Privacy Policy

Introduction

Kuwait Board of Endodontics (“KBE,” “we,” “us,” or “our”) operates the KBE AI mobile application and the kbendo.org website (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Services.

Information We Collect

Personal Information

When you register and use the KBE AI App, we may collect:

• Account Information: Full name, email address, user ID
• Profile Information: Role (resident, faculty, program director, assistant program director, admin), department, avatar/profile picture
• Academic Information: Class information, academic records, literature review submissions, case presentations
• Communication Data: Messages, referral discussions, chat conversations
• Medical/Clinical Data: Patient referral information, clinical case details, images uploaded for cases
• Calendar Data: Schedule information, academic events, appointments
• Leave Requests: Leave request submissions, dates, reasons, and approval status
• Contact Information: Access to device contacts (only when explicitly granted for finding faculty members)

Automatically Collected Information

When you use the Services, we automatically collect:

• Device Information: Device type, operating system version, unique device identifiers
• Usage Data: Features accessed, interaction patterns, session duration
• Log Data: Error logs, crash reports, performance metrics
• Location Data: General location (country/region) for service optimization
• Push Notification Tokens: For sending notifications about referrals, updates, and announcements (App only)

Information from Third Parties

We may receive information from:

• Authentication Providers: When you use biometric authentication or device credentials
• Camera and Photo Library: When you upload images for referrals or profile pictures (only when permission is granted)

How We Use Your Information

Core Functionality

• Create and manage your account
• Authenticate and authorize access to features based on your role
• Facilitate academic communication between residents, faculty, and administrators
• Manage patient referral workflows and case discussions
• Schedule and organize academic events and calendars
• Enable literature review submissions and evaluations

Service Improvement

• Analyze usage patterns to improve performance of our Services
• Debug technical issues and fix errors
• Develop new features based on user needs
• Optimize user experience and interface design

Communication

• Send push notifications about new referrals, messages, and updates
• Notify you of status changes in permission requests
• Send administrative announcements and important information
• Respond to your support requests and inquiries

Security and Compliance

• Prevent unauthorized access and fraudulent activity
• Enforce our Terms of Use
• Comply with legal obligations and regulations
• Maintain audit logs for academic and administrative purposes

How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Within the KBE Community

• Role-Based Access: Information is shared based on your role and permissions (e.g., faculty can view resident submissions, program directors can access administrative data)
• Referral System: Case information is shared with assigned faculty members for educational purposes
• Academic Records: Authorized personnel (program directors, faculty) can access relevant academic information

Third-Party Service Providers

• Supabase: Database and authentication services (data stored securely with encryption)
• Google Sheets API: Permission request tracking and academic record management
• Expo Push Notification Service: Delivering in-app notifications
• Cloud Storage: Secure storage of uploaded images and documents

Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or subpoenas
• Protect the rights, property, or safety of KBE, our users, or the public
• Investigate potential violations of our Terms of Use
• Respond to lawful requests from public authorities

Data Security

We implement industry-standard security measures to protect your information:

Technical Safeguards

• Encryption: Data encrypted in transit (TLS/SSL) and at rest
• Row-Level Security (RLS): Database policies ensuring users only access authorized data
• Secure Authentication: Support for biometric authentication and secure credential storage
• Regular Security Audits: Periodic security assessments and vulnerability testing

Organizational Safeguards

• Access Controls: Role-based access with principle of least privilege
• Employee Training: Staff trained on data protection and privacy practices
• Incident Response: Procedures for detecting and responding to security breaches

Limitations

While we strive to protect your information, no security system is impenetrable. We cannot guarantee absolute security of data transmitted over the Internet or stored in our systems.

Data Retention

We retain your information for as long as:

• Your account is active
• Needed to provide services to you
• Required by law or for legitimate business purposes
• Necessary to resolve disputes or enforce our agreements

When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate academic record-keeping purposes.

Data Deletion

You have the right to request complete deletion of your account and personal data from the KBE AI application at any time. To submit a deletion request, visit our Data Deletion Request page or email admin@kbendo.org.

Deletion requests are processed within 30 calendar days. Certain anonymized records may be retained for program accreditation and regulatory compliance as described on the Data Deletion page.

App Distribution Platforms

The KBE AI application is distributed through the Apple App Store (iOS) and Google Play (Android). When you download and use the App through these platforms:

• Apple and Google may collect certain usage and diagnostic data in accordance with their own privacy policies. We do not control and are not responsible for data collected directly by these platforms.
• We do not collect or use the Apple Identifier for Advertisers (IDFA) or the Android Advertising ID (AAID) for advertising or tracking purposes.
• Crash reports and performance diagnostics may be shared with us through platform-provided developer tools (such as App Store Connect and Google Play Console) in aggregated or anonymized form.

For more information, please review Apple’s Privacy Policy and Google’s Privacy Policy.

Your Rights and Choices

Depending on your location, you may have the following rights:

Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format

Correction and Deletion

• Update or correct inaccurate information in your profile
• Request deletion of your account and associated data

Opt-Out Rights

• Push Notifications: Disable in device settings or app preferences
• Camera/Photo Access: Revoke permissions in device settings
• Contact Access: Revoke permissions in device settings

Data Processing

• Object to certain types of data processing
• Restrict processing of your personal information
• Withdraw consent where processing is based on consent

To exercise these rights, contact us at info@kbendo.org or through the App’s support feature.

Children’s Privacy

The KBE AI App is intended for use by medical and dental professionals and students in postgraduate programs. We do not knowingly collect information from individuals under 18 years of age. If you believe we have collected information from a minor, please contact us immediately.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer your information internationally, we ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy in the App and on the Website with a new “Last Updated” date
• Sending a notification through the App or via email
• Requiring acceptance of the new policy upon login (for significant changes)

Your continued use of the Services after changes constitutes acceptance of the updated Privacy Policy.

Third-Party Links and Services

The Services may contain links to third-party websites or services not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

Consent

By using the KBE AI App or the kbendo.org website, you consent to this Privacy Policy and agree to its terms.