1. Introduction
PraxiVantage ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered practice management platform for healthcare professionals.
By using PraxiVantage, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.
2. Information We Collect
Account Information: When you register, we collect your name, email address, phone number, clinic name, and professional credentials. This information is necessary to provide our services and verify your identity as a healthcare professional.
Practice Data: We collect information about your clinic including address, operating hours, services offered, and staff details. This helps us customize our AI receptionist to accurately represent your practice.
Patient Interaction Data: Our AI receptionist processes patient inquiries, appointment requests, and communications on your behalf. We store this data to provide our services and improve our AI capabilities.
Connected Service Data: When you connect third-party services like Google Business Profile or WhatsApp Business, we access and process data from these platforms as authorized by you.
Usage Data: We automatically collect information about how you interact with our platform, including features used, pages visited, and actions taken.
3. How We Use Your Information
Providing Services: We use your information to operate our AI receptionist, manage appointments, send reminders, and facilitate patient communications.
Managing Your Google Business Profile: With your explicit authorization, we access your GBP to respond to reviews, update business information, create posts, and monitor your online reputation.
Improving Our Services: We analyze usage patterns and feedback to enhance our AI capabilities, develop new features, and improve user experience.
Communications: We send you service-related notifications, updates, and marketing communications (which you can opt out of at any time).
Legal Compliance: We may use your information to comply with applicable laws, regulations, and legal processes.
4. Google Business Profile Data
Authorization: We access your Google Business Profile data only after you explicitly authorize us through Google OAuth. You can review and manage app permissions in your Google Account settings.
Data Accessed: When authorized, we access your business information (name, address, hours, services), reviews and ratings, photos, Google Posts, and performance insights.
Data Usage: We use this data solely to manage YOUR profile on YOUR behalf according to your settings and preferences. This includes responding to reviews, updating business information, scheduling posts, and monitoring profile changes.
No Aggregation or Sale: We do not aggregate, sell, rent, or share your Google Business Profile data with third parties for their marketing purposes. Your GBP data is used exclusively to provide services to you.
Revocation: You can revoke our access to your Google Business Profile at any time through your PraxiVantage dashboard or directly through your Google Account settings. Upon revocation, we will cease accessing your GBP data.
5. Information Sharing
Service Providers: We share information with trusted third-party service providers who assist us in operating our platform, including cloud hosting (AWS/Google Cloud), SMS/communication services, and payment processors. These providers are contractually obligated to protect your data.
Legal Requirements: We may disclose information if required by law, subpoena, or other legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change and your choices regarding your information.
With Your Consent: We may share your information with third parties when you explicitly consent to such sharing.
No Sale of Data: We do not sell your personal information to third parties.
6. Data Security
Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
Access Controls: We implement strict access controls, requiring multi-factor authentication for all staff accessing customer data. Access is granted on a need-to-know basis.
Infrastructure: Our infrastructure is hosted on enterprise-grade cloud platforms with SOC 2 Type II certification. We conduct regular security assessments and penetration testing.
Incident Response: We maintain a comprehensive incident response plan and will notify affected users of any data breach in accordance with applicable laws.
While we implement robust security measures, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.
7. Data Retention
Active Accounts: We retain your data for as long as your account is active and as needed to provide our services.
Account Closure: Upon account closure, we will delete or anonymize your data within 90 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our agreements).
Patient Communication Records: Healthcare-related communication records may be retained longer to comply with medical record retention requirements under applicable healthcare regulations.
Backup Retention: Backup copies may be retained for a limited period for disaster recovery purposes.
8. Your Rights
Access: You have the right to request access to the personal information we hold about you.
Correction: You can request correction of inaccurate or incomplete personal information.
Deletion: You can request deletion of your personal information, subject to legal and contractual retention requirements.
Data Portability: You can request a copy of your data in a machine-readable format.
Revoke Consent: You can revoke consent for optional data processing activities, including third-party integrations like Google Business Profile.
Opt-Out: You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us.
To exercise these rights, please contact us at privacy@praxivantage.com.
10. Children's Privacy
Our services are intended for healthcare professionals and are not directed at individuals under 18 years of age.
We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@praxivantage.com.
11. International Data Transfers
Our primary data storage and processing facilities are located in India (Mumbai region).
If you access our services from outside India, your information may be transferred to, stored, and processed in India or other countries where our service providers operate.
We ensure appropriate safeguards are in place for international data transfers, including standard contractual clauses and compliance with applicable data protection laws.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last Updated" date.
For material changes, we will provide additional notice via email or through our platform.
Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Email: privacy@praxivantage.com
Address: PraxiVantage, Mumbai, Maharashtra, India
For data protection inquiries, you may also contact our Data Protection Officer at dpo@praxivantage.com.