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Privacy Policy

Last Updated: 24 November 2025

1. Introduction

Aviora Portal ("we," "our," or "us") operates a bespoke nursing care management system that provides comprehensive solutions for managing clients, employees, appointments, care plans, attendance tracking, and related healthcare operations. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including our website, management portal, and mobile applications.

By using our services, you agree to the collection and use of information in accordance with this policy. We are committed to protecting your privacy and ensuring the security of your personal and sensitive information.

2. Information We Collect

2.1 Client Information

When managing clients through our system, we collect and store:

  • Personal identification information (name, date of birth, contact details)
  • Medical histories, health records, and care preferences
  • Care plans, treatment plans, and intervention records
  • Appointment records and service delivery information
  • Form submissions and documentation
  • Emergency contact information

2.2 Employee Information

For employees using our system, we collect:

  • Personal identification information (name, employee ID, contact details)
  • Employment records, qualifications, and certifications
  • Login credentials and authentication data
  • Work schedules and assignment records

2.3 Location Information

Our system collects location data for operational and verification purposes:

  • Clock In/Out Location: When employees clock in or out using our system (web portal or mobile app), we automatically capture GPS coordinates (latitude and longitude) and the physical address of the location
  • Appointment Completion Location: When employees complete appointments through the mobile app, we capture the GPS location where the appointment was completed
  • Location data is stored securely and is accessible to authorized administrators for verification, attendance tracking, and service delivery confirmation

Note: Location tracking is essential for verifying attendance, ensuring service delivery at correct locations, and maintaining accurate records. You can disable location services on your mobile device, but this may limit functionality of clock in/out and appointment completion features.

2.4 Mobile Application Data

When using our employee mobile application (iOS and Android), we collect:

  • Device information (device type, operating system, app version)
  • Location data when clocking in/out or completing appointments
  • App usage data and interaction logs
  • Authentication tokens and session information

2.5 System Usage Data

We automatically collect information about how you use our system:

  • Login times and session duration
  • Features accessed and actions performed
  • Form submissions and data entries
  • IP addresses and browser information

3. How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide and maintain our nursing care management services, including client management, employee scheduling, appointment tracking, and care plan management
  • Attendance Tracking: To record and verify employee attendance, track work hours, and generate attendance reports using location data
  • Appointment Management: To schedule, track, and verify appointment completions, including location verification
  • Form Processing: To process and store form submissions, maintain documentation, and ensure compliance
  • User Assignment: To assign clients to employees based on skills, availability, and care requirements
  • System Administration: To manage user accounts, control access, and maintain system security
  • Reporting and Analytics: To generate reports, analyze usage patterns, and improve our services
  • Communication: To send notifications, reminders, and important updates related to your account and services
  • Compliance: To comply with legal obligations, respond to legal requests, and protect our rights and the rights of our users

4. Location Tracking - Detailed Information

Our system uses location tracking for specific operational purposes. Here's how it works:

4.1 Clock In/Out Location Tracking

When employees clock in or out (via web portal or mobile app):

  • GPS coordinates (latitude and longitude) are automatically captured
  • The physical address is determined from GPS coordinates
  • This location data is stored with the attendance record
  • Authorized administrators can view clock in/out locations in the attendance matrix

4.2 Appointment Completion Location

When employees complete appointments through the mobile app:

  • GPS location is captured at the time of appointment completion
  • Location data is associated with the completed appointment record
  • Administrators can view where each appointment was completed for verification purposes

4.3 Location Data Access and Control

Location data is:

  • Only accessible to authorized administrators within your organization
  • Used solely for operational purposes (attendance verification, service delivery confirmation)
  • Stored securely with encryption
  • Not shared with third parties except as required by law

5. Employee Mobile Application

Our mobile application for employees (iOS and Android) has limited functionality and collects specific data:

5.1 Mobile App Features and Data Collection

  • Shift Logging: Employees can log their shifts through the app. When logging a shift, the app automatically captures and stores the GPS location (coordinates and address) where the shift is being logged.
  • Appointment Viewing: Employees can view their assigned appointments through the app. This feature requires access to appointment data but does not collect additional location data unless an appointment is completed.
  • Appointment Completion: When employees complete an appointment through the app, the system captures the GPS location where the completion occurred. This location data is stored with the appointment record and is visible to administrators.

5.2 Mobile App Permissions

The mobile app requires the following permissions:

  • Location Services: Required for capturing location when logging shifts and completing appointments. You can disable this in your device settings, but shift logging and appointment completion features will not function properly.
  • Internet Access: Required for syncing data with the central system

6. Data Storage and Security

We implement industry-standard security measures to protect your information:

  • Encryption: All data is encrypted in transit (using SSL/TLS) and at rest (using AES encryption)
  • Secure Servers: Data is stored on secure, cloud-based servers with regular security audits
  • Access Controls: Role-based access control ensures only authorized personnel can access sensitive data
  • Regular Backups: Daily automated backups ensure data recovery in case of system issues
  • Authentication: Strong password requirements and secure login procedures protect user accounts
  • Audit Logs: All system access and data modifications are logged for security monitoring

7. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information only in the following circumstances:

  • Within Your Organization: Authorized administrators and staff within your organization can access data as permitted by their role-based access levels
  • Service Providers: We may share data with trusted third-party service providers who assist in operating our system (e.g., cloud hosting, email services), subject to strict confidentiality agreements
  • Legal Requirements: We may disclose information if required by law, court order, or government regulation
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, data may be transferred as part of the transaction
  • With Consent: We may share information with your explicit consent for specific purposes

8. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: You can request access to your personal information stored in our system
  • Correction: You can request correction of inaccurate or incomplete information
  • Deletion: You can request deletion of your information, subject to legal and operational requirements
  • Location Controls: You can disable location services on your mobile device, though this may limit app functionality
  • Account Management: You can update your account information and preferences through the system portal
  • Data Portability: You can request a copy of your data in a portable format

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

9. Data Retention

We retain your information for as long as necessary to:

  • Provide our services and fulfill contractual obligations
  • Comply with legal, regulatory, and compliance requirements
  • Resolve disputes and enforce agreements
  • Maintain accurate records for healthcare and employment purposes

When data is no longer needed, we securely delete or anonymize it in accordance with our data retention policies and applicable laws.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

  • Maintain user sessions and authentication
  • Remember user preferences and settings
  • Analyze system usage and improve functionality
  • Ensure system security and prevent fraud

You can control cookies through your browser settings, though disabling cookies may affect system functionality.

11. Third-Party Services

Our system may integrate with or link to third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies. Third-party services we may use include:

  • Cloud hosting and storage providers
  • Email and communication services
  • Analytics and monitoring tools

12. Children's Privacy

Our services are designed for healthcare organizations and are not intended for use by children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

  • Posting the updated policy on our website with a new "Last Updated" date
  • Sending notifications through the system portal
  • Email notifications for significant changes

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: info@avioraportal.com

WhatsApp: Contact via WhatsApp

We will respond to your inquiries within a reasonable timeframe and in accordance with applicable data protection laws.

This Privacy Policy is effective as of the date listed above and applies to all users of Aviora Portal services.