Privacy Policy

Last updated: September 2026

Clinvoo ("we", "our", "us") is a healthcare technology platform providing clinic management, scheduling, and administrative clinical documentation software for clinics and doctors. We are committed to data sovereignty, user control, and medical confidentiality. This Privacy Policy details how we process clinic, doctor, and patient data through our platform.

Core Guarantee: All clinical records and medical data entered into Clinvoo are 100% owned by the respective doctor/clinic and encrypted both in transit and at rest. Clinvoo acts solely as a technical data processor. We do not sell, lease, or use patient health conversations or clinical data to train public artificial intelligence models.

1. Information We Collect & Facilitate

Clinvoo collects and processes only the information necessary to operate and optimize your clinic operations.

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 voice 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 without permanent storage.
Written Consultation Transcript: The text transcript generated from dictation, stored securely in the consultation session as the factual reference for structuring clinical drafts.
Delivery address (processed only if the patient explicitly requests a partner pharmacy connection).
Service-related, transactional WhatsApp notifications.

Clinic & Doctor Data

Clinic/polyclinic name, specialty, address, phone numbers, and operational locations.
Doctor name, medical license details, professional bio, consultation fees, and profile branding.
Customized letterheads, clinic emblems, and digital stamp templates.
Authorized assistant email addresses (used strictly for internal operational permissions).
Public directory suggestions (we utilize public medical directories to gather and draft initial clinic profiles to accelerate doctor onboarding).

2. Data Security, Ephemeral Audio & AI Safeguards

We apply rigorous technical and organizational safeguards to protect healthcare information:

Encryption: Data is encrypted in transit using modern SSL/TLS protocols and encrypted at rest on secure Google Cloud / Firebase infrastructure.
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.
Written Reference Transcript: The resulting written text transcript is retained securely within the patient's consultation file as the factual reference record for clinical documentation.
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.
Data Ownership: Doctors retain full proprietary ownership of their medical files. Clinvoo acts solely as a secure data processor.

3. Dual Input Modes & Clinical Scribe Processing

Clinvoo simplifies clinical documentation through modern software tools:

Dual Input Modes: Doctors can enter consultation data manually via keyboard, record ambient voice dictation, or combine both in real-time.
Clinical Scribe: The doctor initiates audio dictation, which is transcribed into text and structured into draft fields (diagnoses, medications, dosages, blood tests, imaging requests, and lifestyle instructions).
Mandatory Review & Approval: All AI processing produces unverified administrative drafts. No medical record or voucher is saved or dispatched until the attending physician independently reviews, edits, and confirms it.

4. WhatsApp Communication & One-Time Message Flow

By booking an appointment or providing a contact number, patients consent to receive service-related notifications via WhatsApp regarding their booking. Clinvoo enforces a strict utility-only messaging standard:

The One-Time E-Prescription Template: Once an appointment is finalized and the doctor saves the consultation, Clinvoo sends a single, automated, one-time notification template to the patient via WhatsApp with their voucher link.
Pharmacy Opt-In: This message includes the e-prescription details and asks if the patient would like to be connected with a close partner pharmacy to prepare or deliver their prescription.
Neglect Policy: If this message is ignored, closed, or neglected by the patient, no follow-up or secondary messages are sent. Clinvoo does not engage in marketing follow-ups or automated spam.

5. Data Access & Sharing (Independent Pharmacy Connections)

Clinvoo facilitates optional connections to independent healthcare fulfillment networks:

Strict Opt-In: Patient data is never shared with any pharmacy or diagnostic center unless the patient explicitly clicks to accept the connection.
Limited Shared Data: Upon explicit patient opt-in, only the essential details required to process the order (Patient Name, Phone Number, E-Prescription, and Delivery Address) are forwarded to the partner pharmacy.
No Selling of Data: Clinvoo does not share, lease, or sell personal medical details to third parties, data brokers, or advertisers.

6. Data Control & Exportability

Structured Data Export: Doctors can export all their structured patient databases, appointments, and records easily at any time. If a clinic decides to stop working with Clinvoo, they can download their data in standard structured formats and request complete deletion from our active databases.
Patient Rights: Patients may request correction of incorrect contact or booking info, or withdraw consent for WhatsApp communications, by contacting the clinic directly or writing to Clinvoo.

7. Contact Information

For inquiries regarding data privacy or data deletion requests, contact our data administrator:

Email: a.saeed@clinvoo.com