Effective date: 20 August 2025

CyberBiz Clinic Ltd. ("CyberBiz Clinic", "we", "our", or "us") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our websites, use our products and services—including LifeSync, CleanUp, and V‑Hub—and interact with us in other ways. If you do not agree with this Policy, please do not use our services. Where required by law, we will ask for your consent before collecting or processing your data.

1) Who we are

Controller: CyberBiz Clinic Ltd.

Registered/Mailing Address: Koidu City Library, 37 Council Road, Koidu City, Sierra Leone
Email: info.cbc.sl@gmail.com  |  Phone: +232‑72‑282‑292

Depending on the product and context, we may act as a data controller (we decide why/how personal data is processed) or a data processor (we process data on behalf of a third party, e.g., a hospital or clinic using LifeSync). When we act as a processor, the relevant institution’s privacy notice governs, and we process data as instructed by that institution.

2) Scope & applicability

This Policy applies to our public websites and pages (including any subdomains) and communications (email, SMS, chat); our platforms and apps: LifeSync (healthcare coordination and recommendations), CleanUp (waste collection logistics), V‑Hub (skills & opportunities platform); and other services we may launch. This Policy does not cover third‑party websites, apps, or services we do not control.

3) Personal data we collect

Data you provide to us

• Identity & contact: name, email, phone, postal address, organization, role.
• Account credentials: username, password, security questions, authentication logs.
• Profile & preferences: language, communication preferences, interests, skills, qualifications.
• Support & communications: inquiries, feedback, survey responses, call/chat recordings (where permitted by law).
• Transactions: service bookings, deposits/fees, refund info, billing address; limited payment tokens via PCI‑compliant providers (we do not store full card numbers).
• Content you submit: forms, documents, photos, audio/video, and other materials.

Product‑specific data

• LifeSync (healthcare): appointment details, symptoms/reason for visit, medical specialty requested, facility, preferred times, location; optional health info you provide (e.g., medications, conditions). We treat this as sensitive and apply additional safeguards. Where we integrate with hospitals/clinics, we may process identifiers assigned by them and status updates (booked, checked‑in, completed).
• CleanUp (waste logistics): pickup location, time windows, waste type/volume category, notes for driver, geolocation (if you enable it), and trip history.
• V‑Hub (skills & opportunities): resume/CV data, education, certifications, portfolio links, availability, and opportunity interactions.

Data collected automatically

• Device & usage: IP address, device identifiers, browser, OS, referring/exit pages, timestamps, pages viewed, features used, crash/diagnostics, performance metrics.
• Approximate location: derived from IP or, with permission, via device settings.
• Cookies & similar tech: essential functionality, analytics, preferences, and (where permitted) campaign measurement. See our Cookie Policy.

Data from third parties

• Service providers & partners: identity verification, fraud prevention, analytics, communications, and customer support tools.
• Healthcare providers & facilities (LifeSync): appointment confirmations, visit outcomes, and administrative notes; we do not access your clinical record unless explicitly authorized and necessary.
• Public/enterprise sources: professional profiles, company information, and sanctions/PEP screening where legally required.

4) Why we use personal data

• Provide and operate services (accounts, routing, scheduling, deposits, support).
• Safety, security, integrity (fraud prevention, authentication, monitoring abuse, incident response, auditing).
• Product improvement & research (analytics, testing, AI‑driven recommendations, QA) with privacy‑preserving techniques.
• Communications & marketing (service messages, updates, invitations, optional newsletters/promos—opt out anytime).
• Compliance & legal (regulatory reporting, tax/finance, enforcing terms, responding to lawful requests).
• Business operations (vendor management, accounting, audits, mergers/acquisitions or reorganization).

5) Legal bases (where applicable)

We rely on one or more of: contract performance, legitimate interests, consent (which you may withdraw at any time), legal obligations, and public interest where applicable.

6) How we share personal data

We do not sell personal information. We may share personal data with service providers (processors), healthcare providers/partners (LifeSync), government/regulators, in business transfers, at your direction, and as aggregated/de‑identified data. For jurisdictions like California, we do not knowingly “sell” or “share” personal information for cross‑context behavioral advertising. If that changes, we’ll update this Policy and offer a clear opt‑out.

7) Cookies & similar technologies

We use essential cookies to run our services and optional cookies for analytics and performance. Where required, we request your consent for non‑essential cookies. See our Cookies Policy and any in‑product consent banners to review providers and manage preferences.

8) Retention

• Account & profile: kept while active and for a reasonable period afterward (e.g., 12–24 months) for queries, audits, legal obligations.
• Operational records: (appointments, pickups, transactions) generally 3–7 years depending on legal requirements.
• Health‑related (LifeSync): retained only as needed for scheduling/coordination, then minimized or deleted unless legally required or instructed by a healthcare provider.
• Marketing preferences & consent logs: retained to honor choices and demonstrate compliance.

