Effective Date: March 05, 2026

1. Introduction & Scope

SmartDoctor Clinic (“we,” “us,” or “our”) is a data fiduciary committed to protecting your personal health information. This policy governs data collected through our appointment booking mobile application. By using the app, you consent to the practices described herein.

2. Information We Collect & How We Use it
We limit data collection to what is strictly necessary for booking appointments:
• Identity Information: Full name, age, and gender.
• Contact Information: Mobile number (for OTP and reminders) and email address.
• Health Metadata: Choice of medical specialty, preferred doctor, and optional “reason for visit” notes.
• No Precise Location: This app does not collect your precise GPS or real-time location data. Any branch selection is done manually by you.

In addition to identity and contact info, our app processes the following for AI-enhanced features:
What Data: Clinical documents, handwritten prescriptions, and lab reports manually uploaded by the user.
How We Collect It: Data is collected directly when you choose to upload files or input text into our clinical analysis tool.
Why We Use It: To digitize medical records and assist in clinical decision-making via automated analysis.

Data Collected: “Clinical documents, handwritten prescriptions, and lab reports uploaded by the user.”
How it is Used: “To digitize medical records and assist in clinical decision-making via automated analysis.”
Third Parties: “Jotform AI (and its sub-processors such as OpenAI).”
Data Protection: “All data is encrypted via TLS 1.2+ and is handled in compliance. Data sent to AI providers is not used to train their public models.”

3. Use of Information
Your data is processed solely for the following purposes:
• Booking Management: To schedule, confirm, and manage your medical appointments.
• Communications: To send automated appointment reminders via SMS, Push Notifications, or WhatsApp.
• Clinical Readiness: To provide the selected doctor with your name and reason for visit prior to your arrival.

4. Data Retention & Deletion
In accordance with the right to be forgotten:
• Account Deletion: You may initiate a request to delete your account and all associated personal data directly within the app’s Settings > Account menu.
• Web Deletion Request: If you have uninstalled the app, you can request data removal via our Web Deletion Portal.
• Processing Timeline: We will fulfill deletion requests within 30 days, except for records we are legally mandated to retain (e.g., medical history logs required for 10 years by healthcare law).

5. Security Safeguards
We implement “Techno-Legal” measures as required by Rule 6 of the DPDP Rules 2025:
• Encryption: All data is encrypted in transit using SSL/TLS and at rest on secure cloud servers.
• Access Control: Role-based access ensures only authorized clinic staff can view your booking details.
• Breach Notification: In the event of a data breach, we will notify you and the relevant Data Protection Board within 72 hours.

6. Third-Party AI Services & Data Protection
We do not sell your data. Sharing is limited to:
• Healthcare Providers: The specific doctor/clinic where you booked the appointment.
• Authorized Processors: Secure cloud hosting (e.g., AWS) and SMS gateways.

To provide advanced analysis, we share specific data with third-party processors:

Third-Party Service: Data is shared with Jotform AI (and its sub-processors such as OpenAI).

Confirmation of Data Protection:

Encryption: All data is encrypted via TLS 1.2+ during transit and at rest.
No Training Use: Data sent to AI providers is strictly for processing and is not used to train their public models.
Compliance: We maintain “techno-legal” measures as required by Rule 6 of the DPDP Rules 2025.

7. Your Rights
Under modern privacy laws, you have the right to:
1. Access: Request a copy of the data we hold about you.
2. Correction: Update inaccurate personal or contact details.
3. Withdrawal: Withdraw consent for future data processing at any time.

8. Contact Information
For any grievances or data-related queries, contact our Data Protection Officer (DPO):
• Email: [info@smartdoctorclinic.com]
• Address: 403, Vasista Apurva, Green Valley, Road no:3, Banjara Hills
Hyderabad-500034
• Grievance Redressal: We commit to resolving all requests within 90 days