We take the privacy of doctors, clinic staff and patients seriously. This policy applies to the Ortho Doc Assist website, accounts, the Windows application and our support services.
Who we are
Ortho Doc Assist (“we”, “us”) provides the Ortho Doc Assist Windows application for orthopedic doctors and clinics, and operates the website ortho-doc-assist.in. This policy explains what personal information we handle, why, and the choices you have.
Information we collect
Information you give us
- Details you enter in our forms, such as your name, email address, mobile number, clinic or hospital name, city and message.
- Account details, such as your name, email address and clinic profile, once accounts are available.
- Messages you send to our support team.
Payment information
Subscription payments will be processed by Razorpay. We receive confirmation of payments and subscription status. We do not receive or store your full card number, UPI PIN or net-banking password.
Licensing and technical information
To activate and protect your licence, the app may send us your licence key, an identifier for the computer it is installed on, the app version and Windows version, and activation dates. Where the app sends error reports, they are used to fix problems and are designed to exclude patient information.
Website usage
Our hosting provider keeps standard server logs, such as IP address, browser type, pages requested and timestamps, to keep the website secure and reliable. This website does not use advertising cookies or third-party analytics cookies.
Patient information in the app
Doctors and clinics use Ortho Doc Assist to record information about their patients (“Patient Data”). For Patient Data, you, the healthcare provider, decide what is recorded and why. You are responsible for having a lawful basis to record it, including obtaining any consent the law requires.
- We process Patient Data only to provide the features you use, and only on your instructions.
- We do not sell Patient Data, use it for advertising, or use it to train artificial intelligence models.
- When you use voice-assisted notes, your dictation is processed to produce text. We do not keep audio recordings longer than needed to produce that text, unless you choose to save them.
- Where Patient Data is stored or processed by our service providers (for example for backup, sync or voice features), they act on our instructions under contractual safeguards.
How we use information
- To provide, maintain and support the website and the app.
- To set up free trials, manage licences and process subscriptions.
- To reply to enquiries and support requests.
- To send service messages, such as activation details, billing notices and important updates.
- To keep our services secure and to prevent fraud and misuse.
- To meet legal, tax and accounting obligations.
When we share information
We do not sell personal information. We share it only:
- With service providers who help us run our services, such as website hosting, authentication and database services, payment processing (Razorpay) and email delivery. They may use it only to provide services to us.
- When required by law, court order or a lawful request from a government authority.
- To protect the rights, safety and security of our users, patients, the public or us.
- As part of a merger, acquisition or sale of assets, in which case this policy will continue to protect your information.
Where information is stored
Some of our service providers may store or process information outside India. Where that happens, we take steps to ensure your information is protected as required by applicable Indian law.
How long we keep information
We keep account, licensing and billing records for as long as your account is active and afterwards for as long as the law requires (for example, for tax records). Enquiries that do not lead to an account are deleted when they are no longer needed. Patient Data is kept according to your instructions and your own record-keeping obligations.
Security
We use reasonable security practices to protect personal information, including encrypted connections, access controls and limiting access to people who need it. No system is completely secure, so please keep your passwords private, keep Windows up to date and restrict access to computers that hold patient records.
Your rights and choices
Subject to applicable law, including the Digital Personal Data Protection Act, 2023, you can ask us to:
- tell you what personal information we hold about you and how we use it;
- correct, complete or update your information;
- erase your information where we no longer need to keep it;
- withdraw consent you have given, where we rely on consent;
- nominate another person to exercise your rights in the event of death or incapacity.
To make a request, email privacy@ortho-doc-assist.in. Patients whose data is recorded by a clinic should contact that clinic first, as the clinic controls their records.
Children
Our website and accounts are intended for doctors and clinic staff and are not directed at children. Patient Data about minors is recorded by healthcare providers, who are responsible for obtaining any consent required from a parent or guardian.
Grievance Officer
If you have a concern about how we handle personal information, contact our Grievance Officer at privacy@ortho-doc-assist.in. We will acknowledge your complaint and respond within the time required by applicable law.
Changes to this policy
We may update this policy from time to time. We will post the updated version on this page with a new “Last updated” date, and tell account holders about significant changes by email.
Contact us
Questions about this policy? Email privacy@ortho-doc-assist.in or use our contact page.