Privacy Policy

1. Who we are and what this policy covers

Appointik is operated by Samrith Technologies, an Udyam-registered sole proprietorship in Bengaluru, Karnataka, India. This policy covers appointik.in, our clinic and patient apps, booking portals and related services. For privacy questions or grievances, contact support@appointik.in or appointikteam@gmail.com.

Clinics decide what patient information to enter and how to use it for their practice. Appointik processes clinic-managed information to provide the service. A clinic may also have its own privacy notice and responsibilities for its patients' records.

2. Information we collect

• Account and clinic information: names, email addresses, phone numbers, login information, clinic profiles, staff roles and subscription-related information.
• Patient and appointment information: contact details, demographics, appointment details and the medical history, prescriptions, reports, billing records and other documents that you or your clinic provide.
• Support information: the contact details and message content you provide when asking for help or making a privacy request.
• Technical information: IP address, browser and device details, usage information, errors and service logs generated when you use our services.
• Device permissions: camera, microphone, SMS or contact access where requested for a feature you choose to use. You can manage these permissions in your device settings.

3. Why we use information

We use information to provide accounts, appointments, clinic records, billing and other requested features; send service communications and appointment reminders; respond to support requests; maintain security; troubleshoot and improve the service; administer subscriptions; and meet legal obligations. Clinics are responsible for providing appropriate notices and obtaining the permissions needed to enter patient data and communicate with patients.

4. Meta and WhatsApp Business Platform

For Appointik's Meta WhatsApp Business Platform (WhatsApp Business API) integration, clinics connect their own WhatsApp business numbers to send appointment notifications and reminder notifications. The information processed depends on the messaging workflow enabled for your clinic.

• Account connection: when you authorize your clinic's account connection, the integration processes the business and WhatsApp account identifiers, business phone number identifiers and authorization credentials needed to connect and operate that integration.
• Sending reminders: the recipient's phone number and message content are transmitted to Meta/WhatsApp. Depending on the reminder template, content can include the patient's name, clinic name, appointment date and time, and booking information or links.
• Message operations: message identifiers, template information, delivery statuses and error details are processed as needed to send messages, troubleshoot delivery and support the service. Replies you send to Appointik support are processed to respond to your enquiry.

Use appointment messages only with the required recipient permission. Clinics must respect opt-out requests and should keep reminder content limited to what is needed for scheduling. Do not include diagnoses, medical reports, prescriptions or other sensitive clinical details in appointment reminders.

Meta/WhatsApp processes information under its own terms and policies, including the WhatsApp Privacy Policy and Business Data Processing Terms. WhatsApp delivery involves a third-party service and its processing locations.

To stop Appointik's WhatsApp messaging or request removal of a connected clinic account, follow our disconnect instructions. Disconnection and deletion are separate requests.

5. Google Appointment Redirect

For eligible clinics, Google Search or Maps can link patients to an Appointik booking portal. Information entered to complete the booking is processed to arrange the appointment and provide the clinic's service. Google's own services are subject to the Google Privacy Policy.

6. Sharing and international processing

Information is shared with the relevant clinic and its authorized staff, and with service providers as necessary to host and operate Appointik, process payments, deliver communications and provide support. This includes Meta/WhatsApp when WhatsApp messaging is used. We may also disclose information where legally required or in connection with a business transfer, subject to applicable obligations.

Service providers may process information outside your country. Applicable privacy protections and provider terms can differ by location.

7. Retention and security

Information is retained as needed to provide the service and for applicable legal, accounting, security and dispute-resolution purposes. The appropriate retention period depends on the data and the clinic's obligations, including requirements for medical records. Contact us for information about retention that applies to your account or deletion request.

We use reasonable security measures and limit access to information to those who need it to provide the service. No method of transmission or storage can guarantee absolute security. Keep your account credentials secure and manage staff access carefully.

8. Cookies, device settings and external links

Our services may use cookies or browser storage for sessions and service functionality. You can manage cookies through your browser and permissions through your device settings; disabling them may affect features. External websites, payment services and messaging apps have their own privacy practices.

9. Your choices and deletion requests

You can request access, correction, withdrawal of consent or deletion by emailing support@appointik.in. Available rights depend on applicable law and the information involved. We may need to verify your identity and coordinate with your clinic before changing clinic-managed records.

Our data-deletion instructions explain what to include, how to request WhatsApp disconnection, and the limits of deleting information held by clinics, Meta or message recipients. Please do not send medical records, passwords or access tokens with an initial request.

10. Updates and contact

We may update this policy as our services change. The date above identifies the latest revision. For questions, privacy concerns or grievances, contact Samrith Technologies at support@appointik.in or appointikteam@gmail.com, or visit Contact and Support.