Effective Date: 1stJun’ 2025
Last Updated: 1st Nov’ 2025

1. Who This Policy Applies To

This Privacy Policy applies to:

  • Licensed medical professionals and staff who subscribe to Clinicia
  • Clinics and hospitals using Clinicia’s services
  • Visitors browsing our website (https://clinicia.com)
  • Patients whose data is entered into the Clinicia platform by authorized medical professionals

2. Information We Collect

A. Information You Provide

When you register or use Clinicia, we collect:

  • Clinic and personal identification details (e.g., name, clinic name, email, phone number)
  • Professional details (specialty, license number, qualifications)
  • Billing and payment information (if applicable)
  • Patient records (entered by you or your staff):
    • Personal info: name, age, gender, contact
    • Medical history, clinical notes, diagnosis
    • Prescriptions, images, reports
    • Billing and communication records

B. Information Collected Automatically

We may automatically collect technical and usage data when you access our services, such as:

  • IP address
  • Device type and browser information
  • Date and time of access
  • App performance and crash logs
  • Usage behaviour within the software (for analytics and service improvements)

3. How We Use Your Information

We use the information collected to:

  • Provide you with access to and usage of Clinicia
  • Store and manage patient data securely
  • Generate prescriptions, invoices, case papers, reports
  • Facilitate appointment scheduling and reminders
  • Enable communication with patients (via WhatsApp, Email, SMS)
  • Improve platform features, performance, and security
  • Comply with legal obligations
  • Provide customer support and training
  • Send system alerts, updates, or marketing messages (you can opt-out anytime)

4. Data Storage & Security

  • All data is stored on secure, cloud-based servers with end-to-end encryption
  • Data is transmitted via SSL (Secure Socket Layer) technology
  • We perform regular backups, access control audits, and server monitoring
  • Only authorized users can access your data, based on roles assigned by the account administrator
  • We do not sell or trade any of your data to third parties

5. Patient Data Confidentiality

  • Clinicia does not own or control patient data entered by doctors or staff
  • You (the doctor/clinic) are the Data Controller for all patient information
  • It is your responsibility to ensure patient consent is obtained before entering or sharing their data
  • We act as a Data Processor, providing tools to manage, store, and secure that data

6. Data Sharing & Disclosure

We may share your data only in the following cases:

  • With third-party service providers (e.g., WhatsApp API, email delivery tools, payment gateways) strictly for service enablement
  • If required by law, court order, or regulatory authority
  • To enforce our Terms of Service or protect our rights
  • In case of a company merger, acquisition, or asset sale (you will be notified beforehand)

We do not sell your or your patients’ data.

7. Data Retention

We retain your data as long as:

  • You maintain an active Clinicia subscription
  • It is required for business, legal, or regulatory reasons
  • You haven’t requested data deletion (unless required to preserve for legal defence)

If your account is inactive or terminated, we retain your data for a period of up to [e.g., 3 months], after which it will be deleted or anonymized unless legally required otherwise.

8. Your Rights & Choices

You have the right to:

  • Access, update, or delete your personal information
  • Export your clinic’s data at any time
  • Restrict or withdraw your consent to non-essential communication
  • Request deletion of your account and associated data

To exercise any of the above rights, please contact us at contact@clinicia.com

9. Cookies & Tracking

Our website may use cookies to improve user experience, store preferences, and analyze traffic. You may choose to disable cookies via your browser, but some features may be limited.

10. Children’s Privacy

Clinicia is intended for use by licensed professionals. We do not knowingly collect personal information from children under 18 without parental or legal guardian consent.

11. International Users

While Clinicia primarily operates in India, your data may be processed or stored in secure cloud servers located globally. By using our services, you consent to this cross-border data transfer and processing.

12. Updates to This Policy

We may update this Privacy Policy from time to time. You will be notified of any significant changes via email or in-app alerts. The “Last Updated” date at the top will reflect the latest version.

13. Contact Us

For questions, concerns, or to report a privacy violation, please contact:

📧Email:contact@clinicia.com
📞Phone/WhatsApp:+91 8097700800
🌐Website:https://clinicia.com

✅ By using Clinicia, you acknowledge that you have read, understood, and agreed to this Privacy Policy.