Effective date: October 19, 2026
VitreOS (the website at vitreos.org and the VitreOS iOS and Android apps) is operated by HeliOS Med LLC ("we", "us"). HeliOS Med LLC is the controller of the personal information described in this policy. Contact: support@vitreos.org. Mailing address: c/o Harvard Business Services, Inc., 16192 Coastal Highway, Lewes, DE 19958, USA.
VitreOS is a surgical case logbook for ophthalmology fellows, faculty and training programs. It is for professionals aged 18 or over. It is not a patient-facing service.
VitreOS is a training logbook. It is not a medical device and does not provide medical advice or clinical decision support. Case logs are de-identified training records, not medical records. Do not enter patient identifiers: no patient names, medical record numbers, dates of birth, contact details or other information that could identify a patient, in any field, including free-text notes. The patient code field is for a de-identified code of your choosing. The app may warn you when a value looks like a name, but warnings will not catch every identifier. VitreOS is not offered as a HIPAA business associate service and does not enter into business associate agreements. You are responsible for following your institution's policies and applicable law.
| Data | What it includes | Why |
|---|---|---|
| Account and profile | Name, email address, role (fellow, faculty, program director, coordinator), program and training year or level. Optional profile details you add, such as title, specialty, certification status, license number, ASRS ID, program dates and a profile image link. | Create and run your account, program membership and sign-in. |
| Surgical case logs | Case date, diagnoses, procedures, your role, attending, location, a de-identified case code, complications, outcome and learning notes, and other logged requirements (such as presentations or conferences). | The core service: logging, search, export, statistics and reports. |
| Attending aliases | Attending names as typed on cases, and the links a program director makes between those names and faculty accounts. | Show faculty the cases they supervised. |
| Feedback, support and contact messages | Messages and suggestions you send, and replies. For the website contact form and emails to support we also keep your name, email address, IP address and browser user agent. Program inquiries and demo requests include the details you enter (program, institution, optional phone number). | Answer you, provide support, and prevent abuse of the form. |
| Invitations | The invitee's email address, the role and program they are invited to, an optional message from the inviter, and the invitation's status and dates. | Let a program invite fellows, faculty and staff. |
| Announcement views | Which announcements you opened, how many times, and when. | Check that important updates reach users (shown to system administrators). |
| Notification settings | Your push and email notification choices and your program's defaults. | Send only the reminders and notices you want. |
| Push tokens and device identifiers (mobile app) | Push notification token, platform (iOS or Android), app version, and a random per-install device ID generated by the app. It is not a hardware identifier and is lost on reinstall. | Deliver notifications to your device. |
| App presence (mobile app) | Per device: device ID, platform, app version, first and last time seen, and when you signed out. | Show program directors which members have the app and are signed in. |
| Break Room game scores | Your best score per game, with your name and your program name. | Leaderboards (see section 5). |
| Privacy requests | Your data export or deletion requests, your note, and their status. | Handle your requests. |
| Link clicks and last activity | When you open certain outbound links (for example OcuCase) and when you were last active. | Aggregate feature statistics for administrators. |
| Technical data | Sign-in cookies, IP address, browser and device type, and website performance and page-view statistics (see section 7). | Keep you signed in, secure and rate-limit the service, and improve the website. |
We do not collect your location, contacts, photos or microphone. The mobile app does not include advertising, tracking or crash-reporting SDKs. Face ID, Touch ID and fingerprint unlock, if you turn it on, happens on your device and we never receive biometric data. The app keeps an encrypted offline copy of your cases on your device so you can log without a connection.
We use your information to provide and secure VitreOS, to send administrative messages and the notifications you have enabled, to respond to you, to produce statistics and reports for you and your program, and to meet legal obligations. Where the GDPR or similar laws apply, our bases are: performing our contract with you (running your account and the service), our legitimate interests (security, abuse prevention, support, and improving the service), compliance with legal obligations, and your consent where we ask for it (for example push notifications on your device). We do not sell your personal information or use it for advertising.
We use these providers to run VitreOS. They process data on our behalf:
Website. We use cookies that are necessary for sign-in. The website also uses Vercel Web Analytics and Vercel Speed Insights to measure aggregate page views and performance. Vercel describes Web Analytics as not using cookies for visitor tracking or storing persistent identifiers; we use it for aggregate statistics, not to identify you, build advertising profiles or track you across other sites.
Mobile apps. The iOS and Android apps contain no analytics, advertising or crash-reporting SDK and do not track you across other companies' apps or websites.
We keep account and case data while your account exists. After a verified deletion request we complete deletion within 30 days. Copies in backups are purged within 90 days. We may keep aggregated, de-identified statistics that cannot identify you. If your program or institution has retention obligations for training records, or we must keep something to meet a legal duty or resolve a dispute, we will tell you what was kept and why. Push notification records are short-lived and cleaned up automatically.
We use access controls and row-level security so each user sees only the data their role permits, encrypted connections (HTTPS), and an encrypted offline cache on mobile devices. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
VitreOS is hosted in the United States. If you use it from elsewhere, your information is transferred to and processed in the United States, where data protection laws may differ from those in your country. Where required, we rely on appropriate safeguards such as standard contractual clauses offered by our providers.
You can ask us to give you a copy of your data, correct it, or delete your account and data. You can do this in the app (More, then Privacy and data), on the web at Privacy & your data, or by emailing support@vitreos.org. We may need to verify your identity first. See how to delete your account. Depending on where you live (for example California, the EEA or the UK) you may also have rights to object to or restrict processing, to data portability, and to complain to your local regulator. We will not discriminate against you for using these rights.
VitreOS is for professionals and is not for anyone under 18. We do not knowingly collect information from children. If you believe a child has an account, contact support@vitreos.org.
We may update this policy. We will change the effective date above, and tell you in the app or by email about material changes.
HeliOS Med LLC, c/o Harvard Business Services, Inc., 16192 Coastal Highway, Lewes, DE 19958, USA. Email support@vitreos.org or use our contact page.