Contact details

If you have any questions about this privacy policy or how SimEPR Ltd handles personal information, please contact:

Email: support@simepr.com

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1. Website, enquiries and customer contact information

This section explains how SimEPR Ltd handles personal information collected through our website, email contact, enquiry forms, demonstrations, trials, customer discussions and general business communications.

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What personal information we collect

When you contact SimEPR Ltd or enquire about the SimEPR platform, we may collect:

• name;
• email address;
• job title;
• affiliated organisation;
• enquiry details or message content;
• information relating to demonstrations, trials, purchasing or support requests.

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How we collect this information

We collect this information when you:

• contact us by email;
• submit an enquiry through www.simepr.com;
• request information, a demonstration or a trial;
• communicate with us as a customer, prospective customer, partner or supplier.

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Why we use this information

We use this information to:

• respond to your enquiry;
• provide information about SimEPR;
• arrange demonstrations, trials or onboarding;
• manage customer and partner relationships;
• provide support;
• keep appropriate business records.

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Lawful basis for processing

Under UK GDPR, we rely on one or more of the following lawful bases:

• Legitimate interests — to respond to enquiries, manage customer relationships and provide information about SimEPR.
• Contract or steps prior to contract — where your enquiry relates to a trial, licence, purchase or service arrangement.
• Legal obligation — where we need to retain information for legal, regulatory, accounting or tax purposes.
• Consent — where we specifically ask for consent, such as for optional marketing communications.

You can withdraw consent-based communications at any time by contacting support@simepr.com.

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Who we may share website or enquiry information with

Where relevant, we may share enquiry or customer contact information with partner organisations involved in providing information, sales support, implementation or customer support for SimEPR, including:

• Sim & Skills Ltd — United Kingdom;
• Mediquip Pty Ltd — Australia.

We do not sell personal information or share it for third-party advertising.

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How long we keep website and enquiry information

We keep enquiry and customer contact information only for as long as necessary for the purpose it was collected, including responding to enquiries, managing customer relationships, providing support, and meeting legal or accounting requirements.

Where there is no ongoing business, contractual or legal reason to retain the information, it will be deleted or securely disposed of in line with our retention practices.

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2. SimEPR app and educational simulation data

This section explains how personal information is handled within the SimEPR web application at app.simepr.com.

SimEPR is a web-based educational simulation platform used by healthcare education institutions for simulation-based learning. It is not used for live clinical care, diagnosis, treatment, clinical decision-making or patient record management.

The simulated patient records and scenarios in SimEPR are fictional. Real patient-identifiable information should not be entered into the platform.

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Controller and Processor roles

For use of the SimEPR app by universities, hospitals or other education providers, the institution is normally the Data Controller for its staff and learner information.

SimEPR Ltd normally acts as the Data Processor, processing personal information only to provide, support and secure the SimEPR service, and in accordance with the relevant contract or Data Processing Agreement.

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What personal information may be processed in the app

The SimEPR app may process the following limited personal information:

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Faculty/admin users

• email address;
• affiliated organisation;
• role or access permissions;
• authentication details managed by Firebase Authentication.

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Students, learners or trainees

Students and learners do not normally have persistent individual SimEPR accounts.

During a teaching session, temporary simulation activity may include:

• name, email address or identifier entered for the session;
• role used in the simulation;
• timestamped simulated activity;
• progress or actions within a simulated scenario.

This information is used so faculty can monitor, review and support learning during the simulation session.

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Why this information is used

Personal information in the SimEPR app is used to:

• provide access to the platform;
• authenticate faculty/admin users;
• allow faculty to create, run and monitor simulation scenarios;
• record temporary learner activity during simulation sessions;
• allow faculty to review simulation activity for educational purposes;
• provide support, security and service administration.

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Student/learner simulation activity

Student/learner simulation activity is temporary and session-based.

At the end of a teaching session, temporary learner activity is deleted/reset from SimEPR when the session is ended, deactivated or reset. Faculty may have the option to export activity before the session is closed. Where faculty download or export a copy, the institution is responsible for that downloaded copy.

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Fictional simulation content

SimEPR contains fictional simulated patient records, scenarios, notes, observations, investigation results and other teaching content.

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Hosting and sub-processors

SimEPR uses Google Cloud/Firebase managed services to provide hosting, authentication, database, storage and backend infrastructure.

Relevant services include:

• Firebase Hosting;
• Cloud Firestore;
• Firebase Storage;
• Firebase Authentication;
• Firebase App Check;
• Firebase Cloud Functions.

Scenario data, simulated patient records, uploaded scenario media/files and temporary simulation activity are stored in UK-based Google Cloud/Firebase data locations.

Faculty/admin authentication is handled separately by Firebase Authentication. This involves secure processing of authentication-related account data, including faculty/admin email addresses and authentication credentials managed by Firebase Authentication, in the United States under applicable international transfer mechanisms, including the EU–US Data Privacy Framework and UK Extension to the EU–US Data Privacy Framework.

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Lawful basis for app-related processing

Where SimEPR Ltd acts as a Processor, the institution using SimEPR is responsible for determining the lawful basis for processing personal information within the app.

SimEPR Ltd processes app-related personal information in accordance with the institution’s instructions, the applicable agreement, and SimEPR’s Data Processing Agreement.

Where SimEPR Ltd processes limited account, support or service administration information for its own business purposes, it may rely on legitimate interests, contract, or legal obligation as applicable.

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How long app data is kept

Faculty/admin account information is retained while access to SimEPR is required, or as otherwise instructed by the institution.

Temporary student/learner simulation activity is retained only for the purpose and duration of the relevant teaching session and is deleted/reset after the session has concluded.

Fictional scenarios and teaching content are retained while the customer account or licence remains active, unless deleted earlier by authorised users or requested by the institution.

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3. Your data protection rights

Under data protection law, you have rights including:

• Right of access — you can ask for copies of your personal information.
• Right to rectification — you can ask us to correct inaccurate or incomplete information.
• Right to erasure — you can ask us to delete your personal information in certain circumstances.
• Right to restriction of processing — you can ask us to restrict how your information is used in certain circumstances.
• Right to object — you can object to certain types of processing.
• Right to data portability — you can ask for your personal information to be transferred to you or another organisation in certain circumstances.

If your request relates to information processed within the SimEPR app on behalf of your university, hospital or education provider, we may need to refer the request to that institution as the Data Controller.

You are not required to pay a charge for exercising your rights. If you make a request, we will respond within one month unless an extension is permitted by law.

Please contact: support@simepr.com

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4. How to complain

If you have concerns about how SimEPR Ltd uses your personal information, you can contact us at:

support@simepr.com

You can also complain to the Information Commissioner’s Office if you are unhappy with how your personal information has been used.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk

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