ClinicFlow AI provides software for outpatient clinics. This Privacy Policy explains how information is handled when clinics and their authorised users use the service, and how information is processed on behalf of clinics.
It should be read together with the applicable Terms of Service and any commercial agreement. It describes current data-handling practices in the product and is subject to legal review.
Two kinds of information
This policy distinguishes between information about the clinic and its users, and information about patients that a clinic enters into the service.
- Clinic and account information — details about the clinic, its Clinic Admin, doctors, front desk staff and other authorised users.
- Patient and visit information — the records a clinic creates and enters when it registers patients, bills visits and procedures and takes payments.
The clinic decides what patient information to collect and who may see it. ClinicFlow AI processes that information in order to provide the service.
Where terms such as “data fiduciary” or “data processor” are used, they describe the intended product relationship. The actual legal roles of the clinic and of ClinicFlow AI depend on applicable law and on the clinic’s own circumstances.
Information we collect
Clinic and account information, which may include:
- clinic name and configuration
- Clinic Admin and user names
- email address and mobile number
- account and system emails sent to users, such as sign-up verification codes
- authentication data, including password credentials in hashed form
- subscription and plan information
- clinic branding, such as an uploaded clinic logo
Patient and visit information entered by the clinic, which may include:
- patient name and patient number
- age and sex
- mobile number, and address where the clinic records it
- visit and token information
- the doctor the visit is recorded against
- procedures ordered, performed and collected
- payments, receipts, refunds and follow-up information
Clinical consultation records, such as complaints, diagnoses and prescriptions, are not part of the current ClinicFlow release. If a future module records them, this policy will be updated before that module is made available.
Operational and security information, which may include:
- audit records of important actions, such as refunds, approvals and account changes
- staff shift records, such as opening cash, counted cash and settlements
- the secure backup files and readable exports a Clinic Admin downloads
- sign-in and session information
- rate-limiting records used to detect repeated attempts
- error and diagnostic information needed to operate and protect the service
ClinicFlow AI does not use advertising trackers or third-party analytics scripts, and does not build advertising profiles from clinic or patient information.
How information is used
Information is used to operate the service, including to:
- create and manage clinic accounts
- authenticate users and manage role-based access
- register patients and manage visits
- record consultation fees, visit history and follow-ups
- order, record and collect procedures
- record payments and generate receipts
- maintain the Day Book, reports and dashboards
- maintain audit records of important actions
- detect and prevent abuse and unauthorised access
- provide support and investigate faults
- provide secure backup files and the ability to restore
- provide readable data exports
- send account and system emails
- operate and improve the service where legally permitted
Patient information
ClinicFlow AI processes patient information on behalf of the clinic, in order to provide the clinic management service.
The clinic remains responsible for:
- collecting patient information appropriately
- providing any notices required of it
- obtaining consent or another lawful basis where required
- ensuring the information it enters is accurate
- deciding which of its users may access the information
- complying with applicable healthcare and privacy obligations
ClinicFlow AI does not independently make medical decisions and does not use patient records for any purpose other than providing and protecting the service.
Who can access information
Access inside a clinic is governed by role. Each role sees what that role needs:
- Clinic Admin — clinic settings, staff, approvals, reports and the clinic’s financial picture
- Front Desk — registration, the queue, payments, procedures, the Day Book and the staff member’s own shift
Doctors are recorded on visits, bills and reports. A separate doctor sign-in and consulting-room workspace is not part of the current release; if one is released, this section will be updated before it is.
ClinicFlow AI platform staff have administrative access to operate the service. Entering a clinic’s workspace for support requires a support session, which records the reason it was opened, expires automatically, is written to the clinic’s audit trail, and is shown in the clinic’s own screens while it is active.
Separation between clinics
ClinicFlow AI is designed so that one clinic’s patient and operational information is separated from another clinic’s. Data access is scoped to the signed-in clinic, and authorisation is checked on the server rather than in the browser.
No system can be described as impossible to breach. This describes how the product is built, not a guarantee of outcome.
How we protect information
The controls currently in the product include:
- authenticated sessions, using cookies that are not readable by page scripts and are marked secure in production
- passwords stored using salted password hashing, never in readable form
- role-based permissions enforced on the server
- clinic-scoped data access
- rate limiting on sign-in, sign-up and other sensitive actions
- audit records for important actions, which the database does not permit to be edited or deleted
- server-side validation of submitted data
- checks on uploaded clinic logos before they are stored
- integration credentials, such as the email mailbox password, encrypted before they are stored
- secure ClinicFlow backup files, encrypted before download
- backup and restore procedures, including tooling that verifies a restored copy rather than assuming it
This policy does not claim encryption of stored data or of server-level backup copies, security certifications, or any particular standard, because those depend on the deployment and on formal assessment rather than on the application alone.
