Privacy Policy

Last updated: 17 July 2025

1. Introduction

This Privacy Policy describes how amuma ("we", "us", "our") collects, uses, stores, and protects information when you use our applications, websites, and services (the "Service"). We are committed to protecting your privacy and handling your data with transparency and care.

By using the Service, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use the Service.

2. Data We Collect

2.1 Account Information

When you create an account, we collect:

  • Email address (used for authentication via verification codes)
  • Display name (optional, set by you)
  • Consultant ID (optional, set by you)

2.2 Patient and Consultation Data

If you use amuma Consulting, you may enter:

  • Patient names, dates of birth, contact details, and notes
  • Consultation records, descriptions, resolutions, and follow-up dates
  • Clinical photos uploaded to patient or consultation records

2.3 Organisation Data

If you create or join an organisation, we store:

  • Organisation name and custom label settings
  • Member list with email addresses and roles (owner, admin, member)
  • Invitation records (email, inviter, expiry date)

2.4 Technical Data

We automatically collect:

  • Session tokens (cryptographically signed, stored in HttpOnly cookies)
  • IP address and browser user-agent (for security and rate limiting)
  • Cloudflare analytics (aggregated, non-identifying traffic data)

3. How We Use Your Data

We use your data solely to:

  • Provide, maintain, and improve the Service;
  • Authenticate your identity and manage your sessions;
  • Enable team collaboration within organisations;
  • Send transactional emails (verification codes, team invitations);
  • Protect the Service from abuse, fraud, and unauthorised access;
  • Comply with legal obligations where applicable.

We do not sell, rent, or trade your personal data. We do not use your data for advertising or marketing purposes.

4. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), our legal basis for processing your data is:

  • Contract performance: Processing necessary to provide the Service you have requested by creating an account;
  • Legitimate interests: Processing for security, fraud prevention, and service improvement;
  • Consent: Where you have explicitly consented to specific processing;
  • Legal obligation: Where processing is required by applicable law.

5. Data Storage and Security

Your data is stored on Cloudflare's global edge infrastructure. We implement the following security measures:

  • Encryption in transit (TLS) and at rest;
  • HMAC-SHA256 signed session tokens with timing-safe comparison;
  • Content Security Policy (CSP) and security headers on all responses;
  • Multi-tier rate limiting on authentication and API endpoints;
  • Bot protection via Cloudflare Turnstile;
  • Role-based access control for all data mutations;
  • Strict input validation and sanitisation.

While we take reasonable measures to protect your data, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

6. Data Sharing and Third Parties

We share data with the following third-party service providers, solely for the purpose of operating the Service:

  • Cloudflare, Inc. — Infrastructure, hosting, edge computing, analytics, bot protection, and email delivery. Data is processed in accordance with Cloudflare's Privacy Policy;
  • Cloudflare R2 — Object storage for uploaded photos.

We do not share your data with any other third parties unless required by law, legal process, or governmental request.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

  • Session tokens expire after 30 days of inactivity;
  • Verification codes expire after 10 minutes;
  • Invitation links expire after 7 days;
  • Patient and consultation data is retained until you delete it or your account is terminated;
  • Upon account termination, we may delete your data at any time without notice.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you;
  • Rectification: Request correction of inaccurate or incomplete data;
  • Erasure: Request deletion of your personal data;
  • Restriction: Request restriction of processing in certain circumstances;
  • Portability: Request transfer of your data in a structured, machine-readable format;
  • Objection: Object to processing based on legitimate interests;
  • Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise these rights, contact us at privacy@amuma.app. We will respond within 30 days.

9. International Data Transfers

Your data may be processed in countries outside your own. Cloudflare operates a global edge network. Where data is transferred outside the EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or equivalent mechanisms as required by applicable law.

10. Children's Privacy

The Service is not directed at children under the age of 16 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

11. Cookies

We use only essential cookies required for the Service to function. For details, see our Cookie Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the revised policy.

13. Contact

For questions about this Privacy Policy or to exercise your data rights, contact us at privacy@amuma.app.