SCRiBE Privacy Policy

Effective Date: July 30, 2026

Last Updated: July 30, 2026

1. Introduction

SCRiBE is an educational technology platform designed specifically for Emergency Medical Services (EMS) education and training.

SCRiBE provides tools that allow EMS students, instructors, and educational institutions to document, manage, evaluate, and verify educational activities including clinical experiences, field experiences, laboratory activities, simulations, patient encounters, skills, competencies, evaluations, and other components of EMS education.

Michigan Emergency Training Institute ("METI," "we," "our," or "us") respects the privacy of students, instructors, educational institutions, and other individuals who use SCRiBE.

This Privacy Policy explains how information is collected, used, stored, protected, and disclosed when an individual or organization uses SCRiBE.

By accessing or using SCRiBE, you acknowledge that you have read and understand this Privacy Policy.

2. SCRiBE Is an EMS Educational Platform

SCRiBE is intended for educational documentation and program administration.

The platform may be used by EMS educational programs to manage or document:

Clinical rotations
Field internship experiences
Laboratory activities
Simulation activities
Student patient encounters
EMS skills and procedures
Student competencies
Preceptor evaluations
Instructor evaluations
Student evaluations
Attendance
Clinical and field hours
Student progress
Course requirements
Graduation or completion requirements
Educational records
Program outcomes
Accreditation or regulatory documentation

SCRiBE is not an electronic patient care reporting (ePCR) system for actual EMS agencies and is not intended to serve as an official patient medical record.

SCRiBE records are educational records concerning the student's participation and performance in an EMS education program.

3. Patient Information and Prohibited Patient Identifiers

Students may document information about patient encounters as necessary to demonstrate educational experience, competency, and exposure to particular patient populations, conditions, complaints, procedures, or skills.

However, SCRiBE is designed so that patient encounters should be documented without information that directly identifies an individual patient.

Users must not intentionally enter protected health information or direct patient identifiers into SCRiBE.

Examples of information that should not be entered include:

Patient name
Street address
Telephone number
Email address
Social Security number
Medical record number
Health insurance or beneficiary number
Account number
Driver's license number
Patient photographs that identify the patient
Biometric identifiers
Any other information that directly identifies a patient

Students may instead document educationally relevant, non-identifying information such as:

Approximate patient age or age category
Sex, when educationally relevant
Chief complaint
General clinical presentation
Assessment findings
Vital signs
Procedures performed
Medications administered or observed
Clinical impression
Student participation
Patient disposition
Skills performed
Level of student involvement

Users are responsible for complying with their educational institution's privacy policies, clinical affiliation agreements, and applicable laws when documenting clinical or field encounters.

If prohibited patient-identifying information is discovered within SCRiBE, METI may remove, restrict, or otherwise secure that information.

4. Information We Collect

The information SCRiBE collects depends upon the user's role and how the platform is used.

Account Information

We may collect:

Name
Email address
Username or account identifier
School or educational institution
Course or cohort
EMS education level
Account role
Login and authentication information

Educational Information

SCRiBE may maintain educational records including:

Clinical experiences
Field experiences
Laboratory experiences
Simulation activities
Patient encounters
Skills performed
Procedures observed, assisted with, or performed
Competency records
Student evaluations
Preceptor evaluations
Instructor evaluations
Attendance
Clinical and field hours
Course progress
Assignment completion
Grades or performance information
Instructor comments
Student reflections
Remediation information
Completion status

Clinical and Field Experience Information

Students may document information regarding educational patient encounters.

This information is intended to describe the student's educational experience, rather than establish an identifiable medical record for the patient.

Technical Information

When SCRiBE is accessed, certain technical information may be collected automatically, including:

IP address
Device type
Operating system
Browser type
Application version
Login timestamps
Security events
Error logs
System activity
Feature usage

This information may be used to operate, secure, troubleshoot, and improve SCRiBE.

