Changes are made by our servers, which check your role and facility first. Referral documents are opened through short-lived links that expire after 15 minutes. Patient activation links expire after 14 days and stop working after too many wrong attempts.

We do not sell personal information. We share it with the facilities involved in your care, as described above, and with service providers who help us run MedpointMD. Each one gets only what it needs to do its job:

• Supabase: database, sign-in and file storage.
• Vercel: hosting of the website.
• Mapbox: the interactive map, which your browser contacts directly.
• Resend: email. Africa's Talking: SMS and USSD.
• Paystack and Stripe: payments.
• Agora: audio and video consultations.
• OpenRouter and the AI models it connects to: Medi replies, as described in section 3.

Some of these providers handle information outside Ghana. Our database is hosted in a European region. Act 843 allows this where the information stays properly protected, and we choose providers on that basis. We may also disclose information when a law, court order or the Data Protection Commission requires it.

MedpointMD processes clinical referral data on behalf of the facilities that use it. That means the facility decides what is kept in its medical records, and we keep and delete the data in line with this schedule.

• When a facility leaves. It can export its data for 90 days. After that, its referral and patient data is deleted or anonymised within 30 days.
• When a patient closes their account. Their account and profile data is deleted within 30days. The exception is referral records that a facility still holds as part of its medical record. Those follow that facility's own retention rules.
• Security and audit logs are kept for 2 years, so a facility can see who did what and we can investigate misuse.
• Billing and invoice records are kept for 6 years for tax purposes.
• Backups roll off within 35 days, so deleted data can remain in a backup for up to that long before it is gone.
• Short-lived items, such as invitation and activation links, expire automatically.

Under Act 843 you have the right to:

• Be told what personal information is held about you, why, and who receives it.
• Ask for a copy of it in a form you can understand.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete or destroy information we no longer need, or that we should not be holding.
• Object to us using your information in a way that causes you harm or distress, and to marketing messages.
• Ask for a person to review an important decision that was made only by automatic means.
• Complain to the Data Protection Commission.

To use these rights, email [PRIVACY EMAIL]. We may ask you to prove who you are first, so that we do not give your information to someone else. For a patient record you can also ask the facility that holds it. If we cannot agree to a request, for example because a facility must keep a medical record, we will explain why.

We use encrypted connections, sign-in controls, role and facility-based access, row-level security and audit logs, and we sign referral documents so changes can be detected. No system is completely secure. If a security breach affects your information, we will tell you and the Data Protection Commission as the law requires.

Records for a child should be registered by a parent or guardian, who gives the consent.

If we change this policy in a way that matters, we will update the date at the top and tell users.

Questions about privacy: [PRIVACY EMAIL], or see our Contact page. You can also complain to the Data Protection Commission at dataprotection.org.gh.