Privacy Policy

1. Overview

ColdGuard is a vaccine cold-chain monitoring platform operated by a student team from the University of Mines and Technology in Tarkwa, Ghana. This Privacy Policy describes how we collect, use, store, and share information when you visit `coldguard.org` , use the ColdGuard mobile app, or interact with a ColdGuard device enrollment link.

2. Privacy at a Glance

• We collect only the account, device, and operational data needed to authenticate users and run the ColdGuard service.
• If you use Google Sign-In, we receive basic account information needed to identify you and let you access the service.
• We do not sell Google user data or personal information.
• We may share data with infrastructure providers, linked institutions, and legal authorities only when needed to operate or protect the service.

3. Information We Collect

We may collect the following categories of information:

• Account and sign-in data: name, email address, profile identifier, and authentication details provided through Google Sign-In and Firebase Authentication.
• Hardware and telemetry data: Mean Kinetic Temperature (MKT) readings, power status, battery state, door events, timestamps, and synchronization events from the ColdGuard monitoring device.
• Institutional and operational data: the clinic, school, health facility, or institution linked to your account, plus related monitoring records.
• Technical usage data: limited browser, device, and diagnostic information needed to secure the service, troubleshoot issues, and improve reliability.
• Communications: information you provide when you contact us directly.

4. How We Use Information

We use information to:

• authenticate users and manage access to the platform;
• associate users with the correct institution or monitoring environment;
• synchronize hardware logs and temperature records with the dashboard;
• notify users of operational issues, safety concerns, or service updates;
• secure, maintain, and improve the performance of the project;
• comply with legal obligations when required.

5. Google Sign-In and Authentication

If you sign in with Google, ColdGuard receives basic account information necessary to identify you and operate your account, such as your name, email address, and authentication tokens or identifiers processed through Firebase Authentication. We use this information only to authenticate you, provide access to the service, link your account to institutional records, and secure platform. We do not sell your Google account information, and we do not use it for advertising.

6. Data Sharing and Disclosure

We do not sell personal information. We may share data only in the following limited circumstances:

• with the institution, organization, or authorized administrators connected to your account so they can review monitoring records;
• with service providers that help us operate the platform, such as authentication, hosting, storage, and synchronization infrastructure;
• when disclosure is required by law, regulation, legal process, or valid governmental request;
• when necessary to protect the safety, rights, or integrity of users, institutions, or the ColdGuard platform.

7. Data Retention

We retain information for as long as reasonably necessary to operate the platform, maintain institutional monitoring records, support troubleshooting, meet academic project requirements, and comply with applicable legal obligations. Retention periods may vary depending on the type of information and the needs of the associated institution or project deployment.

8. Data Security

We use reasonable administrative, technical, and organizational measures to protect information, including authenticated access, managed cloud services, and controlled synchronization workflows. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Children's Privacy

ColdGuard is not intended for unsupervised use by children. We do not knowingly collect personal information directly from children for consumer use. If you believe information has been provided to us in error, contact us and we will review the request.

10. International Access

ColdGuard may be accessed from different countries. By using the platform, you understand that information may be processed in systems or services operated outside your local jurisdiction, subject to the safeguards and practices described in this policy.

11. Your Choices

You may contact us to request account assistance, correction of inaccurate information, or deletion review where appropriate and technically feasible. Some information may need to be retained for security, institutional, or legal reasons.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the platform, project scope, legal obligations, or operational practices. The updated version will be posted on this page with a revised last-updated date.

13. Contact

Questions about this Privacy Policy or how information is handled may be sent to either of the public ColdGuard contacts below.

• rexbabel48@gmail.com
• nchorkevin3@gmail.com