Privacy Policy

imsgp Student & imsgp Supervisor apps · Last updated: 21 June 2026

This Privacy Policy explains how information is handled in the imsgp Student and imsgp Supervisor mobile applications (the “Apps”) and the wider IMSGP platform.

The Apps and platform are provided by IT Synergia Pvt Ltd (“we”, “us”), the software provider of IMSGP (Information Management System of General Practice), used by educational and clinical-training institutions to manage student placements, competency assessments and supervisor sign-offs.

Your institution controls your data. Each App connects only to the institution you configure (by scanning its setup QR code or entering its address). Your account is created and managed by that institution. Your institution is the data controller and decides what data is collected and why; we act as its data processor, operating the software on its behalf. For questions about your specific records, contact your institution first.

1. Information we process

The Apps process only the information needed to deliver your institution’s placement and assessment programme:

Account & identity

Your name and title, email address, and your role (student or supervisor), provisioned by your institution.

Profile details (where you or your institution provide them)

Gender, date of birth, national identification number, contact number, and postal address.
A profile photo, if you choose to set one.

Academic & placement data

Student number, programme, campus, semester/rotation, and course enrolments.

Assessment & sign-off data

Assessment responses, scores, ratings, and supervisor comments.
For in-person sign-off: a handwritten signature you draw in the App, and one-time-passcode (OTP) verification status.
Approximate location (GPS), only at the moment of in-person sign-off, and only if you grant permission. It is captured once in the foreground to record where a sign-off took place; if you decline, sign-off still works and no location is collected. The Apps never track your location in the background.
The device’s network (IP) address at sign-off, as a fallback verification signal.
Documents you upload.

Technical data

An authentication token stored securely on your device to keep you signed in.
Basic diagnostic/error logs used to keep the service running reliably.

2. Device permissions

Camera — used only to scan your institution’s setup QR code when you connect or switch institutions. No photos or video are captured, viewed, or stored.
Photos — used only if you choose a profile picture; we access only the single image you select.
Location — requested only when completing an in-person sign-off, to record where it took place (see above). Optional and foreground-only.

The Apps do not record audio, do not access your contacts, and do not track you in the background or across other apps.

3. How we use information

To authenticate you and provide the assessment, placement, and sign-off features of the Apps.
To send you in-app and email notifications related to your assessments and tasks.
To maintain the integrity, security, and reliability of the service.

We do not sell your personal information, and we do not use it for advertising or for any purpose unrelated to your institution’s programme.

4. How information is shared

Within your institution. Authorised staff and supervisors at your institution can access the data necessary to administer your placement and assessments.
IMSGP Central (only if your institution participates). Where your institution opts in, selected records (for example, approved assessment results) are forwarded to IMSGP Central, an aggregation service we operate so your institution can perform cross-campus and programme-level oversight and reporting. Many institutions run IMSGP independently (standalone): if your institution is not connected to IMSGP Central, none of your data is forwarded to it, and your information stays solely within your institution’s own deployment.
Service providers. We use trusted providers to run the service — cloud hosting (Microsoft Azure) and transactional email delivery — who process data only on our instructions and on our behalf.
Legal. We may disclose information where required by law or to protect rights, safety, and the security of the service.

5. Storage & security

Data is hosted on Microsoft Azure within your institution’s deployment. We protect it with measures including encryption in transit (HTTPS/TLS), hashed passwords, on-device secure storage of sign-in tokens, and role-based access controls. No method of transmission or storage is perfectly secure, but we work to protect your information using industry-standard safeguards.

6. Data retention

We retain personal information for as long as your institution requires it to administer your programme and to meet its legal and record-keeping obligations, after which it is deleted or de-identified in line with your institution’s instructions.

7. Your rights & choices

You can view and update much of your profile within the App.
To access, correct, or delete your records, contact your institution (the data controller); you may also contact us and we will assist the controller in responding.
You can remove the App and revoke camera/photo/location permissions at any time in your device settings.
Depending on your location, you may have additional rights under applicable privacy laws.

8. Account deletion

Accounts are created and managed by your institution, not self-registered in the App. To deactivate or delete your account and associated data, contact your institution’s administrator, or contact us at the address below and we will coordinate the request with your institution.

9. Children’s privacy

The Apps are intended for adult students and supervisors in tertiary, professional, and clinical-training settings. They are not directed at, and we do not knowingly collect information from, children.

10. International processing

Your information is processed in the country/region where your institution’s deployment is hosted, which may be outside the country where you are located. We take steps to ensure it remains protected in accordance with this policy.

11. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the “Last updated” date above and, where appropriate, through the Apps or your institution.

12. Contact us

IT Synergia Pvt Ltd
Email: info@imsgp.com
Web: imsgp.com/#contact

For data held about you by your institution, please also contact your institution’s administrator.