ClinicFlow secure backup files (.cfbackup) are encrypted before download.
Readable exports are provided separately, for portability. They are designed to be read, and are not the encrypted secure backup.
Server-level infrastructure backups are managed separately from ClinicFlow. This policy does not state how they are stored or protected.
Payment information
For payments a clinic takes from its patients, ClinicFlow AI may record:
- the payment mode selected
- the amount and the receipt details
- a payment reference where the clinic enters one
- the related visit or procedure
ClinicFlow AI does not store card numbers or bank account credentials, and does not itself process card or UPI transactions. Payment is taken by the clinic through its own arrangements, and the application records what the clinic enters.
Cookies and similar technologies
ClinicFlow AI uses a cookie to keep a signed-in user signed in and to maintain a secure session. It is not readable by page scripts and is marked secure in production. This cookie is strictly necessary for the service to work.
The application does not use advertising cookies or third-party analytics trackers.
Analytics and marketing technologies, including technologies used to measure advertising performance, may be introduced in future for the public website. This is future optional processing: inactive until implemented and enabled by a visitor’s consent. If any is introduced, it will be optional and off until a visitor allows it, it will be described in the Cookie Policy before it is used, and a visitor will be able to change or withdraw the choice at any time using Cookie preferences in the footer of the public website.
The Cookie Policy explains which technologies are used today, which are not, and how consent and preferences are handled.
When information may be shared
Information may be processed or disclosed where necessary to:
- provide and operate the service
- run the hosting and infrastructure the service depends on
- send account and system emails through a securely configured email service
- provide technical support to the clinic
- protect the security and integrity of the service
- comply with applicable law or respond to a lawful request
- investigate abuse, fraud or a breach of the terms
ClinicFlow AI uses third-party infrastructure and transactional email service providers to operate the service. Where a provider processes personal information on ClinicFlow AI’s behalf, that provider is treated as a subprocessor for the purposes of the Data Processing Agreement. The current provider for server hosting and for transactional email is Hostinger. This policy does not state a hosting jurisdiction and makes no data-residency claim about it.
ClinicFlow AI does not sell clinic or patient information, and does not share it for advertising.
How long information is kept
ClinicFlow AI retains information for as long as reasonably necessary to provide the service, meet legitimate operational needs, comply with applicable legal obligations, resolve disputes, maintain required records, and support backups and recovery, subject to applicable law and the clinic’s agreement.
Backups may retain copies of information for a period after it changes in the live service, so that data can be recovered.
Privacy and data requests
Patients and other individuals may have rights under applicable law in relation to their personal information.
Because a clinic decides what patient information to collect and holds the relationship with the patient, the clinic is normally the appropriate contact for a request about information it collected.
ClinicFlow AI supports clinics in responding — for example through the access controls and export functions in the product — but the clinic remains responsible for responding to such requests as required by law.
A Clinic Admin can correct a patient’s registration details from the patient’s record. A reason is required, and the change is recorded in the audit trail with the old and new value. A receipt that was already issued keeps what it showed on the day.
Requests that reach ClinicFlow AI directly — to export, correct or close — are recorded and the person asking is verified before information is released or changed. A request to close an account does not delete records: some are kept because they must be, and ClinicFlow AI reviews whether any deletion is allowed before one is made. No fixed period for retention or deletion has been set.
Privacy questions and complaints
Privacy-related questions about ClinicFlow AI can be submitted through the ClinicFlow AI contact page.
Exporting your information
Supported clinic information can be exported using the export functions available in the application, including a clinic data export package from Settings → Data & backup that states what it contains and what it leaves out. What can be exported depends on the functionality actually implemented.
Once information has been exported it is outside the service, and the clinic is responsible for protecting it.
Changes to this Privacy Policy
We may update this Privacy Policy as ClinicFlow AI changes or as legal requirements develop. When we make material changes, we will update the date shown at the top and provide appropriate notice where required.
Use by children
ClinicFlow AI is intended for use by clinics and their authorised personnel, not directly by children.
This Privacy Policy describes current data-handling practices and should be read together with the Terms of Service and any applicable commercial agreement.