We may anonymize/aggregate data so it no longer identifies you and retain it for analytics and research.

9) International data transfers

Your information may be transferred to and processed in countries with different data protection laws. We implement appropriate safeguards (e.g., Standard Contractual Clauses) and require providers to protect your information consistent with this Policy.

10) Security

• Encryption in transit and at rest for sensitive fields.
• Access controls, role‑based permissions, least‑privilege principles.
• Network security, logging, and monitoring.
• Secure development practices, code review, vulnerability management.
• Staff training and confidentiality obligations.

No system is 100% secure. If we learn of a breach, we will notify affected users and regulators as required by law and take steps to mitigate harm.

11) Your privacy rights

Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing; to data portability; and to withdraw consent where processing is based on consent. EEA/UK residents may lodge a complaint with their data protection authority. California residents may request to know, access, correct, or delete personal information and opt out of any sale/share; we will not discriminate for exercising rights.

To exercise your rights, contact us (see Contact Us). We may request identity verification. Rights may be limited by law (e.g., to protect others’ rights or comply with obligations).

12) AI features, recommendations, and automated decisions

Some features (e.g., LifeSync triage suggestions or V‑Hub matching) use algorithms and machine learning to generate insights or recommendations. These features support—not replace—professional judgment and your own choices. Where required, we will provide meaningful information about the logic involved, allow you to opt out of profiling that produces legal or similarly significant effects, and offer a way to request human review.

13) Children’s privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. In regions with a higher age (e.g., 16 in parts of the EEA/UK), we obtain consent from a parent/guardian when required. If you believe a child has provided personal data without consent, contact us and we will take appropriate steps.

14) Third‑party links and integrations

Our services may contain links to third‑party sites and integrations (e.g., maps, messaging, payments). We are not responsible for their privacy practices. Review their policies before providing personal information.

15) Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will notify you (e.g., by email, a prominent notice on our site, or in‑app). The Effective date at the top indicates when this version took effect. Your continued use of our services after changes means you accept the updated Policy.

16) Contact us

CyberBiz Clinic Ltd.
Koidu City Library, 37 Council Road, Koidu City, Sierra Leone
Company registration number: SL070525CYBER25261
Date of incorporation: 7 May 2025
Registration authority: Corporate Affairs Commission, Sierra Leone
Email: info.cbc.sl@gmail.com
Phone: +232‑72‑282‑292

17) Product‑specific notices (Annex)

LifeSync (healthcare)

• Controller vs Processor: When LifeSync is used by a healthcare provider to manage its own patients, the provider is the controller and we act as processor. Where used directly by individuals to locate or book services, we act as controller for that processing.
• Data minimization: We collect only what’s required to schedule or route your request. We do not access your medical record unless you explicitly authorize it and it is necessary to provide the service.
• Recommendations: Health tips and triage are informational and are not a diagnosis or treatment plan. Consult qualified professionals.
• Location: For emergency routing and nearest‑facility suggestions, you can enable device location and disable it anytime in device settings.

CleanUp (waste logistics)

• Location & trip data: We process addresses and optional geolocation to coordinate pickups and optimize routes. Drivers may see pickup/drop details and contact info necessary to complete a job.
• Safety & compliance: Reports of unsafe or unlawful dumping may be shared with local authorities as required by law.

V‑Hub (skills & opportunities)

• Profiles: You control what appears on your profile (skills, certifications, portfolio). You can edit or delete your profile at any time, subject to caching or archival logs.
• Matching: We use algorithms to surface relevant opportunities. You can adjust preferences and opt out of marketing.

18) Jurisdiction‑specific information (summary)

• EEA/UK: We process personal data under the EU/UK GDPR. Legal bases are described above. We use SCCs or other lawful transfer mechanisms for international transfers. You may contact your local authority (e.g., ICO in the UK) to lodge a complaint.
• California (CPRA): We disclose the categories of personal information listed in Sections 3 and 6 for business purposes. We do not sell or share personal information for cross‑context behavioral advertising. You have the rights described in Section 11.
• Other regions: We comply with applicable local laws where we offer services. If a local representative or specific mechanism is required, we will provide details in‑product or update this Policy.

19) Glossary (plain language)

Controller/Processor

The controller decides why/how data is used; the processor acts on the controller’s instructions.

Personal data / personal information

Any information that identifies or can reasonably identify a person.

Sensitive data

Information such as health, precise location, or government IDs that requires extra protection.

Pseudonymization

Replacing identifiers with codes to reduce direct identification.

Standard Contractual Clauses (SCCs)

Contractual terms used to protect data transferred internationally.

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