Privacy Policy

1. Data Controller

AnesthHub is a digital platform under the Theia Medical Collective brand.For the purposes of applicable data protection laws, including the General Data Protection Regulation (GDPR), the data controller responsible for AnesthHub is: Lia Isabel Fernandes Nunes, Lda., Portugal. In this Privacy Policy, “we”, “us” and “our” refer to the Data Controller. Theia Medical Collective is a brand and is not a separate legal entity or data controller. For privacy, legal or support questions, you may contact AnesthHub at: contact@anesthhub.com

2. Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you use the app: Account and profile data:

• name, if provided;
• email address;
• authentication information;
• user identifier;
• profile photo, if uploaded;
• age group, if provided;
• country of practice, if provided;
• professional role, degree or training level, if provided;
• years of professional experience, if provided.

App usage data:

• saved events;
• user preferences;
• selected filters or interests;
• interaction with app features.

Technical data:

• device type;
• operating system;
• app version;
• technical logs;
• error or crash information;
• approximate usage timestamps;
• IP address or other security-related technical identifiers, where generated by our infrastructure or service providers.

Communication data:

• messages or requests sent to AnesthHub;
• email address and content of communications when you contact us.

We do not intentionally collect patient data, clinical records, health data, medical case information or special categories of personal data through the app. Users should not submit patient-identifiable information or confidential clinical information through AnesthHub.

3. How We Collect Data

We may collect personal data when you:

• create an account;
• sign in to the app;
• create or update your profile;
• upload a profile photo;
• save or manage events;
• use app features;
• contact AnesthHub by email or through a contact form;
• access the app or website using a device connected to the internet.

Some technical data may be collected automatically to provide, secure and improve the service.

4. How We Use Personal Data

We may use personal data for the following purposes:

• to create and manage user accounts;
• to authenticate users;
• to create and maintain user profiles;
• to provide app features, including saved events;
• to personalize or improve the user experience;
• to respond to user requests or support messages;
• to maintain the security and reliability of the app;
• to diagnose technical errors or service issues;
• to improve the app, website and related services;
• to comply with legal obligations;
• to protect the rights, security and legitimate interests of the Data Controller, users or third parties.

5. Legal Bases for Processing

Where GDPR applies, we process personal data on the following legal bases: Performance of a contract: when processing is necessary to provide the app, account features and requested services. Legitimate interests: when processing is necessary to maintain, secure, improve and understand the use of AnesthHub, provided that such interests are not overridden by users’ rights and freedoms. Consent: where consent is required, for example for certain non-essential analytics, marketing communications or similar technologies. Legal obligation: where processing is necessary to comply with applicable laws or lawful requests.

6. Account and Authentication Data

When users create an account or sign in, we process account and authentication data to allow access to account-based features. Authentication may be provided through third-party authentication and infrastructure providers. These providers may process authentication credentials, tokens or related technical information as necessary to provide secure access to the account.Users are responsible for keeping their login details secure and for ensuring that the information provided is accurate and up to date. If a user requests account deletion, AnesthHub will delete or anonymize account-related personal data where appropriate, unless retention is required for legal, security or legitimate operational reasons.

7. Saved Events and User Preferences

We may process saved events, preferences and app interactions to provide user-specific features. Saved events are used only to provide the relevant functionality within the app and should not be considered a formal record of registration, attendance, accreditation or professional compliance.

8. Cookies and Similar Technologies

The AnesthHub mobile app does not use browser cookies in the same way as a traditional website. However, the app and website may use similar technologies, such as local storage, authentication tokens, device identifiers, technical logs or similar mechanisms, where necessary to provide, secure and improve the service. These technologies may be used to:

• keep users signed in;
• maintain security;
• remember preferences;
• enable app functionality;
• diagnose technical issues;
• understand basic usage of the app or website.

If we later use non-essential analytics, advertising technologies, marketing pixels or similar tracking tools, this Privacy Policy will be updated and, where required, users will be asked for consent.

