MediShards (“we”, “us”) is a clinic-management system operated from Egypt, serving clinics and medical centres in Egypt and the Gulf. This policy explains what data we collect, why, how we protect it, and your rights.
The most important point first: patient data belongs to the clinic. The clinic is the controller of its patients’ data; MediShards is the processor, operating it on the clinic’s behalf and instructions. We do not sell data, and we never use one clinic’s patient data for any purpose other than providing the service to that clinic.
1. Who we are and how to reach us
The Service is operated by MediShards Systems, Cairo, Arab Republic of Egypt, which is responsible for this policy. For any privacy question or to exercise your rights:
- Email: mohamed.a.hassan23@gmail.com
2. Data we collect
a. User account data (clinic staff)
Name, email, phone number, role, and sign-in records — collected directly when an account is created or a team member is invited.
b. Clinic operational data
Appointments, invoices, inventory, attendance, payroll, and clinic settings, entered by the clinic and its staff.
c. Patient data (health data)
Name, phone number, date of birth, medical record, encounters, prescriptions, attachments, and communications — entered by the clinic, or provided by the patient through the patient portal or booking. This is sensitive data and is treated as such (see “Security”).
d. Data from Meta (Facebook and Instagram)
When a clinic connects its Facebook Page or ad account to MediShards via Facebook Login, we receive — with the clinic’s explicit permission:
- Basic Page and ad-account data (identifiers, names, granted permissions).
- Lead Ads form submissions: the name, phone number, and form answers a prospective patient submits through the clinic’s ad.
- Ad performance metrics (spend, results) to show the clinic its return on advertising.
We send conversion events (such as “appointment booked”) to Meta through the Conversions API, using identifiers hashed as Meta requires, and only to the clinic’s own ad account.
Our commitment on Meta Platform Data: it is used solely to provide the service to the clinic that connected its account. We do not sell it, do not combine it to build profiles outside the service, and do not share it with other clinics or other advertisers. Access tokens are deleted immediately on disconnection. We comply with the Meta Platform Terms.
e. WhatsApp messages
Messages exchanged between the clinic and its patients through the clinic’s own WhatsApp number, and their delivery status, routed through the WhatsApp Business provider the clinic contracts with.
f. Technical data
IP address, browser type, and the access logs needed for security and troubleshooting. Sensitive values (such as link tokens) are automatically redacted from logs.
3. Why we use data
- To run the service: scheduling, medical records, billing, reporting.
- To communicate with patients on the clinic’s behalf (appointment reminders, replies) — using approved WhatsApp templates and with the patient’s consent.
- To connect advertising to bookings, so the clinic knows which ads produce results.
- Security, fraud prevention, and legal compliance.
- Service improvement, using aggregated usage data that does not identify individuals.
We do not use patient data for marketing, and we never use one clinic’s data for the benefit of another.
4. Who we share data with (sub-processors)
| Party | Purpose |
|---|---|
| Cloud hosting provider | Running our servers and database. |
| Cloud object-storage provider | Attachment storage and backups — files are encrypted before they leave our servers. |
| An official WhatsApp Business Solution Provider | Sending and receiving the clinic’s WhatsApp messages. |
| Meta Platforms | Lead forms, conversion events, and ad metrics — for the account the clinic connected. |
| Services the clinic chooses to connect | Only if the clinic enables an optional integration (for example, syncing its data to its own spreadsheet). |
| Language-model provider (support assistant) | Answering how-to questions from the help centre only — no patient data is sent to this provider. |
All of them are bound by appropriate data-protection terms, and the current list of sub-processors is available to subscribing clinics on request. We also disclose data where required by law or court order, and notify the clinic where the law allows.
5. Security
- Strict tenant isolation at the database level: no query can read another clinic’s data.
- Files and attachments are encrypted with strong, industry-standard encryption before leaving our servers; encryption keys are never stored with the files.
- Every connection is encrypted in transit. Third-party credentials are encrypted and isolated from the main application.
- An audit log records every financial or permission change.
- Patient-portal links and QR tokens are random and revocable, and never contain a record or phone number.
6. Retention
- Clinic and patient data: for the life of the subscription, and per the retention policy the clinic configures in its settings (with scheduled automatic purges of reports and temporary tokens).
- On termination: the clinic can export its data, after which it is deleted from live systems within 90 days and ages out of backups on their cycle.
- Financial records (invoices, payments): kept for the period Egyptian law requires.
- Meta data: access tokens are deleted immediately on disconnection; lead data is deleted at the clinic’s request or on termination.
7. Your rights
Under Egypt’s Personal Data Protection Law (No. 151 of 2020) and the equivalent laws of the Gulf states, you have the right to access, correct, and delete your data, to object to processing, and to withdraw consent.
- If you are a patient: contact your clinic first — it is the controller of your data and has the tools to fulfil your request. You may also contact us directly and we will route the request to the clinic and follow it up.
- If you are clinic staff: contact us by any channel above. See also our data deletion instructions.
We respond within 7 business days and complete deletion requests within 30 days.
8. Children
The service is directed at clinics and their adult staff. Patient records may contain data about minors, entered by the clinic with guardian consent and under its responsibility as controller.
9. International transfers
Data may be processed on servers outside the clinic’s country, at the sub-processors listed above. We contract with them on appropriate protection terms and encrypt sensitive data before storage.
10. Changes to this policy
Any change is published here with an updated effective date; material changes are announced to clinics inside the product before they take effect.