Privacy policy

Cliniqe is clinic management software made by TechBySoul, India. This policy covers the website cliniqe.in, the Cliniqe web app, the Cliniqe mobile app for clinic staff (Android and iPhone), and the Cliniqe Display app for waiting-room TVs. It explains what information we handle, why, and what you can ask us to do with it.

Clinics own their records

Clinics use Cliniqe to keep their patients' records. The clinic decides what is entered and who on its staff can see it; we store and process those records only to run the service for that clinic, and only on its instructions. In the terms of India's Digital Personal Data Protection Act, 2023, the clinic is the data fiduciary for its patients' information and we process it on the clinic's behalf.

If you are a patient and want to see, correct or remove your records, please contact your clinic. We will help the clinic do it.

What we handle

• Clinic and staff accounts: clinic name, address, GSTIN and branch details; each staff member's name, email, mobile number and role. Passwords are stored only as one-way hashes.
• Records the clinic enters: patients' names, contact details, date of birth, gender, ABHA number, medical conditions, allergies and notes, tooth chart findings, treatments, prescriptions, appointments, invoices and payments, and pharmacy and stock records. This includes health information.
• Trial requests from cliniqe.in: the clinic's name and the contact details you type in.
• Appointment requests sent from a clinic's own website: the name, phone number and message the visitor enters. They go to that clinic only.
• Technical logs: our servers keep standard request logs (such as IP address, time and the page or API address asked for) to keep the service secure and to fix faults.

We do not sell any of this, we do not show ads, and we do not use clinic or patient records for marketing.

The Cliniqe mobile app (Android and iPhone)

The app is for clinic staff. It needs a clinic code and a staff account that the clinic has created.

• It loads and saves the clinic's records through our servers over an encrypted (HTTPS) connection. Records are kept in the app's memory while you use it and are not saved to the phone's storage.
• On the phone it keeps your sign-in session in the phone's secure, encrypted storage (Android Keystore or the iPhone Keychain), plus the last clinic code you used and small display choices (for example 2D or 3D tooth chart). Signing out deletes the session.
• The only permission it asks for is internet access. It does not use the camera, microphone, location, contacts or files.
• It contains no advertising, analytics or tracking code.
• When you tap share or a WhatsApp button, the app hands the text (for example a prescription or appointment details) to the app you pick. Nothing is sent until you send it there.

The Cliniqe Display TV app

The Display app shows a clinic's waiting-room screen: token numbers being called, and any videos, pictures or text the clinic chose.

• Nobody signs in on the TV. The clinic pairs it once with a 6-letter code; the TV then keeps a device key and the screen's address on the TV itself. The clinic can unpair it at any time, after which the key no longer works.
• The screen shows token numbers and, only if the clinic switches it on, a short form of the patient's name (for example "Priya S."). It shows no other patient details.
• Spoken announcements are made by the text-to-speech engine installed on the TV.
• If the clinic adds a YouTube video, it plays from YouTube, which is covered by Google's own privacy policy.
• Permissions: internet and network status (to load the screen), start after the TV turns on, and display over other apps (only so the screen can come back by itself after a restart). It does not use a camera or microphone.
• It contains no advertising, analytics or tracking code.

Services we use

We share information only with services that help run Cliniqe, and only what each one needs:

• the hosting company whose servers run Cliniqe;
• an email delivery service, for sign-in details, invitations and appointment request emails;
• WhatsApp (Meta), only if the clinic turns on automatic WhatsApp messages: booking details, appointment reminders and bill details sent to the patient's number;
• Razorpay, when a clinic pays for its plan. Card and bank details are entered with Razorpay, not with us;
• browser notification services (from Google, Mozilla or Apple, depending on the browser), only for staff who turn on stock alerts. Those notifications contain medicine or supply names, never patient details.

We may also disclose information when Indian law requires it.

How we protect it

• Each clinic's records are kept in their own separate database.
• All connections to Cliniqe are encrypted with HTTPS.
• Staff see only what their role allows; visiting doctors see only their own patients.
• Every clinic is backed up on a schedule, and access to our servers and backups is limited to the people who run the service.

How long we keep it

We keep a clinic's records while the clinic uses Cliniqe. When a clinic stops, it can ask for a copy of its data and then ask us to delete it. We delete the clinic's database and files, and older backup copies are removed as they pass the backup retention period. Server logs are kept only as long as needed for security and fault finding.

Your choices

• Staff: ask your clinic's owner or administrator to correct or remove your account, or write to us.
• Patients: ask your clinic (see above).
• Clinic owners: write to us to get a copy of your clinic's data or to close and delete your clinic's account.
• How to ask for an account to be deleted, and what is deleted: delete your account.

Children

Cliniqe and its apps are tools for clinic staff, not for children. Clinics may keep records of patients under 18; collecting those records with a parent's or guardian's consent is the clinic's responsibility.

Changes

If we change this policy we will update the date at the top of this page, and tell clinic owners by email about important changes.

Contact and grievances

Questions, requests and complaints about privacy: info@techbysoul.com, phone +91 80891 20402. We reply within one working day and aim to settle every request within 30 days.