Privacy policy

Rotara is a clinical tracking tool used by health professions programs and their students. This page explains, in plain words, what Rotara keeps, who can see it and what control your program has.

The short version

• Your program's records belong to your program. Rotara uses them only to provide the service.
• Rotara does not store patient identifiers. The forms never ask for them.
• Nothing is sold, and there is no advertising or tracking.
• Your program can download its data to Excel at any time.

What Rotara keeps

• Account details: name, email, class, and role (student, Program Director, Clinical Coordinator or Faculty), as entered by the program.
• Clinical logs: what the student did, such as the kind of case or encounter, procedures, settings, dates, hours and the clinical site. Notes are free text, and every notes box reminds students not to add anything that identifies a patient.
• Clock in location: when a student taps Clock in or Clock out, Rotara reads the phone's location once to confirm which affiliated site they are at. It does not track location at any other time.
• Evaluations: preceptor ratings, comments, the preceptor's typed name and role, and any private comment to the program.
• Compliance records: dates and documents a student uploads, such as BLS cards or immunization records, and whether program staff have checked them.
• Activity records: a log of changes made by program staff, and the technical records any website keeps to stay secure and working.

No patient identifiers

Rotara is built to record clinical experience, not patient information. The log forms never ask for patient names, medical record numbers, dates of birth or other identifiers, and students are told not to enter them in notes.

Who can see what

• Students see their own records only.
• Staff see the records of their own program only. Each program's space is walled off from every other program by the database.
• Private preceptor comments are visible to program staff and never to the student, enforced by the database itself.
• Preceptors who sign by email link see only the one evaluation they were sent, and the link works once and expires.

FERPA and student records

When a school uses Rotara, its student records stay under the school's control. Rotara acts on the program's behalf, uses the records only to provide the service the program asked for, and does not disclose them to anyone else except the service providers listed below, who help run Rotara and are bound to protect the data. Rotara never sells student records or uses them for advertising.

Your data, any time

Program staff can download a whole class, one student or every evaluation to Excel, for any date range, whenever they like. Students can download their own numbers too. If a program stops using Rotara, it can export everything first and then ask for its records to be deleted.

Where the data lives

Rotara is hosted in the United States, and data is encrypted in transit and at rest. Rotara uses these service providers:

• Supabase for the database, file storage and sign in (United States, Oregon).
• Vercel to host the website.
• Resend to send account and notification emails.

Cookies

Rotara uses only the cookies it needs to keep you signed in. There are no advertising or analytics cookies, and fonts are served by Rotara itself rather than a third party.

Questions or requests

Students should contact their program first, since the program controls its records. Programs and anyone else can reach us through the contact form.