5. Location and Attendance Verification

Certain SCRiBE features may allow location information to be used to verify a student's presence at an approved clinical, field, laboratory, or educational site.

When location verification is enabled, SCRiBE may collect location information necessary to verify that a student is at or near an approved educational site.

Location information is used for legitimate educational and administrative purposes, such as:

Clinical attendance verification
Field internship attendance
Student check-in or check-out
Verification of clinical hours
Prevention of inaccurate or fraudulent attendance reporting

SCRiBE is not intended to continuously monitor a student's location outside of these functions.

Where required by the device or applicable law, location access will require user permission.

6. How We Use Information

Information collected through SCRiBE may be used to:

Provide and operate the SCRiBE platform
Maintain user accounts
Document EMS education
Track student progress
Verify clinical and field experiences
Document student competencies
Track required patient contacts
Track required skills and procedures
Generate educational reports
Allow instructors to evaluate students
Allow students to review their educational progress
Allow educational institutions to administer EMS programs
Support regulatory or accreditation requirements
Verify attendance and educational hours
Provide technical support
Detect unauthorized access or misuse
Maintain system security
Troubleshoot technical problems
Improve SCRiBE features and functionality
Comply with applicable legal obligations

7. Who Can Access Information

Access to SCRiBE information is based on a user's role and legitimate educational or operational need.

Depending upon the configuration of an educational program, information may be accessible to:

Students

Students may access their own educational records and information made available to them through SCRiBE.

Instructors and Authorized School Personnel

Authorized instructors, program directors, clinical coordinators, administrators, and other designated educational personnel may access student records when necessary to administer or evaluate the educational program.

Educational Institutions

The school or educational institution associated with the student's SCRiBE account may access educational records associated with its students and programs.

METI Technical and Administrative Personnel

Authorized METI information technology, administrative, security, and support personnel may access information when reasonably necessary to:

Provide technical support
Maintain SCRiBE
Investigate technical problems
Protect system security
Prevent fraud or unauthorized access
Restore data
Comply with legal requirements

Access by METI personnel is limited to personnel with a legitimate operational need.

8. Educational Institutions and Ownership of Educational Records

When SCRiBE is provided through an educational institution, the institution may control certain educational records created through the platform.

SCRiBE acts as the technology platform used to maintain and process those records.

Students should contact their educational institution regarding questions about:

Educational record corrections
Program requirements
Clinical documentation
Evaluations
Grades
Competency determinations
Graduation requirements
Release of educational records

METI does not independently modify academic evaluations, competency determinations, grades, or other educational decisions made by an educational institution except as authorized by the institution or necessary to correct a technical error.

9. FERPA and Student Educational Records

SCRiBE may store information that constitutes an educational record under the Family Educational Rights and Privacy Act ("FERPA") when used by an educational institution subject to FERPA.

Depending upon the relationship between SCRiBE and the educational institution, METI may act as a service provider or school official performing services on behalf of the institution.

Where FERPA applies, SCRiBE will process covered educational information in accordance with applicable contractual and legal requirements.

Educational institutions remain responsible for determining their own obligations under FERPA and other applicable student privacy laws.

10. HIPAA and Clinical Information

SCRiBE is designed for EMS education, not for maintaining identifiable patient medical records.

Users are instructed not to enter direct patient identifiers or other information that would unnecessarily identify an individual patient.

SCRiBE's patient encounter documentation is intended to capture de-identified educational information necessary to document a student's clinical experience.

Whether particular information is subject to the Health Insurance Portability and Accountability Act ("HIPAA") depends upon the circumstances in which that information was created, received, maintained, or transmitted and the entities involved.

Educational institutions, clinical sites, EMS agencies, instructors, preceptors, and students remain responsible for following applicable HIPAA requirements, organizational privacy policies, and clinical affiliation agreements.

SCRiBE should never be used as a substitute for an EMS agency's official patient care record or a healthcare organization's medical record system.

11. We Do Not Sell Student Educational Data

METI does not sell student educational records or SCRiBE clinical education data.

