Privacy Policy

ClinicAssist AI ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered voice receptionist platform at clinicassistai.online.

By using the Service, you consent to the data practices described in this Policy. If you do not agree, please do not use the Service.

This Policy complies with the Information Technology Act, 2000, the Information Technology (Amendment) Act, 2008, and applicable data protection regulations of India.

A. Information you provide directly:

• Account registration details (name, email address, clinic name)
• Billing information (processed securely by Razorpay or Dodo Payments — we do not store card details)
• Clinic configuration data (working hours, greeting messages, agent settings)
• Support requests and communications

B. Information collected automatically:

• Log data (IP address, browser type, pages visited, timestamps)
• Device information (device type, operating system)
• Usage analytics (features used, dashboard interactions)
• Cookies and similar tracking technologies

C. Information from your clinic operations:

• Voice call recordings and transcripts (for AI processing and quality assurance)
• Appointment booking data (patient name, phone number, appointment details)
• SMS communication logs
• Phone number usage and call metadata

D. Information from third parties:

• Google OAuth authentication data (name, email) if you sign in with Google
• Payment transaction data from Razorpay or Dodo Payments

We use the collected information to:

• Provide, operate, and maintain the Service
• Process subscriptions and payments
• Configure and operate your AI voice agent
• Send automated SMS notifications on your behalf to your patients
• Provide customer support and respond to inquiries
• Monitor and improve Service performance and reliability
• Send transactional emails (billing receipts, account alerts)
• Detect, investigate, and prevent fraudulent or unauthorized activity
• Comply with legal obligations

We do not sell, rent, or trade your personal information or your patients' information to third parties for marketing purposes.

We may share your information with the following categories of parties:

We may also disclose your information when required by law, court order, or government authority, or to protect the rights, property, or safety of ClinicAssist AI, our users, or the public.

Your data is stored on secure servers provided by Supabase (PostgreSQL database). We implement the following security measures:

• Encryption in transit (TLS/SSL for all data transfers)
• Encryption at rest for sensitive data fields
• Row-level security (RLS) policies ensuring clinic data isolation
• Regular security audits and access controls
• Multi-factor authentication support for admin access

While we implement strong security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your data.

We retain your data for the following periods:

• Active accounts: Data is retained for the duration of your subscription
• After cancellation: Data is retained for 30 days, then permanently deleted
• Call recordings/transcripts: Retained for 90 days unless you request earlier deletion
• Billing records: Retained for 7 years as required by Indian tax regulations

You may request early deletion of your data by contacting us at support@clinicassistai.online.

We use cookies and similar technologies to:

• Maintain your authenticated session
• Remember your preferences
• Analyze Service usage patterns

You can control cookie settings through your browser. Disabling essential cookies may affect Service functionality.

You have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal obligations)
• Portability: Request your data in a portable format
• Withdrawal of consent: Withdraw your consent to data processing at any time

To exercise these rights, contact us at support@clinicassistai.online. We will respond within 30 days.

The Service is not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us immediately and we will delete it.

Your data may be processed on servers located outside India (including US-based infrastructure providers). We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses and data processing agreements with our service providers.

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or in-app notification. The "Last updated" date at the top of this page reflects the most recent revision.

Continued use of the Service after updates constitutes acceptance of the revised Policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy Officer: