Privacy Policy
This Privacy Policy describes how ChildShield (“the App”, “we”, “us”) collects, uses, and protects information when you use the ChildShield mobile applications for iOS and Android, and related sync services operated at childshield.cogence.ai.
ChildShield is a closed-loop pediatric follow-up tool intended for use by licensed healthcare professionals and authorized clinic staff. It is not a consumer social network or a patient-facing public app.
1. Who this policy applies to
- Clinicians and clinic staff who install and use the App
- Parents/guardians whose contact and child health follow-up details are entered by clinicians
If you are a parent and believe your information was entered in error, contact the clinic that used the App, or email us at the address below.
2. Information we collect
2.1 Information entered by clinicians
Depending on how the App is used, this may include:
- Patient identifiers (e.g. unique ID), child name, sex, dates of delivery and discharge
- Parent/guardian name and mobile phone number
- Pediatrician / orthopedic identifiers or names
- Clinical follow-up data related to DDH and hearing screening (e.g. severity, Barlow/Ortolani, hip click, family history, clinician notes, NICU stay flags)
- Prescription or clinical images captured or selected on the device
- Follow-up status, reminder schedule metadata, and message audit logs
2.2 Device and technical information
- Device identifiers used for sync (e.g. a locally generated device UUID)
- App version, crash or error information if you share diagnostics with support
- Standard server logs (IP address, timestamps, request paths) when the App syncs with our API
2.3 Information we do not collect by default
- We do not sell personal data
- We do not use advertising trackers or third-party ad SDKs in the App
- We do not access your contacts, microphone, or location except as needed for features you use (camera/photos for prescriptions; notifications for reminders)
3. How information is stored and processed
3.1 On-device storage
Primary clinical records are stored locally on the clinician’s device (on-device database). Access is limited to the person who controls that device and any unlock protections they configure on the phone.
3.2 Optional cloud sync
Where sync is enabled, selected records may be transmitted to ChildShield servers (e.g. hosted infrastructure associated with childshield.cogence.ai) to support backup, multi-device, or clinic workflows. Transmission uses HTTPS. Access to servers is restricted to authorized operators.
3.3 WhatsApp and phone calls
Reminder and confirmation flows may open WhatsApp or the phone dialer with a pre-filled message or number. Messages are sent only when the clinician confirms send in WhatsApp (or places the call). WhatsApp is operated by Meta Platforms; their privacy policy applies to use of WhatsApp. We do not receive WhatsApp read receipts through the App Store / Play Store build unless a separate business API integration is configured by the clinic.
4. Why we use information
- To enroll newborns and track DDH / hearing follow-up status
- To schedule local reminders and support clinician outreach to parents
- To show analytics (e.g. enrolled counts, missed follow-ups, risk bands)
- To sync or back up records when that feature is enabled
- To maintain security, prevent abuse, and improve reliability
- To comply with legal obligations
5. Legal bases (where applicable)
Depending on your jurisdiction, we process data based on legitimate clinical operations of the deploying clinic, consent obtained by the clinic where required, contract with the clinic/organization, and legal obligations. Clinics remain responsible for obtaining any required parental consent and for lawful processing of patient data under local health-privacy laws.
6. Sharing of information
We may share information only:
- With the clinic/organization that deployed the App
- With infrastructure providers who process data on our instructions (hosting, backups)
- With Meta/WhatsApp or telecom carriers when the clinician uses those apps to contact parents
- When required by law, regulation, or valid legal process
- In connection with a merger, acquisition, or asset transfer, with appropriate safeguards
We do not sell personal information.
7. Data retention
- On device: retained until the clinician deletes a record or uninstalls the App (OS may retain backups separately).
- On sync servers: retained for as long as needed for clinic operations, then deleted or anonymized according to clinic policy and applicable law.
- Server logs: typically retained for a limited operational period for security and troubleshooting.
8. Security
We use reasonable administrative, technical, and organizational measures (including HTTPS for API traffic and access controls on servers). No method of electronic storage is 100% secure. Clinicians should protect devices with a passcode/biometrics and avoid sharing unlocked devices.
9. Children’s privacy
The App is used by clinicians to manage pediatric follow-up. It is not directed at children for their own use. Child health information is entered by authorized adults for care coordination. We do not knowingly allow children to create accounts in the App.
10. International transfers
If you access the App or sync service from outside the country where servers are hosted, information may be processed in that host country. We take steps appropriate to the deployment to protect such transfers.
11. Your rights
Subject to local law, individuals may have rights to access, correct, delete, or restrict processing of personal data, and to object or withdraw consent where processing is consent-based. Parents should contact the treating clinic first. Clinicians/clinics may also contact us at the email below to request assistance with server-side data.
12. Permissions used by the App
- Camera / Photos: to capture or attach prescription images
- Notifications: to remind clinicians about follow-up touch-points
- Network: for optional sync and to open WhatsApp / web links
13. Third-party services
The App may interact with Apple App Store / Google Play services, device OS components, WhatsApp, and our sync API. Those services have their own terms and privacy policies.
14. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the App after an update constitutes acceptance of the revised policy where permitted by law.
15. Contact
For privacy questions about ChildShield:
Email: privacy@cogence.ai
Website: https://childshield.cogence.ai
This document is provided to support App Store and Google Play disclosure requirements. It is not legal advice. Clinics should review it with counsel for their jurisdiction.