This policy explains what information FirmaSys handles, why, and the choices you have. FirmaSys is provided by Orient Innovations ("we", "us"). It applies to the FirmaSys web application at app.firmasys.com, the FirmaSys mobile apps, and this website.
The short version
- We cannot read your messages. Messages, files, voice memos and group names are end-to-end encrypted on your device. Our servers store and relay only encrypted data.
- We hold the account and scheduling information needed to run the service: your name, email, organization, role, schedules, and the devices that receive your notifications.
- We do not sell your information, show advertising, or track you across other apps or websites.
- FirmaSys is used through organizations (practices, hospitals, clinical groups). Your organization decides who has access and how long its communications are kept.
Who is responsible for your information
When your organization uses FirmaSys, it decides why and how its members' information is used, and we process that information on its behalf to provide the service. Questions about your organization's use of FirmaSys, including its record keeping, are best directed to your organization's administrator. For anything else, contact us (below).
Organizations that are covered entities or business associates under HIPAA should contact us about a business associate agreement before using FirmaSys with protected health information.
End-to-end encryption
Each person's encryption keys are created on their own device. Message content is encrypted before it leaves the sender's device, can be opened only by the members of the conversation, and is signed so recipients can verify who sent it. Your private keys are backed up only in a form protected by a recovery code that you keep; we cannot open it.
Each organization also holds its own records key, kept by its owners and administrators, so it can retain and review its own communications for compliance. When two organizations talk (for example a hospital and a practice), each keeps its own record. We do not have, and cannot obtain, the records key.
Because content is encrypted, our servers cannot search, scan or analyse it, and we cannot recover messages if you lose both your devices and your recovery code.
Information we handle
| Information | What it is | Why |
|---|---|---|
| Account | Name, email address, optional title, specialty and profile photo; your password (stored only as a secure hash) or passkey | To sign you in and show colleagues who you are |
| Organization | The organizations you belong to, your role, places of work, and settings such as email notifications | To give you access to the right people and features |
| Scheduling | Schedules, shifts, assignments, time off and swap requests; what an organization shares with others | To show who is on call and run schedules |
| Messaging metadata | Who is in a conversation, when messages were sent, delivered and read, urgent alert acknowledgements, call times and durations | To deliver messages and alerts and keep conversations in order |
| Encrypted content | Encrypted messages, files, voice memos and group names, which we cannot read | To store and deliver them |
| Keys | Your public keys, and your private-key backup encrypted with your recovery code | So colleagues can send you encrypted messages and you can restore on a new device |
| Devices | Notification tokens for your phone or browser and the device name you choose | To send you notifications |
| Security logs | Sign-ins, IP addresses, and actions such as records access | To protect accounts and provide an audit trail to your organization |
This website (firmasys.com) does not use cookies, analytics or tracking. The FirmaSys web application uses only the cookies needed to keep you signed in and protect forms.
Notifications
Notifications never contain message content. They say, for example, "New message" or "URGENT message – tap to acknowledge", with your organization's name. Notifications are delivered through Apple Push Notification service and your browser's push service.
Service providers
We use a small number of providers to run FirmaSys. They receive only what they need:
- Amazon Web Services: email delivery (Amazon SES), and encrypted off-site backups (Amazon S3). Backups are encrypted before they leave our servers.
- Cloudflare: domain name service and protection of web traffic.
- Apple and browser push services: delivery of notifications.
FirmaSys servers are located in the United States. Audio and video calls are relayed by our own servers when a direct connection is not possible; call media is encrypted and we do not record calls.
Sharing
We do not sell or rent personal information, and we do not share it for advertising. We disclose information only to provide the service as described here, to your organization as part of its administration of its own account, when required by law, or to protect the rights and safety of our users and the service. Even then, message content remains encrypted and unreadable to us.
Retention and deletion
Your organization decides how long its communications are kept. Account information is kept while your account is active. You can delete your account from the app (Settings, Delete my account) or by contacting us; your organization's own records of past communications may be retained by it as it requires. Backups are kept for a limited period and then deleted.
Your choices and rights
- View and update your name, title, specialty and photo in your profile.
- Turn email notifications on or off, mute conversations, and control push notifications on each device.
- Ask us for a copy of your account information, to correct it, or to delete it. Depending on where you live you may have additional rights, which we will honour as the law requires.
Security
Beyond end-to-end encryption, we protect FirmaSys with encrypted connections (TLS), access controls, audit logs, separation between organizations, and regularly tested backups. No system can be guaranteed perfectly secure; please keep your devices, passwords and recovery code safe and tell us about anything suspicious.
Children
FirmaSys is a professional service for healthcare organizations and is not intended for anyone under 18.
Changes
We will post any changes to this policy on this page and update the effective date. If changes are significant, we will tell organizations' administrators in advance.
Contact
Orient Innovations · FirmaSys
Email: [email protected]