Privacy Policy – uhai SHIMS
Last Updated: 27th December 2025
uhai-SHIMS (“the App”) is a digital School Health Information Management System developed to support effective healthcare monitoring, reporting, and wellness management within educational institutions. We are committed to protecting the privacy, confidentiality, and security of all personal information processed through the App. This Privacy Policy explains what data we collect, how we use it, how we protect it, and the rights of schools, parents/guardians, and authorized health personnel.
1. About uhai-SHIMS
uhai-SHIMS is designed to help schools and authorized health personnel (such as school nurses, doctors, and parents/guardians) record, track, and manage student health information. By using the App, users acknowledge that they understand and agree to the data practices outlined in this policy.
2. What Data We Collect
Depending on how the school uses the App, we may collect and process the following categories of information:
A. Student and Demographic Information
- Full name
- Gender
- Date of birth / age
- Student identification numbers
- School, class, and enrollment details
B. Health and Medical Information
- Vaccination history
- Medical examinations and screening results
- Vital signs and periodic health assessments
- Chronic conditions and medical notes
- Referrals for medical attention
- Emergency contact information
C. Device and App Usage Data
- Device type, operating system version
- App performance and crash logs
- User activity logs (only for system functionality and security)
No sensitive personal identifiers such as device IMEI or precise GPS location are collected.
3. How We Use the Data
Collected data is used strictly to support health monitoring, reporting, and service delivery. Uses may include:
- Identifying students who require medical attention or follow-up
- Tracking vaccination coverage and health assessment progress
- Generating reports to help schools and health workers understand trends
- Supporting government, district, and school-level planning
- Ensuring continuity of care between school health practitioners
- Improving the functionality, reliability, and security of the App
We do not use personal data for advertising, marketing, profiling, or any unrelated commercial purposes.
4. Data Sharing and Third-Party Access
uhai-SHIMS does not sell, rent, or trade personal data to any third party.
Data may only be shared in the following cases:
✓ Authorized Health and School Personnel
Access is restricted to school health workers, administrators, and authorized officials responsible for student well-being.
✓ Legal or Regulatory Compliance
We may disclose data when required by law, court order, or regulatory authorities.
✓ Service Providers (If Any)
If technical service providers support hosting, maintenance, or security, they operate under strict confidentiality and data protection agreements.
No data is shared with advertisers, analytics companies, or social platforms.
5. Data Storage and Security
We apply strong technical and organizational measures to protect personal information, including:
- Encrypted data transmission (HTTPS/TLS).
- Secure server infrastructure.
- Role-based access control and authentication.
- Regular security testing and vulnerability assessments.
- Activity logging and system monitoring.
- Strict administrative and technical protocols for data access
We are fully committed to safeguarding all collected data using industry standards and regulatory requirements.
6. Data Retention
Personal data is retained only for as long as it is needed for school health management or as required by applicable law. When data is no longer necessary, it will be securely deleted, anonymized, or archived according to institutional policies.
7. Consent and User Rights
A. Consent
- Schools must obtain consent from parents/guardians before entering student health information.The App is not designed for direct use by children; all interactions with the system should be through authorized adults.
- Use of the App indicates acceptance of this Privacy Policy.
B. Rights of Students and Guardians
Guardians (or students where applicable) have the right to:
- Request access to the data stored in the system.
- Request correction of inaccurate or incomplete information.
- Request deletion of data where legally permissible.
- Raise concerns about data handling practices.
C. Deletion of data or closure of institutional account
In addition to the rights listed above, schools and guardians may request deletion of their data or closure of their institutional account, subject to applicable legal and operational requirements. Instructions for submitting such requests are provided in Section 13 of this policy.
8. Children’s Data
While uhai-SHIMS processes data about children, it is not used by children directly. The App is intended for use only by school health personnel, authorized staff, and parents/guardians.
We ensure:
- Data is collected with proper institutional and guardian authorization.
- Strict safeguards protect all child-related information.
- No data is used for marketing, profiling, or non-educational purposes.
We comply with global best practices for children’s data protection.
9. International Data Transfers
If data hosting or backup services are located outside the country of operation, transfers will follow legally accepted safeguards such as:
- Data processing agreements.
- Encrypted storage.
- Compliance with regional and international privacy frameworks.
10. Data Breach Procedures
In the unlikely event of a data breach:
- Affected institutions will be notified promptly.
- The nature and scope of the breach will be communicated.
- Immediate corrective measures will be taken.
- Authorities will be informed where legally required.
11. Third-Party Services and Integrations
The App may integrate with government systems or official health platforms. Any integrations will:
- Only occur with authorized systems.
- Follow strict data protection and interoperability standards.
- Not expose personal data to unauthorized entities.
12. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. When updated:
- A new “Last Updated” date will be displayed.
- Schools and users may be notified of major changes.
- Continued use of the App signifies acceptance of the updates.
13. Account Deletion and Data Deletion Requests
Schools or authorized institutions that use uhai-SHIMS may request the deletion of their accounts or any data stored in the system. We fully support institutional rights to remove their information, and we offer secure and verifiable channels through which these requests can be submitted.
Upon receiving a valid deletion request:
- We will verify the requester’s authority.
- All associated school and student records will be securely deleted or anonymized within a reasonable time frame.
- Deleted data cannot be recovered once the process is completed.
- A confirmation notice will be issued to the requesting institution.
Users may submit account deletion or data deletion requests through the following channel:
Data Deletion Request : [ https://dijitotechlabs.com/request-to-delete-data-and-account-uhai-SHIMS/]