1. Who we are
ClinicManagerPro is clinic management software provided by Apex Webmasters, [registered address to be added] ("we", "us"). This policy covers this website, clinicmanagerpro.com, and the ClinicManagerPro app at app.clinicmanagerpro.com.
We follow the Digital Personal Data Protection Act, 2023 (the "DPDP Act"), the Information Technology Act, 2000 and the rules made under them.
2. Two kinds of data, two roles
Your account data. When a clinic signs up, we collect details about the clinic and the people who use the app. For this data, we decide how it is used, so we are the Data Fiduciary.
Patient data. Clinics record their patients' details in ClinicManagerPro. The clinic decides what is recorded and why, so the clinic is the Data Fiduciary and we process that data only on the clinic's behalf and instructions, as its Data Processor. Patients should contact their clinic about their data. If a patient contacts us, we will pass the request to the clinic.
3. What we collect
- Account details: names, email addresses, phone numbers, roles and branches of the clinic's team.
- Clinic details: clinic name, addresses, GSTIN, logo and settings.
- Billing details: your plan, payments and GST invoices. Card and bank details are handled by our payment partner, Razorpay. We don't store full card numbers.
- Usage data: log-in times, device and browser type, IP address and error logs, used to keep the service secure and working.
- Website enquiries: what you send us through our contact and demo forms, or by email.
- Patient data, on the clinic's behalf: as described in section 2.
4. How we use it
- To provide, secure and support the app.
- To create accounts, process subscription payments and issue GST invoices.
- To reply to enquiries and demo requests.
- To send service messages, such as trial reminders, security notices and changes to these terms.
- To meet legal obligations, such as tax and accounting rules.
We don't sell personal data, and we don't use patient data for advertising or to train AI models.
5. Where your data is stored
App data is stored on servers in Mumbai, India. Some of our service providers may process limited data outside India, for example email delivery, only as allowed by law.
6. Who we share it with
We share data only with service providers who help us run ClinicManagerPro, under contracts that require them to protect it:
- Cloud hosting and database providers.
- Razorpay, for subscription payments and, if a clinic connects its own account, patient payment links.
- Email delivery providers.
- Website hosting and form tools. [confirm list of providers]
We may also disclose data when the law requires it, or to protect the rights and safety of our users or the public.
7. How long we keep it
We keep account data while your account is active. When an account closes, the clinic can export its data, and we delete it within 90 days unless the law requires us to keep it longer, for example invoices kept for tax purposes.
Patient data is kept and deleted as the clinic instructs.
8. Your rights
Under the DPDP Act you can ask to access, correct, update or erase your personal data, withdraw consent, and nominate someone to exercise these rights for you. Write to us at contact@clinicmanagerpro.com. We'll reply within the time the law requires.
9. Cookies
This website uses cookies needed for it to work, such as for forms and security. If we add analytics or advertising cookies, we'll ask for your consent first and update this policy.
10. Security
We use encryption in transit, access controls by role and branch, and invite-only team access. See our Security page for more.
11. Grievance Officer
If you have a concern about how we handle personal data, contact our Grievance Officer: [name of the Grievance Officer to be added], Apex Webmasters, [registered address to be added]. Email: contact@clinicmanagerpro.com.
If you're not satisfied with our reply, you can complain to the Data Protection Board of India.
12. Changes to this policy
We may update this policy. We'll post the new version here with a new date, and tell account holders about important changes by email.