Privacy Policy — Vexel MedSIMS

Effective date: 9 September 2026

This Privacy Policy explains how information is handled when you use the Vexel MedSIMS Android application and associated MedSIMS services.

Vexel MedSIMS is an institutional student information and academic management application developed and maintained by Vexel Consultants. Institutions using MedSIMS may provide accounts to their students, faculty members, staff and administrators.

By using Vexel MedSIMS, you acknowledge the practices described in this Privacy Policy.

1. Information We Process

The information available through Vexel MedSIMS depends on your institution, your role and the features enabled for your account.

Account and Identity Information

We may process information such as:

• Name
• Username
• Email address
• Institutional or student identifier
• User role
• Account status
• Other profile information maintained by your institution

Authentication Information

When you sign in, the credentials you enter are transmitted securely to the MedSIMS service for authentication.

The Android application does not store your password on the device.

The application may securely store authentication/session information required to keep you signed in and communicate with the MedSIMS service.

Academic and Institutional Information

Depending on your role and the services enabled by your institution, MedSIMS may process or display information such as:

• Programme and enrolment information
• Batch, class or academic placement
• Attendance records
• Assessments and examination information
• Marks and academic results
• Academic progress
• Transcripts
• Student requests
• Fee or payment information
• Institutional assignments or administrative information

Documents

Where document functionality is enabled, users may upload or access documents required for academic or administrative purposes.

Documents are processed only in connection with the relevant MedSIMS service and according to the permissions configured by the institution.

Technical and Security Information

The MedSIMS service may process limited technical information necessary for:

• Authentication
• Security
• Troubleshooting
• Service reliability
• Audit trails
• Prevention of unauthorised access

This may include timestamps, account activity, application requests, security events and relevant device or network information.

2. How We Use Information

Information processed through Vexel MedSIMS is used to:

• Authenticate users
• Maintain secure user sessions
• Provide authorised access to institutional services
• Display academic and administrative information
• Process academic and institutional workflows
• Maintain student and staff records
• Provide attendance, assessment and result services
• Support transcript and verification services
• Provide financial or fee-related services where enabled
• Maintain system security
• Maintain audit trails
• Diagnose technical problems
• Improve the reliability and operation of the service
• Meet institutional, regulatory and legal obligations

We do not use MedSIMS information for unrelated commercial profiling.

3. Role-Based Access

Vexel MedSIMS uses role-based access controls.

Users can access only those functions and records permitted by their institutional account and assigned role.

For example, a student may be permitted to view their own information, while authorised faculty or administrative staff may have access to information required to perform their institutional responsibilities.

4. How Information Is Shared

Personal and institutional information may be accessible to authorised personnel of the institution providing your MedSIMS account where this is necessary for academic or administrative purposes.

Information may also be processed by service providers that are necessary to operate the MedSIMS infrastructure, subject to appropriate security and confidentiality controls.

We may disclose information where required by applicable law, regulation, court order or lawful governmental request.

We do not sell personal information.

We do not sell or rent users’ personal or academic information to advertisers or data brokers.

We do not use personal academic records for third-party advertising.

5. Data Security

Vexel MedSIMS uses technical and organisational safeguards intended to protect user information.

These include measures such as:

• HTTPS-encrypted communication
• Secure authentication
• Role-based access controls
• Encrypted storage of sensitive session information on supported Android devices
• Restricted access to backend systems
• Audit logging
• Production security controls
• Access-control and permission enforcement

No electronic system can guarantee absolute security, but reasonable safeguards are used to protect information against unauthorised access, disclosure, alteration or destruction.

6. Data Stored on Your Device

The Android application may securely store information required to maintain your authenticated session.

Sensitive session credentials are stored using protected Android storage mechanisms.

Logging out clears locally stored authentication session information used by the application.

The application does not store your MedSIMS account password.

7. Data Retention

Institutional and academic records are retained according to the policies of the institution using MedSIMS and any applicable educational, regulatory, professional, legal or record-retention requirements.

Technical and security records may be retained for an appropriate period for security, auditing, troubleshooting and legal compliance.

Information is not retained longer than reasonably necessary for the purpose for which it is processed, except where continued retention is required by an institution or applicable law.

8. Account Creation and Account Deletion

Vexel MedSIMS accounts are generally created, issued or authorised by participating institutions.

The Android application does not provide independent public account registration.

Because an account may form part of an institution’s official academic or administrative records, requests to deactivate an account or delete associated information may need to be handled by the institution that issued the account.

Users may request account deactivation, correction or deletion of eligible information through their institution or through Vexel support.

Some information may need to be retained where required for:

• Official academic records
• Examination records
• Financial records
• Audit requirements
• Regulatory obligations
• Legal compliance

9. Your Rights and Choices

Subject to applicable law and institutional policies, you may request:

• Access to personal information associated with your account
• Correction of inaccurate information
• Updating of account information
• Deactivation of your account
• Deletion of information where deletion is legally and institutionally permitted

For official academic information, requests may need to be verified or approved by the institution responsible for the record.

10. Children’s Privacy

Vexel MedSIMS is intended for authorised users of participating educational and healthcare-education institutions.

The service is not designed as a consumer application directed specifically at children.

Where an institution provides access to a person under the age of majority, information is processed as part of that institution’s educational or administrative activities and according to applicable institutional and legal requirements.

11. Third-Party Services

MedSIMS may rely on infrastructure or service providers required to host, secure, maintain or deliver the application.

Where third-party services process information on behalf of MedSIMS, access should be limited to what is necessary to provide the relevant service.

Vexel MedSIMS does not permit third-party service providers to use institutional academic information for their own advertising purposes.

12. Permissions

The Android application requests only permissions required for features provided by the application.

Additional permissions may be introduced when new functionality is added, such as document selection, camera-assisted document capture or notifications. Any such permissions will be used only for the feature for which they are requested.

Users will be informed through the Android permission system where runtime permission is required.

13. International Processing

Depending on the hosting arrangements used by Vexel or a participating institution, information may be processed using infrastructure located outside the user’s immediate geographic area.

Appropriate safeguards will be applied where required by applicable law and contractual obligations.

14. Institutional Responsibility

Where MedSIMS is provided by a university, medical college or other institution, that institution remains responsible for determining which official student and staff information is entered into the system, who is authorised to access it, and how institutional records are maintained.

Vexel provides the software platform and associated technical services in accordance with the relevant deployment and service arrangements.

15. Changes to This Privacy Policy

This Privacy Policy may be updated when:

• Application functionality changes
• New services are introduced
• Data-processing practices change
• Security or infrastructure arrangements change
• Legal or regulatory requirements change

The updated version will be published on the Vexel website with a revised effective date.

Continued use of the service after an update is subject to the revised Privacy Policy.

16. Contact

For privacy, account or data-related questions concerning Vexel MedSIMS, users may contact Vexel Consultants through the official contact channels published at:

https://vexel.pk

For corrections or requests concerning official academic records, users should normally contact the institution that issued their MedSIMS account.

---

Application: Vexel MedSIMS
Android package: pk.vexel.medsims
Developer: Vexel Consultants
Service: https://sims.vexel.pk
Website: https://vexel.pk
Effective date: 9 September 2026