This policy explains how Med Services Ltd (company number 14915054, registered office 52A Cherwell Street, Oxford, OX4 1BG) collects and uses your personal data when you use WardRun. We are the data controller for the purposes of the UK GDPR and the Data Protection Act 2018. Contact: playwardrun@gmail.com.
| Data | Purpose | Lawful basis |
|---|---|---|
| Email address, password hash | Account creation, login, account recovery | Contract |
| Display name, medical school, year of study | Leaderboards, school rankings, personalisation | Contract |
| Verification email (e.g. .ac.uk) | Confirming you are a medical student | Contract |
| Answers, scores, streaks, study history, question flags | Running the game, tracking your progress, adaptive learning (Leitner) | Contract |
| A record of each answer: the question, the option you picked, whether it was right, how long you took, and your medical school and stage at the time (for guests, the school you picked, if any) | Improving questions and producing anonymous statistics, such as how many players get each question right | Legitimate interests |
| Playing a Grand Round: the name you enter, a random token that remembers your phone for that room, and your answers, score and place. If you sign in, your WardRun username and a link from the room to your account. | Running the live quiz, showing results on the host's screen, and saving your result when you ask | Legitimate interests (guests), Contract (signed-in players) |
| Hosting a Grand Round: the rooms you open, their settings and reports | Running what you host and showing you how it went | Contract |
| Acceptance of Terms, Medical Disclaimer, Privacy Policy (timestamp + version) | Demonstrating consent and compliance | Legal obligation, legitimate interests |
| Subscription status, Stripe customer ID, last 4 of card (via Stripe only — we never see full card details) | Processing payments, managing subscriptions | Contract |
| IP address (for security and rate limiting only — see §6), device/browser info, error logs | Security, fraud prevention, debugging, rate limiting | Legitimate interests |
A host runs a live quiz and the room answers on their phones. Anyone with the room code can join, with or without a WardRun account; guests give a name, never an email. Your name, score and place can appear on the host's screen, which may be shown in a lecture theatre or on a livestream, so pick a name you are happy for others to see. The host sees how the whole room answered each patient, never which answer you picked. To stop abuse, we count how many times each network address joins.
WardRun does not intentionally collect health data about you. Please do not submit personal health information in feedback or flagged questions.
We use only strictly necessary cookies (for login sessions and security). We do not use advertising cookies.
For analytics we use Plausible Analytics (EU-hosted, cookieless). Plausible records aggregate usage data only — pages visited, country, device class, referrer — and stores no personal identifiers and no cookies. Because Plausible is cookieless and does not track individuals across sites, no consent banner is required under UK GDPR / PECR. See §4 for the full processor list.
We also count visits ourselves, in the same way. When a page on wardrun.com loads, it sends our server (Supabase, EU) the page address, the site that linked to it, the width of your browser window and your device's time zone; when you leave, it sends how long the page was open in front of you and how far you scrolled. Our server turns your IP address and browser details, together with a random value that changes every day, into a code that cannot be reversed. It stores that code with the page, the linking site, your country (worked out from your device's time zone), device type, browser name and operating system, and discards the IP address. The day's random value is deleted after midnight (UTC), after which the code cannot be linked to you or to your visits on any other day. This counter stores nothing on your device and sets no cookies.
We use the following processors, all of whom are bound by data-processing agreements:
We do not sell your personal data. We do not use your data to train machine-learning models, and we do not share it with advertisers.
Where data is transferred outside the UK/EEA (e.g. to Stripe, Apple or Google in the US), we rely on UK-approved transfer mechanisms including the UK International Data Transfer Agreement, the EU Standard Contractual Clauses with the UK Addendum, or adequacy decisions.
Under UK GDPR you have the right to:
Email playwardrun@gmail.com to exercise any of these rights. We will respond within one month.
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk, 0303 123 1113).
WardRun is not intended for anyone under 16. We do not knowingly collect data from children under 16. If you believe a child under 16 has created an account, email us and we will delete it.
We encrypt data in transit (TLS) and at rest (Supabase-managed encryption). Passwords are hashed (never stored in plaintext). Access to production data is limited to Med Services Ltd staff on a need-to-know basis. No system is perfectly secure; if we become aware of a breach affecting your data we will notify you and the ICO as required by law.
If we make a material change we will notify you by email or in-app and require you to re-accept where legally necessary.
Med Services Ltd
52A Cherwell Street
Oxford, OX4 1BG
playwardrun@gmail.com