Student educational information is not provided to data brokers.

SCRiBE educational records are not used to create advertising profiles about students.

SCRiBE clinical and educational data is not used for third-party targeted advertising.

12. Service Providers

METI may use trusted third-party service providers to operate SCRiBE.

These providers may perform services including:

Cloud hosting
Database services
Authentication
Email delivery
Application monitoring
Security
Data backup
Payment processing
Technical infrastructure

These providers may receive access to information only as reasonably necessary to perform services on our behalf and subject to applicable contractual, privacy, and security requirements.

13. Disclosure of Information

METI may disclose information when reasonably necessary:

To the educational institution associated with the student
To authorized instructors or program administrators
To service providers operating SCRiBE
At the direction or authorization of the educational institution
With the user's consent
To comply with applicable law
To respond to valid legal process
To protect the security of SCRiBE
To investigate suspected fraud or misuse
To protect the rights or safety of users or others

Where permitted and appropriate, educational institutions may also use information maintained through SCRiBE to satisfy reporting, regulatory, accreditation, or program oversight requirements.

14. Accreditation and Regulatory Reporting

EMS educational institutions may be required to demonstrate student competency and program compliance to governmental, licensing, accrediting, or oversight organizations.

Accordingly, educational institutions may generate reports from SCRiBE for organizations such as:

State EMS regulatory agencies
Institutional regulators
Accrediting organizations
Program oversight organizations
Clinical or field affiliates
Other entities legally authorized to review EMS educational records

Whenever practical, reports should contain only the information reasonably necessary for the applicable educational or regulatory purpose.

15. De-Identified and Aggregate Information

METI may generate aggregate or de-identified information from SCRiBE data for purposes such as:

Evaluating platform performance
Improving EMS education tools
Identifying educational trends
Improving features
System planning
Research regarding EMS education
Program benchmarking

Such information will be structured so that it does not reasonably identify an individual student or patient.

METI will not attempt to re-identify information that has been properly de-identified except when necessary to test or validate the effectiveness of de-identification or as otherwise permitted by law.

16. Data Security

METI takes reasonable administrative, technical, and organizational measures designed to protect information maintained through SCRiBE.

Security measures may include:

User authentication
Role-based access controls
Encryption of data in transit
Encryption of stored data where appropriate
Secure cloud infrastructure
Access logging
System monitoring
Backup procedures
Restricted administrative access
Security updates
Incident investigation procedures

Users are responsible for maintaining the confidentiality of their login credentials.

Users should never share passwords or permit another person to use their SCRiBE account.

No electronic information system can guarantee absolute security. METI therefore cannot guarantee that unauthorized access or disclosure will never occur.

17. Data Retention

Educational records may need to be retained for extended periods due to institutional, regulatory, accreditation, licensing, or legal requirements.

SCRiBE may retain information for as long as reasonably necessary to:

Provide the Services
Maintain educational records
Meet school requirements
Support accreditation requirements
Satisfy regulatory requirements
Resolve disputes
Maintain security records
Enforce agreements
Comply with applicable law

The educational institution may establish additional retention requirements for records associated with its programs.

Information that is no longer required may be deleted, anonymized, or de-identified in accordance with applicable requirements and operational needs.

18. Account Termination and Student Access

A student's ability to access SCRiBE may change when:

A course ends
The student graduates
The student withdraws
The student's enrollment is terminated
The educational institution ends its relationship with SCRiBE
An account is suspended for security or policy reasons

Termination of a student's access does not necessarily require deletion of the student's educational records.

Records may continue to be retained by or on behalf of the educational institution when required for legitimate educational, accreditation, regulatory, contractual, or legal purposes.

19. Data Correction

Users should make reasonable efforts to ensure information entered into SCRiBE is accurate.

Students may be permitted to correct certain information directly.

Some records may become locked after:

Instructor approval
Preceptor verification
Submission
Course completion
Competency verification
Administrative review

Requests to modify locked educational records may require approval from the student's educational institution.