9. Analytics and Performance Tools

We may use limited analytics or performance tools to understand how the app is used, identify errors and improve the service.Where possible, analytics will be configured in a privacy-conscious way. We do not use analytics to provide medical advice, evaluate clinical performance or make decisions about users. We do not use personal data to make solely automated decisions that produce legal or similarly significant effects on users. If additional analytics, advertising or marketing tracking tools are introduced in the future, this Privacy Policy will be updated accordingly.

10. Third-Party Service Providers

We may rely on third-party service providers to operate the app, website and related services. These providers may include services for:

• app development and deployment;
• hosting and backend infrastructure;
• authentication;
• database management;
• file and profile image storage;
• email communication;
• analytics;
• crash reporting;
• app distribution through Apple App Store or Google Play.

These providers may process personal data only as necessary to provide their services or as otherwise permitted under their own applicable legal obligations and privacy policies. Depending on the service concerned, a provider may act as a processor on our behalf or as an independent data controller for its own processing activities.

11. Third-Party Links

AnesthHub may include links to external websites, such as official event websites, registration platforms, scientific society pages or venue websites. AnesthHub is not responsible for the privacy practices, content, security or terms of those third-party websites. Users should review the applicable privacy policies and terms of those third parties before providing any personal data or making any payment through them.

12. Data Sharing

We do not sell users’ personal data. We may share personal data only where necessary:

• with service providers that help operate the app or website;
• to comply with legal obligations or lawful requests;
• to protect the rights, safety or security of the Data Controller, users or third parties;
• in connection with a future business transfer, restructuring, merger or similar transaction, subject to appropriate safeguards.

We do not share personal data with event organizers merely because a user views or saves an event within AnesthHub.

13. International Transfers

Some service providers used to operate AnesthHub may process data outside Portugal or the European Economic Area. Where personal data is transferred internationally, we will use appropriate legal safeguards where required by applicable data protection laws, such as adequacy decisions, standard contractual clauses or other lawful transfer mechanisms.

14. Data Retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy. Account data is generally retained while the user account remains active. If a user requests account deletion, we will delete or anonymize account-related personal data where appropriate, unless retention is required for legal, security or legitimate operational reasons. Technical logs and support communications may be retained for a limited period as necessary to maintain security, diagnose issues, respond to requests or comply with legal obligations.Deleted information may remain temporarily in restricted backup systems until those backups are securely overwritten or deleted in accordance with the applicable retention cycle.

15. Security

We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure. However, no digital service can guarantee absolute security. Users should also take appropriate steps to protect their accounts, devices and login credentials.

16. Users’ Rights

Subject to applicable law, users may have the right to:

• access their personal data;
• request correction of inaccurate or incomplete data;
• request deletion of their personal data;
• request restriction of processing;
• object to certain processing activities;
• request data portability;
• withdraw consent where processing is based on consent;
• lodge a complaint with a competent data protection authority.

Users may exercise their rights by contacting the Data Controller through AnesthHub at: contact@anesthhub.com Requests to exercise data protection rights are generally free of charge. We may need to request information reasonably necessary to verify the identity of the person making the request. In Portugal, users may also contact the Comissão Nacional de Proteção de Dados (CNPD), the Portuguese data protection authority.

17. Children

AnesthHub is intended for healthcare professionals, trainees and other users interested in anesthesiology-related educational events. AnesthHub is not directed at children and we do not knowingly collect personal data from children. If we become aware that it has collected personal data from a child without appropriate legal basis, we will take reasonable steps to delete that data where required.

18. No Patient or Clinical Data

AnesthHub is not intended to collect, store or process patient data, clinical records, case descriptions, identifiable health information or confidential medical information. Users must not submit patient-identifiable information or confidential clinical data through the app, website, contact forms or email communications. If such information is submitted inadvertently, users should contact us promptly so that appropriate action can be taken.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When changes are made, the “Last updated” date will be revised. If changes are material, we may provide additional notice where appropriate. Any updated version will apply from the effective date indicated in the Privacy Policy. Where a change requires consent under applicable law, consent will be requested separately. Continued use of AnesthHub does not, by itself, replace any consent that is legally required.

20. Contact

For privacy, legal or support questions, or to exercise data protection rights, please contact: AnesthHub contact@anesthhub.com. AnesthHub is operated by the Data Controller identified in Section 1 under the Theia Medical Collective brand.