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Privacy Policy

How QivoClinic collects, uses, stores and shares personal data across the platform, the marketing website and clinic-branded patient portals — for clinic owners, clinic staff and patients in India, the UAE, Saudi Arabia and elsewhere.

Effective date26 August 2026
Version1.0
Applies toWebsite · platform · patient portals
Data controllerEaseHawk Technologies Private Limited
Table of Contents (12 sections)▼
01Who we are and who this covers02Data we collect03How we use data04Legal bases05Sharing and sub-processors06International transfers and data residency07Retention08Your rights09Cookies and analytics10Security11Children12Changes and contact

01Who we are and who this covers

QivoClinic is a clinic growth and operations platform operated by EaseHawk Technologies Private Limited ("QivoClinic", "we", "us"), Gurugram, India. This policy explains our practices for three groups of people:

  • Clinic customers — owners, doctors and staff who sign up for and use the platform.
  • Patients whose information a clinic records in QivoClinic or who use a clinic's QivoClinic-powered booking page, patient portal or WhatsApp channel.
  • Visitors to qivoclinic.com and anyone who books a demo or contacts us.
Two roles.For patient data, the clinic is the data controller (India: "data fiduciary") and QivoClinic processes that data on the clinic's instructions under our Data Processing Terms. For customer-account and website data, QivoClinic is the controller.

02Data we collect

We collect only what is needed to run the service.

CategoryExamplesSource
Account dataName, role, work email, phone, clinic name, billing detailsYou, at sign-up
Patient records (processed for clinics)Name, contact, demographics, appointments, consult notes, prescriptions, lab results, invoices, messagesThe clinic and its patients
Communication dataWhatsApp, SMS and email messages sent through the platform, delivery status, repliesPlatform usage
Usage and device dataLog-ins, pages viewed, IP address, browser, device type, crash reportsAutomatically
Website dataDemo requests, contact forms, newsletter sign-ups, analytics cookiesYou and cookies

Patient health information is sensitive. We process it only under a clinic's instructions and never for advertising.

03How we use data

  • Providing, securing and maintaining the platform and clinic portals
  • Sending appointment confirmations, reminders, follow-ups and review requests on behalf of a clinic
  • Generating AI assistance — patient briefs, consult notes and message drafts — that a clinician reviews before use
  • Billing, fraud prevention and enforcing our terms
  • Improving the product through aggregated, de-identified analytics
  • Responding to demo requests and support tickets, and sending product updates you can opt out of
AI features. AI outputs are drafts for a qualified professional. QivoClinic does not make clinical decisions, and patient data is not used to train models shared across clinics.

04Legal bases

India: consent and legitimate uses under the Digital Personal Data Protection Act 2023. UAE and Saudi Arabia: consent, contract performance and legitimate interest under the respective Personal Data Protection Laws. EEA/UK visitors: Article 6 GDPR / UK GDPR bases as applicable.

Where we rely on consent, you can withdraw it at any time without affecting earlier processing.

05Sharing and sub-processors

We do not sell personal data. We share it only with:

  • Your clinic — patient data is visible to the clinic that recorded it
  • Sub-processors — cloud hosting, messaging (WhatsApp Business API providers), payments, email, analytics and AI inference providers, each under a written contract
  • Authorities — when required by law or to protect safety
  • Successors — in a merger or acquisition, with notice

A current sub-processor list is available on request at info@easehawk.com.

06International transfers and data residency

Clinic data is hosted in the region the clinic selects at sign-up — India or the UAE/KSA. Where a sub-processor operates outside that region, we use contractual safeguards and, where required, transfer mechanisms recognised under local law.

07Retention

Patient records are retained for as long as the clinic keeps its account and for the statutory medical-record period that applies to the clinic, then deleted or returned. Account data is kept while the account is active and for up to 1 year after closure for legal and accounting purposes. Website enquiry data is kept for 6 months.

08Your rights

  • Access, correction and deletion of your data
  • Withdrawal of consent and objection to processing
  • Data portability where applicable
  • Nomination (India DPDP Act) of a person to exercise your rights
  • Lodging a complaint with the relevant authority

Patients should first contact their clinic, which controls their record; we assist the clinic with every request. Anyone can write to info@easehawk.com.

09Cookies and analytics

qivoclinic.com uses strictly necessary cookies and, with your consent where required, analytics cookies to understand site usage. Clinic portals do not use advertising cookies. You can change cookie preferences in your browser at any time.

10Security

Data is encrypted in transit and at rest. Each clinic is an isolated tenant, enforced at the database level. Access is role-based, logged and reviewed. We maintain automated backups and an incident-response process, and will notify affected clinics and authorities of a breach as required by law.

11Children

Clinics may record information about minors as patients under a parent or guardian's consent. QivoClinic does not knowingly collect data directly from children for its own purposes.

12Changes and contact

We will post updates here and notify clinic customers of material changes. Contact: info@easehawk.com.