Privacy Policy — FMU Postgraduate Residency Portal

1. Introduction

FMU Postgraduate Residency Portal is a postgraduate residency management system designed to support the administration, onboarding, training and academic management of postgraduate residents.

The platform is available through web and Android interfaces. Both interfaces connect to the same authorized backend and use the same institutional accounts, profiles, permissions and postgraduate training records.

Vexel Consultants is committed to protecting the privacy, confidentiality and security of information processed through the FMU Postgraduate Residency Portal.

This Privacy Policy explains what information may be processed, why it is required, how it is used and protected, and what options are available to users.

2. User Accounts

FMU Postgraduate Residency Portal does not provide public self-registration.

User accounts are created, assigned or authorized through the relevant institutional administration. Residents, supervisors, staff and administrators receive access according to their assigned institutional roles and permissions.

Users are responsible for keeping their login credentials confidential and should not share their account with other individuals.

3. Information We Process

Depending on the user's role and the functions available to them, the portal may process the following categories of information.

Personal and Contact Information

• full name
• email address
• mobile or telephone number
• CNIC or other institutional identification information where required
• profile information
• other contact or identification information required for institutional administration

Professional and Training Information

• PM&DC or other professional registration information
• institution
• postgraduate programme
• specialty
• department
• induction or training session
• training start and expected completion dates
• training year or stage
• current training status
• supervisor information and assignments
• academic or institutional registration information

Training and Academic Records

As relevant functions are made available, the system may process information such as:

• logbook records
• workshop status
• training activities
• assessments
• rotations
• research-related progress
• programme requirements
• supervisor reviews
• other postgraduate training records maintained by the institution

Documents

Users may upload documents required for postgraduate training, institutional verification or administrative review, including where applicable:

• synopsis documents
• workshop certificates
• registration documents
• training-related certificates
• research-related documentation
• other documents requested by the institution

Uploaded documents may contain personal, professional, academic or training-related information.

Authentication and Security Information

The portal processes information required to authenticate users and protect accounts, which may include:

• username or institutional login identifier
• authentication and session information
• security tokens
• login and access records

Authentication credentials are handled through secure application and server mechanisms. The Android application is not intended to store passwords in plaintext.

Technical and Operational Information

The system may process limited technical information necessary for security, troubleshooting, auditing and operation, such as:

• IP address
• date and time of requests
• application version
• server and security logs
• device or operating-system information where technically necessary

This information is not used for behavioral or third-party advertising.

4. How We Use Information

Information processed through the FMU Postgraduate Residency Portal is used for legitimate postgraduate training, institutional administration, security and system-operation purposes. This may include:

• creating and maintaining resident training profiles
• completing postgraduate onboarding
• verifying submitted information
• managing training status
• maintaining supervisor-resident relationships
• managing required documents
• monitoring completion of postgraduate training requirements
• maintaining logbook, workshop, academic, assessment or research information where enabled
• facilitating authorized supervisor and administrative review
• providing reminders and notifications
• protecting user accounts
• preventing unauthorized access
• troubleshooting technical problems
• maintaining audit and accountability records
• fulfilling applicable institutional, regulatory, accreditation or legal requirements

5. How Information Is Shared

FMU Postgraduate Residency Portal does not sell personal information.

The portal does not use personal information for third-party advertising.

Information may be accessible only to authorized persons or service providers where required for operation of the postgraduate training system. Depending on institutional roles and permissions, this may include:

• the resident to whom the information relates
• assigned supervisors
• authorized programme or departmental staff
• authorized institutional administrators
• technical system administrators who require access for legitimate operational purposes
• infrastructure or hosting providers required to operate the platform
• regulatory, governmental or legal authorities where disclosure is required by applicable law or institutional obligation

Access is intended to be role-based and limited according to the responsibilities of the authorized user.

6. Android App and Web Application

The FMU Postgraduate Residency Portal Android application and web application are two interfaces to the same postgraduate management platform.

Information entered through the Android application may therefore become available through the authorized web application, and information entered or updated through the web application may become available through Android.

This synchronization is necessary to maintain a single, consistent institutional postgraduate training record.

7. Device Permissions

The Android application requests access to device capabilities only when required for a user-selected function.

For example, document-related functionality may allow the user to select or capture a document through Android system facilities such as:

• camera
• photo or gallery picker
• document or file picker

Access is intended to be limited to the function initiated by the user.

The application is not designed to access unrelated contacts, messages, call records or other unrelated personal device information.

8. Data Security

Reasonable technical and organizational measures are used to protect information processed through the FMU Postgraduate Residency Portal. These measures may include:

• encrypted HTTPS communication
• authenticated access
• role-based authorization
• protected access to private documents
• server-side permission checks
• secure session management
• access logging and auditing
• restricted administrative access
• secure handling of authentication credentials and tokens

No electronic system can guarantee absolute security. The platform is designed, however, to restrict information access to authorized users and to protect institutional postgraduate training records against unauthorized access, alteration or disclosure.

Users should report suspected unauthorized access to contact@vexel.pk or to the relevant institutional administration.

9. Data Retention

Information may be retained for as long as reasonably necessary for:

• postgraduate training administration
• maintenance of institutional training records
• academic requirements
• regulatory or accreditation requirements
• audit requirements
• security
• dispute resolution
• applicable legal or institutional record-retention obligations

Different categories of information may therefore have different retention periods.

10. Correction and Deletion of Information

Users may request correction of inaccurate personal information through available portal workflows or through the relevant institutional administration.

Requests relating to account deactivation, personal information or deletion may also be submitted to contact@vexel.pk.

Where deletion is permitted, information may be deleted or anonymized as appropriate.

Certain information may need to be retained where it forms part of an official postgraduate training, academic, regulatory, institutional, audit or legal record.

Account deactivation therefore does not necessarily result in immediate deletion of every institutional postgraduate training record associated with the account.

11. Data Accuracy

Users are responsible for providing accurate information when completing or updating information available for user entry.

Certain official information, such as programme, department, training status, institutional assignment or supervisor relationship, may be controlled, assigned or verified by authorized institutional administration rather than being freely editable by the user.

12. Children

FMU Postgraduate Residency Portal is intended for postgraduate residents, supervisors and authorized institutional personnel.

It is not designed or directed toward children.

13. Third-Party Services and Infrastructure

The platform may use trusted infrastructure or technology providers where necessary to provide functions such as hosting, secure communication, storage, system delivery or notifications.

Such services are used only where required for operation of the platform.

If future versions introduce third-party services that materially change how personal information is processed, stored or shared, this Privacy Policy and relevant application-store disclosures will be updated accordingly.

14. Changes to This Privacy Policy

FMU Postgraduate Residency Portal will continue to develop and may progressively introduce additional postgraduate training functions, including additional Android application capabilities.

This Privacy Policy may be updated when new features are introduced, data-processing or security practices change, institutional or regulatory requirements change, or application-store requirements change.

The effective date shown at the beginning of the policy will be updated when material changes are made.

15. Contact

FMU Postgraduate Residency Portal
Developer: Vexel Consultants
Email: contact@vexel.pk
Website: https://vexel.pk/apps/fmu-pgr/
Privacy Policy: https://vexel.pk/apps/fmu-pgr/privacy/
Support: https://vexel.pk/apps/fmu-pgr/support/

Last updated: 3 September 2026