Privacy Policy

Last updated: September 2026

Clinvoo ("we", "our", "us") is a healthcare technology platform providing clinic management, scheduling, and administrative clinical documentation software. We respect data sovereignty, patient confidentiality, and medical privacy. This policy explains how we process clinic, doctor, and patient data.

1. Information We Collect & Facilitate

Clinvoo collects and processes only the data necessary to provide and optimize its administrative software services.

Patient & Consultation Data

• Patient name and contact phone number
• Appointment schedule, visit date, time, and associated clinic/doctor
• Clinical consultation details entered manually or via dictation (symptoms, diagnoses, medications, blood test orders, scan requisitions, and instructions)
• Ephemeral Audio: Audio dictation streams captured only when a doctor initiates recording; processed solely in temporary memory to generate text and discarded immediately
• Written Consultation Transcript: The text transcript generated from dictation, stored in the consultation session as the factual reference for structuring clinical drafts
• Delivery address (processed only if the patient explicitly opts in to a partner pharmacy connection)

Clinic & Doctor Data

• Clinic/polyclinic name, specialty, address, phone numbers, and operational locations
• Doctor name, medical license details, professional biography, consultation fees, and profile branding
• Customized letterheads, clinic emblems, and digital stamp templates
• Authorized assistant email addresses (used strictly for internal operational permissions)

Clinvoo does not sell personal health data and does not collect information for commercial advertising.

2. Purpose of Data Processing

• Facilitate clinic management, appointment scheduling, and real-time public queue tracking
• Transcribe and structure clinical consultation notes, e-prescriptions, lab tests, scans, and instructions for physician review
• Provide a verifiable text transcript as an accurate reference record of the consultation encounter
• Send transactional booking confirmations, queue notifications, and e-prescription vouchers via WhatsApp with user consent
• Maintain high platform security, encryption standards, and software reliability

All communications and documentation aids are service-related and conducted under the attending physician's clinical supervision.

3. WhatsApp Communication & Consent

By booking an appointment or providing a contact number, patients consent to receive service-related notifications via WhatsApp regarding their clinic visit and vouchers.

• Messages are strictly transactional and utility-focused (zero unsolicited marketing)
• Communication occurs with the attending doctor's direct authorization
• When an e-prescription is issued, a single one-time notification voucher is sent; if ignored or closed, no follow-up messages are dispatched
• Patients may opt out of automated WhatsApp communications at any time

Clinvoo utilizes official enterprise WhatsApp Business APIs through certified infrastructure providers.

4. Data Security, Ephemeral Audio & AI Safeguards

• Ephemeral Audio Processing: Raw audio recordings are never stored permanently in database collections or cloud storage buckets. Audio is held in temporary memory solely during speech-to-text conversion and discarded immediately once transcribed
• Reference Text Transcript: The resulting written text transcript is securely retained within the patient's consultation file as the reference record
• Zero Model Training on Health Data: Clinvoo does not sell, lease, or use patient health conversations, clinical notes, or doctor records to train public artificial intelligence models
• Enterprise Encryption: All clinical data is encrypted in transit using modern SSL/TLS protocols and encrypted at rest on Google Cloud / Firebase infrastructure

5. Data Access & Independent Entities

• The attending doctor and clinical staff authorized under the clinic profile
• Authorized clinic assistants (strictly for internal administrative scheduling and operations)
• Independent partner pharmacies or diagnostic centers only upon explicit patient opt-in

When a patient explicitly opts in to partner pharmacy connection, only the essential information needed to fulfill the prescription (Patient Name, Phone Number, E-Prescription, and Delivery Address) is transmitted. Clinvoo does not sell or distribute medical records to third-party advertisers.

Doctors retain full proprietary ownership of their clinical files. Clinvoo acts solely as a secure data processor.

6. Data Retention & Exportability

Doctors and clinics can easily download or export their full structured patient databases, consultation histories, and records at any time in standard formats. Upon account termination, clinics may request complete database deletion, subject to statutory medical record-keeping obligations.

Patient visit records and text transcripts are maintained under the custody of the attending clinic for continuity of medical care and legal compliance.

7. Your Rights

Patients interact with Clinvoo through their attending healthcare clinic. Clinvoo does not offer direct consumer patient accounts.

• Access consultation summaries, e-prescriptions, and diagnostic vouchers issued during visits
• Request correction of inaccurate contact or demographic information
• Withdraw consent for transactional WhatsApp notifications at any time

Inquiries or data requests can be addressed directly through the attending doctor or by writing to Clinvoo's data administrator.

Email: a.saeed@clinvoo.com