Privacy Policy
1. Introduction
Ukubona takes your privacy seriously. This policy explains what data we collect, how we use it, and your rights with respect to it. Ukubona is used by healthcare professionals globally, and this policy is written to meet the requirements of Nigeria's Nigeria Data Protection Regulation (NDPR) and general international best practices.
By using Ukubona's software or services, you agree to the practices described in this policy. If you do not agree, please discontinue use and contact hello@ukubona.cloud with any questions.
2. What Data We Collect
- Account data: If you create an account, we collect your email address and name.
- Usage data: Basic analytics such as page views and feature usage are collected anonymously to help us improve the product.
- DICOM and study data — desktop application: Files opened in the Ukubona desktop application are processed entirely on your local device. They are never transmitted to or stored on Ukubona's servers unless you explicitly initiate a collaboration session. Collaboration is always opt-in and requires a deliberate action to share a session link.
- DICOM and study data — web viewer (viewer.ukubona.cloud): Files uploaded to the web viewer are temporarily stored on our servers to enable in-browser viewing. These files are encrypted in transit and at rest. They are automatically deleted within 24 hours of your session ending, and in most cases are removed immediately when you close the session. They are not accessed by Ukubona staff except where strictly necessary to investigate a reported technical issue, and only with your consent.
- Device information: Operating system version and application version are collected to support update delivery and compatibility checks.
- Communications: Messages and emails you send to us are retained so we can respond to your inquiry.
3. Desktop Application vs. Web Viewer — A Clear Distinction
Ukubona offers two ways to view DICOM studies, and they have meaningfully different privacy properties:
- Desktop application (Windows): All image processing happens locally on your machine. Files you open from disk, a DICOM directory, or a PACS system are never uploaded to Ukubona's servers. The desktop app connects to the internet only for: account authentication, receiving software updates, and real-time collaboration sessions you explicitly initiate. If you work entirely offline or never share a session, no patient data leaves your device.
- Web viewer (viewer.ukubona.cloud): Because browsers cannot access files directly from a PACS or local network drive, files you open in the web viewer must be transmitted to our servers for rendering. We minimise the time this data exists on our infrastructure: files are deleted within 24 hours of your session closing, and in practice are removed within minutes. The web viewer is intended for occasional access and lightweight review; for regular clinical use we recommend the desktop application, which keeps all data local.
4. What We Do Not Collect or Do
- We do not sell your data to third parties.
- We do not use patient data for advertising.
- We do not use your study data to train AI models without your explicit consent.
- We do not share data with third parties except as strictly required for core functionality (such as cloud hosting infrastructure and email delivery services).
5. How We Use Your Data
- To provide and improve the application and related services.
- To send product updates that are relevant to your use (you may opt out at any time).
- To deliver support responses to your inquiries.
- To comply with applicable laws and regulations.
6. Data Retention
Account data is retained for as long as your account is active.
Desktop application: No patient or study data ever reaches our servers from the desktop application unless you explicitly use a collaboration feature. There is nothing for us to retain from local-only usage.
Web viewer: Files uploaded to the web viewer are deleted automatically within 24 hours of the session ending — typically within minutes. No manual action is required on your part.
You may request deletion of your account data at any time by contacting hello@ukubona.cloud. We will action your request within a reasonable timeframe.
7. Your Rights (NDPR and General)
You have the right to: access the personal data we hold about you, correct inaccurate data, request deletion of your data, and opt out of marketing communications. To exercise any of these rights, contact us at hello@ukubona.cloud. We will respond within a reasonable timeframe.
8. Third-Party Services
We use Google Analytics (configured with IP anonymisation) to collect basic usage metrics. We use standard cloud hosting infrastructure to operate our services. No personal or patient data is shared with third parties for advertising purposes.
9. Security
Data transmitted to and from Ukubona services is encrypted using TLS. Data stored on our servers is encrypted at rest. We follow industry security best practices and conduct periodic reviews of our security posture.
No system is completely secure. If you become aware of a security vulnerability or incident involving Ukubona, please contact us immediately at hello@ukubona.cloud.
10. Children
Ukubona is intended for use by healthcare professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.
11. Changes to This Policy
We may update this policy from time to time. Registered users will be notified of material changes by email. Continued use of Ukubona's services after notification of a change constitutes your acceptance of the updated policy.
12. Contact
For any privacy-related questions or requests, contact us at: hello@ukubona.cloud