Privacy Policy

Who we are

EM Hub provides emergency medicine exam preparation through this website and its candidate, faculty and administrator portals. EM Hub is responsible (the “controller”) for the personal data described here.

Legal entity, registered address and registration number: [to be confirmed]. Data protection contact: [to be confirmed]. Until those details are confirmed, send any question or request about your data through our contact page.

What we collect

Your account

Your name, email address and country.
Optional details you choose to give: your target exam, training grade and GMC number, and your study, notification and accessibility preferences — including whether you want our occasional content-update emails.
Your password, stored only as a salted one-way hash (Argon2). We cannot read your password, and neither can our staff.

Your learning activity

Practice sessions and mock exams: the questions you were given, your answers, flags, scores and timings.
Notes you write, questions and topics you bookmark, and your progress through topics and chapters.
Certificates issued to you: the name on the certificate, the course, the score and the date. Anyone with a certificate’s ID can check it on our verification page, which shows the holder’s name, the course, the date and whether it is valid — not the score.

Orders and subscriptions

What you bought and when: the course, plan length, price, VAT, any discount or promotion code, the order and invoice references, and the payment status (paid, declined or refunded).
The last four digits of the card used and the payment provider’s reference for the payment. See Payments.
Your subscription periods, and any extension (deferral) request with the reason you give for it.

Security records

Sign-in sessions: for each session, the IP address and browser (user agent) it was started from, and when it was created and last used. You can see and end your sessions in your account settings.
If you turn on two-step verification: an encrypted authenticator secret and your recovery codes (stored as one-way hashes).
Short-lived one-time codes for email verification and sign-in, and password-reset links. Short-lived counters, keyed by IP address or email address, that limit repeated attempts (for example password guessing).
An audit log of account and administrative actions — for example sign-ins, purchases, refunds, changes an administrator makes to an account — recording what happened, when, which account did it and from which IP address.

Enquiries

When you use the contact form we keep your name, email address, the topic you choose and your message, so we can reply.

Faculty members

If you write or teach for EM Hub, we also keep your public profile (name, qualifications, role, specialty, location, years of practice and biography), the courses you are assigned to and the content and files you upload.

How we use it

To create and run your account and give you access to the courses you have bought.
To mark your practice and mock exams, show your progress and analytics, and issue certificates.
To take payment, issue invoices and keep the financial records we are required to keep.
To keep accounts secure: sessions, two-step verification, limits on repeated attempts and the audit log.
To send the emails the service needs: verification codes, password-reset links, security notices (for example when someone tries to register with your address, or two-step verification is turned off on your account) and confirmations such as access being granted or your account being deleted.
To reply to enquiries and support requests.
To send content-update emails — only if you asked for them. You can turn them off in your settings.
Faculty on a course can see the names, progress and performance of the candidates studying it, to support their teaching. Our administrators can see account, order and subscription details to provide support.

The legal basis for each of these uses (for example, performing our contract with you, legal obligation or legitimate interests) is [to be confirmed].

Payments

Card payments are handled by our payment provider ([provider to be confirmed]). Your full card number, expiry date and security code are never sent to or stored by EM Hub: the checkout sends our server only the card’s last four digits, which we keep with the order so you and we can recognise the payment.

We do not sell your personal data, and we do not use advertising or tracking services. See our Cookie Policy.

We share personal data only with the service providers that help us run EM Hub — hosting, email delivery and payment processing — and only as needed for that purpose. The names of these providers, and where they process data, are [to be confirmed].

How long we keep it

We keep your account data while your account is open. Sign-in sessions end after a period without use (24 hours by default) and at the latest after a fixed lifetime (14 days by default). One-time codes and password-reset links expire within a short time.

Orders and invoices are financial records: we keep them for the period the law requires ([period to be confirmed]), even after an account is deleted.

When an account is deleted

Deleting an account (by you, or by us at your request) erases your personal data. We remove:

your name and email address, and your password;
your country, GMC number, training grade, target exam and all your preferences;
your two-step verification settings and recovery codes;
your notes, bookmarks and topic progress;
your sessions, and any pending codes, sign-in steps or password-reset links;
enquiries sent from your email address.

At the same time:

active subscriptions are cancelled and any pending extension request is closed;
your certificates are revoked and the holder name on them is replaced with “Deleted user”, so verification shows them as revoked;
a faculty profile is hidden and its details are removed.

Some records must be kept. They are de-identified — no longer linked to your name or email address:

the account record itself, marked as deleted, with a keyed one-way fingerprint of the former email address (the address itself is not kept), so that the account can never be signed in to again;
your orders and invoices, as financial records;
your answers to questions, so that question statistics shown to other candidates stay correct;
audit log entries about you, which keep what happened, when and by which account, but lose their details and IP addresses.

Your rights

Access: most of what we hold about you is shown in your portal — your profile, progress, results, certificates, subscriptions, invoices and sessions. To ask for a copy of everything, contact us.
Correction: you can update your name and profile details in your account settings, or ask us to correct anything else.
Deletion: candidates can delete their account in Settings → Security (“Delete my account”); this needs your password, and a current code if two-step verification is on. You can also ask us to delete your account. What is removed and what is kept is described above.
Emails: you can stop content-update emails at any time in your settings. Service and security emails can’t be turned off while you have an account.

Your further rights (for example to object, to restrict processing or to data portability) and the authority you can complain to are [to be confirmed]. To use any of your rights, contact us through the contact page.

Changes to this policy

This is a draft. When the final version is published this page and the date above will be updated. How we will tell account holders about later changes is [to be confirmed].