Security and Privacy · November 2026
How we protect hospital scheduling data
We take data privacy seriously. iSchedule.MD provides scheduling for hospital anesthesia departments. We collect only scheduling information and protect it with industry-standard safeguards that we review and improve continuously.
Download PDFAccess control
- Passkey or password sign-in; lockout after repeated failures; session time-outs.
- Every request is checked on the server for the user's role and hospital: each hospital sees only its own data.
- Administrative access is limited, time-bound and recorded.
Accountability
- Changes are logged with who made them and when.
- When an administrator acts on a user's behalf, the log records the real person.
- Logs are kept centrally for 12 months.
Data protection
- Encrypted in transit (HTTPS) and at rest.
- Passwords stored only as strong one-way hashes.
- Test environments use fictional data only.
Infrastructure
- Hosted on Amazon Web Services behind a web application firewall.
- Security patching and nightly dependency scanning.
- Production changes are reviewed, tested and can be rolled back.
Monitoring
- Security alerts and automated detection of unusual or bulk access.
- Server health alarms that alert if monitoring itself stops.
Backups and recovery
- Daily backups copied to a second region and locked against deletion.
- Restore procedure tested regularly (latest test: full restore in about 10 minutes).
Incidents
- Written breach response process and incident response plan.
- Written security policies and a privacy impact assessment (adopted November 2026).
- Notification to the hospital as required by PIPEDA and our agreement.
Privacy
- We act as a service provider under PIPEDA (and PHIPA where it applies).
- We never sell data or use it for advertising.
- AI features send the minimum needed, with names removed; nothing is retained.
Hospital file uploads
- Hospitals send their OR and schedule files automatically by secure file transfer to our server.
- Each hospital has its own transfer account, locked to its own folder; a file can only ever reach that hospital's schedule.
- New files are picked up within about a minute, checked, and published only to that hospital; upload times are monitored and a missed upload raises an alert.
- Hospitals send us case information for scheduling only: the date, room, surgeon, start time, patient age and procedure. Patient names, health card numbers, chart numbers and contact details are not requested and are not needed; if one appears in a hospital's free-text notes, we remove it and ask the hospital to correct the source.
Underway and planned
| Primary hosting in Canada (AWS Montreal): move scheduled for November 10, 2026 | Scheduled today |
| Application keys moved into a managed secrets vault | In progress |
| Automatic removal of patient identifiers from hospital free-text notes | In progress |
| Internal security testing: review of every endpoint and a test-environment scan | In progress |
| Quarterly access reviews and incident-response exercises | Planned |
| Ongoing internal security testing | Planned |
Questions about security or privacy: admin@ischedule.md. This overview describes our practices as of November 2026 and is updated as they improve; detailed answers to hospital security questionnaires are available on request.