SCRiBE may maintain audit information concerning changes to educational records when appropriate.

20. Security and Privacy Incidents

METI will investigate suspected unauthorized access, disclosure, loss, or misuse of information maintained through SCRiBE.

When notification is required by applicable law or contractual obligation, METI will provide appropriate notification to affected organizations or individuals.

Educational institutions using SCRiBE agree to cooperate with reasonable investigation and response procedures involving security or privacy incidents affecting their accounts.

21. User Responsibilities

Privacy and security are shared responsibilities.

Users must:

Protect their login credentials
Access only records they are authorized to view
Avoid entering patient-identifying information
Follow applicable clinical-site privacy policies
Follow their educational institution's policies
Immediately report suspected unauthorized access
Use SCRiBE only for authorized educational purposes

Users must not attempt to access another user's account or records without authorization.

22. Children and Minors

SCRiBE is intended for individuals participating in EMS education programs and authorized educational personnel.

SCRiBE is not directed toward children for general consumer use.

If an educational institution enrolls a minor in an EMS education program, the institution is responsible for ensuring that the student's participation and use of educational technology complies with applicable law.

23. Cookies and Similar Technologies

SCRiBE websites may use cookies, local storage, session technologies, or similar technologies necessary to:

Authenticate users
Maintain secure sessions
Remember user preferences
Protect accounts
Diagnose technical problems
Measure platform performance

SCRiBE does not use student clinical or educational records for behavioral advertising.

24. Third-Party Links

SCRiBE may contain links to websites or resources operated by third parties.

METI does not control the privacy practices of independent third-party websites. Users should review the privacy policies of those services before providing information to them.

25. Business Transfers

If SCRiBE or METI is involved in a merger, acquisition, restructuring, financing, or transfer of assets, information associated with SCRiBE may be transferred as part of that transaction where permitted by law.

Any successor responsible for SCRiBE information will remain subject to applicable legal, contractual, and privacy obligations concerning that information.

26. Your Privacy Rights

Depending upon applicable law and the nature of the information involved, users may have rights to request:

Access to certain personal information
Correction of inaccurate personal information
Deletion of certain personal information
A copy of certain personal information
Restriction of certain processing

Some requests involving educational records must be submitted through the user's educational institution.

Certain records cannot be deleted when retention is required for legitimate educational, regulatory, accreditation, contractual, security, or legal purposes.

METI may take reasonable steps to verify the identity and authority of an individual making a privacy request.

27. No Sale or Targeted Advertising of Educational Data

METI does not sell SCRiBE student educational records.

METI does not sell de-identified patient encounter records.

METI does not use student clinical records, evaluations, grades, competencies, or patient encounters to target advertisements to students.

METI does not permit third-party advertisers to access SCRiBE educational records for advertising purposes.

28. Changes to This Privacy Policy

METI may update this Privacy Policy as SCRiBE evolves, as our privacy and security practices change, or as applicable laws and regulations change.

The effective date displayed at the beginning of this Policy indicates when the Policy was most recently revised.

Material changes may be communicated through SCRiBE, by email, through the associated educational institution, or through another appropriate method.

29. Contact Us

Questions regarding this Privacy Policy, privacy practices, or SCRiBE data may be directed to:

Michigan Emergency Training Institute (METI) SCRiBE Privacy & Support

Novi, Michigan United States

Email: privacy@scribeems.com

Website: This SCRiBE application (contact via email above)

Students with questions specifically concerning their educational records, evaluations, grades, clinical requirements, or program decisions should first contact their educational institution.

Our Privacy Commitment

SCRiBE was created for EMS education.

Our approach to privacy is built around a straightforward principle:

Collect what is necessary for EMS education. Protect it appropriately. Limit access to those who need it. Do not sell student educational data. Do not use clinical education records for targeted advertising. Do not collect patient-identifying information when it is not necessary.

SCRiBE exists to document the student's education — not the patient's identity.