Privacy Policy
Effective date: August 22, 2026 · Last updated: August 22, 2026
This Privacy Policy explains how Health-Soft ("Health-Soft", "we", "us"), operated by HEALTH-SOFT, Jaipur, Rajasthan, collects, uses, discloses, and protects information when dental clinics ("Clinics") and their patients ("Patients") use our practice-management platform, including our website, staff web application, and WhatsApp-based booking service (together, the "Service").
1. Who this policy applies to
Clinics are our direct customers and act as the data controller / data fiduciary for their patients' information under the Digital Personal Data Protection Act, 2023 ("DPDP Act"). Health-Soft acts as a data processor on the Clinic's behalf when handling patient data, and as a data fiduciary in its own right for information about Clinics, their staff, and website visitors.
2. Information we collect
2.1 Clinic and staff information
Business name, registered address, GST/Udyam details, staff names, roles, phone numbers, and email addresses used to create and administer a Clinic account.
2.2 Patient information
On behalf of Clinics, we process patient information needed to provide the Service, which may include name, phone number, appointment history, and — for Tier 2 and Tier 3 clinics — clinical records such as treatment notes, prescriptions, and lab or insurance details. This is health-related personal data and is treated as sensitive personal data.
2.3 WhatsApp communications
Where a Clinic enables WhatsApp booking, Patients communicate with the Clinic through the WhatsApp Business Platform (operated by Meta). We process the phone number, message content, and message metadata needed to book, confirm, reschedule, and remind Patients about appointments. Patients initiate this contact voluntarily by messaging the Clinic's WhatsApp number, and can stop at any time by ending the conversation; Clinics are responsible for obtaining any additional patient consent required for template or marketing messages under Meta's WhatsApp Business Policy.
2.4 Website and usage data
Standard technical information (IP address, browser type, pages visited) collected when you use our marketing website or staff web application, used for security and to understand how the Service is used.
3. How we use information
- To provide booking, calendar, clinical record, and related Service features to Clinics and their Patients.
- To send appointment confirmations, reminders, and Clinic-initiated messages over WhatsApp, SMS, or email.
- To secure the Service, prevent abuse, and maintain audit logs of access to patient records.
- To comply with applicable law, including healthcare and data-protection regulations in India.
- To bill Clinics for their subscription tier.
We do not sell Clinic or Patient personal data.
4. Sharing and sub-processors
We share information only as needed to operate the Service, with safeguards in place, including with: the WhatsApp Business Platform (Meta) to deliver and receive messages; our cloud hosting and database providers, hosted in India; and payment processors to bill Clinic subscriptions. We do not share Patient data across Clinics.
5. Data security
Patient personal data is encrypted in transit and at rest. Access to patient records is logged and restricted to authorised Clinic staff and the specific roles they hold within the platform. We host data in India-region infrastructure.
6. Data retention
We retain Clinic and Patient data for as long as the Clinic maintains an active subscription, and afterward only as required to meet legal, regulatory, or audit obligations, after which it is deleted or anonymised.
7. Your rights under the DPDP Act
Where Health-Soft acts as data fiduciary, you may request access, correction, or erasure of your personal data, and may withdraw consent where processing is based on consent, by contacting our Grievance Officer below. Where a Clinic is the data fiduciary for patient records, requests about that data should be directed to the relevant Clinic in the first instance.
8. Grievance Officer
Name: [GRIEVANCE_OFFICER_NAME]
Email: contact@health-soft.in
Address: Jaipur, Rajasthan
9. Children's data
Where a Patient is a minor, their data is provided and managed by a parent, guardian, or the Clinic on the minor's behalf, consistent with DPDP Act requirements for processing children's data.
10. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.
11. Contact us
Questions about this policy can be sent to contact@health-soft.in.