Privacy Policy for 4D Prom

Last updated: August 3, 2026

This Privacy Policy describes how 4D Prom ("we", "our", "the App") collects, uses, and protects information when you use our mobile application and related services.

1. Information We Collect

1.1 Account Information

When you create an account or are invited to join a team, we collect:

• Full name
• Email address
• Password (stored in encrypted/hashed form; we never store or have access to your plain-text password)
• Profile picture (optional, if you choose to upload one)

1.2 Health and Clinical Data (PROM Responses)

The App is a clinical tool used by healthcare providers and their patients to collect Patient-Reported Outcome Measures (PROMs) related to sports medicine. When a questionnaire is submitted, we may collect:

• Demographic information (age, gender, weight, height, BMI)
• Sport practiced and physical demands
• Anatomical location, type, and date of injury
• Treatment information and expectations
• Clinical complaints and free-text responses you provide
• Surgical/treatment outcome data

This information is entered by you or on your behalf by a healthcare provider, and is associated with the clinic/organization ("Client") that provided you access to the App.

1.3 Automatically Collected Information

• Access tokens and refresh tokens used to keep you securely logged in
• Basic technical information necessary for the App to function (e.g., selected language, theme preference)

We do not collect location data, contacts, camera access, or advertising identifiers. The App does not use third-party analytics or advertising SDKs.

2. How We Use Your Information

We use the information described above to:

• Create and manage your account and authenticate your login
• Allow you to answer, view, and manage PROM questionnaires
• Generate descriptive and statistical reports for clinical and research purposes, on behalf of the Client (clinic/organization) you are associated with
• Send transactional emails, such as team invitations and password reset codes
• Maintain the security and proper functioning of the App

We do not sell your personal or health information to third parties, and we do not use your data for advertising purposes.

3. Legal Basis and Role of Healthcare Providers

If you were invited to use this App by a healthcare provider or clinic, that organization ("Client") is the data controller responsible for the clinical relationship and the collection of your health data for care and research purposes. We act as a data processor, providing the technical platform used by the Client to collect and manage this information on their behalf.

4. Data Sharing

We do not share your personal information with third parties, except:

• Service providers: we use a third-party email delivery service to send transactional emails (account invitations, password reset codes). These providers only process the data necessary to deliver the email (recipient address, subject, and message content).
• Hosting provider: your data is stored on servers operated by our hosting/database provider, who processes data solely on our instructions.
• Legal requirements: we may disclose information if required to do so by law or in response to valid legal process.

5. Data Storage and Security

• Data is transmitted between the App and our servers using encrypted connections (HTTPS/TLS).
• Passwords are stored using industry-standard one-way hashing; we cannot recover your original password.
• Password reset codes are short-lived (expire after a few minutes) and can only be used once.
• Access to clinical data is restricted by role (Administrator, User, SuperAdmin) and scoped to the Client/organization you belong to.

While we take reasonable measures to protect your information, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your account and health data for as long as your account remains active or as needed to provide the App's services to you and your associated Client. Data may be retained longer where required for legal, regulatory, or legitimate research purposes, or as instructed by the Client responsible for your care.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data, subject to any legal or clinical record-keeping obligations
• Withdraw consent, where processing is based on consent
• Contact your healthcare provider (Client) to exercise rights related to your clinical/health records, since they are the data controller for that information

To exercise these rights regarding your account, contact us at contactus@4domainsportsprom.com, or use our account deletion request form.

8. Children's Privacy

The App is not directed at children under the age of 16. If you believe a child has provided us with personal information without appropriate consent, please contact us so we can take appropriate action.

9. International Data Transfers

Your information may be processed and stored on servers located in a country other than your own. By using the App, you consent to this transfer, storage, and processing.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by updating the "Last updated" date above, and, where appropriate, through the App itself.

11. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us at:

Email: contactus@4domainsportsprom.com
Developer/Organization: 4-Domain Sports PROM