Privacy Policy

1. Scope of this policy

This policy covers information collected through our marketing website (including demo, signup, and contact forms) and information we process on behalf of Customers who use the HealUDoc platform. Where HealUDoc processes patient health information on behalf of a Customer, that Customer — typically a hospital or clinic — is the data controller, and HealUDoc acts as a data processor operating under the Customer's instructions and our service agreement.

2. Information we collect

We collect information in a few ways:

• Contact and lead information: name, work email, phone number, job title, hospital name and size, city, and country when you request a demo, sign up, or contact us.
• Account and usage data: login activity, module usage, and configuration settings for authorized users of a Customer account.
• Customer data: information Customers input into HealUDoc to operate their hospital or clinic, which may include patient records entered and controlled by the Customer.
• Technical data: IP address, browser type, device information, and pages visited on our marketing website, typically collected through standard web server logs and analytics.

3. How we use information

• To respond to demo, signup, and contact requests
• To provide, maintain, and support the HealUDoc platform for Customers
• To communicate product updates, security notices, and support information
• To improve our website, product, and onboarding experience
• To detect, investigate, and prevent fraud, abuse, or security incidents
• To comply with legal obligations

4. How we share information

We do not sell personal information. We may share information with:

• Service providers and subprocessors who help us operate our infrastructure, hosting, email delivery, and support tools, under confidentiality and data protection obligations
• Professional advisors, such as legal or accounting firms, where necessary
• Authorities where required by law, regulation, or valid legal process
• A successor entity in the event of a merger, acquisition, or sale of assets, subject to continued protection of your information

5. Data security

We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls, and audit logging of sensitive actions. No system can be guaranteed 100% secure, and we encourage Customers to follow their own internal security practices. See our Security page for more detail.

6. Data retention

We retain lead and contact information for as long as needed to respond to your inquiry and for a reasonable period afterward for legitimate business purposes. Customer data, including patient records, is retained according to the terms of the applicable service agreement and deleted or returned upon request following contract termination, subject to any legal retention requirements.

7. International data transfers

Depending on your hosting configuration, information may be processed or stored in a country other than where you are located. Where this occurs, we take reasonable steps to ensure information receives an adequate level of protection consistent with this policy and applicable law.

8. Your rights and choices

Depending on your location and role, you may have rights to access, correct, or request deletion of your personal information. If your information was submitted by a hospital or clinic as part of patient care, please contact that organization directly, as they control that data. For questions about information you submitted directly to HealUDoc (such as through a demo or contact form), reach out using the details below.

9. Cookies and tracking

Our marketing website may use cookies or similar technologies to remember preferences, understand site usage, and improve performance. You can control cookies through your browser settings; disabling cookies may affect some site functionality.

10. Children's privacy

Our website and platform are intended for use by healthcare organizations and their authorized staff, not by children. We do not knowingly collect personal information directly from children through our marketing website.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date at the top of this page.

12. Contact us

Questions about this Privacy Policy can be sent to healudoc@gmail.com or via our contact page.