Privacy Policy

E-ChroniBook (Pvt) Ltd (“ChroniBook”, “we”, “us”) operates the ChroniBook electronic medical record platform under contract to the Ministry of Health and Child Care (MoHCC) of Zimbabwe. This Privacy Policy explains how we handle personal data — including protected health information — when you use the ChroniBook web application at chronibook.netlify.app and any connected facility deployments (together, the “Service”).

Health facilities and the MoHCC remain the controllers of patient records they create in the system; E-ChroniBook acts as the processor and infrastructure operator. Where this policy refers to “your organisation”, it means the health facility or ministry office that issued your account.

Account data. When your organisation registers you, we store your name, work email, role, institution, province, and a password hash (we never store plaintext passwords).

Clinical data. Patient demographics, encounters, diagnoses, prescriptions, laboratory results, vitals, admissions and related records that authorised staff enter into the system in the course of care.

Usage and security data. Authentication events, an activity log of the actions you take in the system (who did what, when, from which address), and error diagnostics. This auditing is a security requirement for a national health record system, not advertising.

Legal acceptance records. When you accept this policy or the User Agreement, we record the document version, a timestamp, and the network address used, so acceptance can be evidenced later.

• To provide the Service: authenticating you, showing you the patients and tasks your role permits, and storing clinical records.
• To keep the Service secure: session management, audit trails, intrusion and misuse detection.
• To meet legal and regulatory obligations of the health system, including MoHCC reporting and lawful records requests.
• We do not sell personal data, and we do not use patient data for advertising or tracking.

Patient records are confidential. Access is restricted by role and by province, every access is logged, and logs are reviewable by security officers. You may access patient information only for patients under your care or where your role and the law otherwise authorise it. Curiosity-driven access to records is a disciplinary and potentially criminal matter under Zimbabwean law.

Data is stored on infrastructure operated by or for E-ChroniBook within arrangements approved by the MoHCC. We apply defence-in-depth: hashed credentials, short-lived signed session tokens delivered in httpOnly cookies, TLS in transit, per-province database isolation, and full activity auditing. No system is perfectly secure; we monitor, patch, and investigate anomalies continuously.

Clinical records are retained in line with national health-records requirements. Account and audit data is retained while your account is active and for a reasonable period afterwards for security and legal purposes.

We use as few cookies as the product allows — currently exactly one:

We run no advertising, analytics, or third-party tracking cookies. Your cookie preference banner choice is stored locally in your browser only.

We share personal data only with: (a) the MoHCC and your employing facility as part of operating the national record; (b) infrastructure and security service providers bound by confidentiality obligations; (c) law enforcement or regulators where legally compelled. Any national-programme data exchange (for example with the national OpenMRS-based EHR) is governed by separate data-sharing agreements and is disclosed to patients through its own consent flows.

Subject to applicable law — including Zimbabwe’s Cyber and Data Protection Act — you may ask your organisation and us to: confirm what personal data we hold about you; correct inaccurate account data; and delete account data that we are not legally required to keep. Clinical records follow national health-records retention rules and cannot simply be deleted on request. To exercise these rights, contact your facility administrator or us at the address below.

We may update this policy as the Service evolves. Material changes bump the version shown at the top, and signed-in users are asked to accept the new version before continuing. Prior versions are retained on request.

Data protection questions: hello@chronibook.zw— marked “Data Protection”. For patient-record queries, start with the health facility that holds the record.