KliniqOS is clinic software for doctors in India. This policy explains what data we handle, why, who helps us process it, and the rights you have. It applies to kliniqos.com, the early access form and the KliniqOS app, including patient data inside the app.
1. Who we are
KliniqOS ("KliniqOS", "we", "us") is based in Karnataka, India. Contact us at support.kliniqos@gmail.com.
2. Our role with your data
- Doctor and clinic data. For your account, sign-up and billing details, KliniqOS decides how the data is used. We are the Data Fiduciary under the Digital Personal Data Protection Act, 2023.
- Patient data. Patients are your patients. You, the doctor or clinic, decide why patient data is collected and are the Data Fiduciary for it. KliniqOS processes patient data only on your instructions, to run the service for you, as a Data Processor.
- Your responsibility as a doctor. You must tell patients that you use KliniqOS and get their consent before recording a consultation. KliniqOS will provide an in-app consent step to help you do this.
3. What we collect
From doctors and clinics
- Name, email, WhatsApp number, specialty, registration number, city, practice setting, clinic name and address
- Letterhead, stamp and signature images you upload
- Login and usage information: device, browser, IP address, pages used and error logs
- Details you submit through the early access form, and messages you send us
About patients, entered or captured by the clinic
- Name, phone number, age, sex and other details the clinic records
- Appointments, tokens, visit history and billing records
- Consultation audio, when the doctor records a visit
- Transcripts, notes, diagnoses, prescriptions and follow-up dates created from the visit
- Queries the clinic logs and replies the doctor writes
We do not knowingly collect data directly from patients through the website.
4. How we use it
- To run the service: booking, queues, recording and transcribing visits, drafting prescriptions and notes, billing, analytics and finance views for the clinic
- To review early access requests, create your account, verify you are a registered doctor and support you. Our team may contact you on WhatsApp about onboarding; these are messages from our staff, never automated broadcasts or marketing lists
- To keep the service secure, fix problems and prevent misuse
- To send service emails such as sign-in links and important updates
- To improve KliniqOS using usage statistics that do not identify patients
AI output is always a draft. The doctor reviews and confirms every prescription or note before it is used, and nothing clinical reaches a patient without the doctor's confirmation.
We do not sell personal data. We do not use patient data for advertising.
Model improvement. We will use a subset of consultation audio and transcripts to improve our speech and prescription models only where the clinic has opted in and the patient has consented.
5. Recording and transcription
When a doctor starts a recording, the audio is uploaded securely and sent for transcription. The transcript is then used to draft the prescription. Audio is deleted 30 days after the visit, unless it falls in a consented subset kept for model improvement.
6. Who processes data for us
We use these service providers to run KliniqOS. Each gets only what it needs for its task. Details from the early access form are not shared with our AI or messaging providers.
| Provider | What it does | Data involved | Where |
|---|---|---|---|
| Supabase | Database, file storage and sign-in | All account and clinic data | Singapore |
| Vercel | Hosts the website and app | Requests and logs | Singapore, with a global network |
| Sarvam AI | Speech-to-text | Consultation audio | India |
| Google (Gemini API) | Draft notes and prescriptions from transcripts | Transcripts | Google's global infrastructure |
| Resend | Sends service emails | Email address, email content | Resend's global infrastructure |
When WhatsApp messaging (Interakt, on Meta's WhatsApp Business API) and payments go live, we will add those providers here before switching them on.
We may also share data if the law requires it, or to protect the safety of a person or the service.
7. Transfers outside India
Some providers store or process data outside India, including in Singapore. We transfer data only as allowed under Indian law and use providers with recognised security standards.
8. How long we keep data
| Data | How long |
|---|---|
| Consultation audio | 30 days after the visit, then deleted (except consented model-improvement subset) |
| Patient records, prescriptions and billing | While the clinic's account is active, so the doctor can meet record-keeping duties |
| After a clinic closes its account | Export available for 30 days, then deleted within 90 days, unless the law requires longer |
| Doctor account data | While the account is active, then as required for tax and legal records |
| Early access requests not taken forward | Up to 90 days, then deleted |
9. Security
Data is encrypted in transit and at rest. Access is limited so each doctor sees only their own clinic's records. Staff access is restricted. No system is perfectly secure, so we will notify affected clinics and the Data Protection Board of India of a personal data breach as the law requires.
10. Your rights
Under the DPDP Act you can ask to access, correct, update or erase your personal data, withdraw consent (including consent to be contacted), and nominate someone to act for you. Email support.kliniqos@gmail.com.
Patients should contact their doctor or clinic first, since the clinic controls their records. We will help the clinic respond.
11. Children
KliniqOS accounts are for doctors only. Clinics may record data about patients under 18. In that case the clinic must get consent from a parent or guardian.
12. Cookies
We use only essential cookies to keep you signed in and secure. We do not use tracking cookies or third-party advertising scripts. If we add privacy-respecting analytics later, we will list it here first.
13. Grievance Officer
Grievance Officer, KliniqOS, Karnataka, India. Email: support.kliniqos@gmail.com. We will acknowledge complaints within 48 hours and aim to resolve them within 30 days. If you are not satisfied, you may approach the Data Protection Board of India.
14. Changes
We will update this page when our practices change and change the "Last updated" date. For significant changes we will tell doctors by email or in the app before they take effect.