Privacy policy

1. Who is responsible for what

Medoc serves two kinds of people, and the law treats them differently.

For a patient's clinical record — notes, prescriptions, diagnoses, uploaded reports — the treating doctor or clinic is the data fiduciary. They decide what is recorded and why. Ecogenius Technology Pvt. Ltd. is the data processor: we store and secure that data on the doctor's instructions and do nothing else with it. If you want a clinical record corrected or erased, your doctor is the right person to ask; we will help them action it.

For account data — the email, phone number and password you use to sign in, and the practice details a doctor registers — Ecogenius Technology Pvt. Ltd. is the data fiduciary, and you can bring those requests directly to us.

2. What we collect

From doctors: name, email, phone, specialty, medical council registration number (when you choose to supply it for verification), clinic names, addresses and consulting hours, and your signature image if you upload one.

From patients: name, date of birth, gender, phone and optionally email; and — as entered by your doctor — allergies, chronic conditions, current medicines, visit notes, prescriptions, invoices and any documents attached to your chart. If you use the portal, also any vitals you log and messages you send.

Automatically: a session cookie so you stay signed in, and security logs recording sign-ins and significant actions. We do not run advertising trackers, third-party analytics scripts, or session recording.

We do not collect payment card or bank details, because Medoc never processes a payment. Fees move directly between a patient and their doctor in cash or by UPI; Medoc records only that a payment was marked received.

3. Why we process it

To provide the service you asked for: showing a doctor their patients' records, generating prescriptions and invoices, delivering portal access, and keeping the account secure. We process health data on the basis of the consent captured when a patient joins a practice's portal, and on the doctor's legitimate need to maintain clinical records.

We also process a minimal amount of data to keep the service standing up — detecting abuse, diagnosing faults, and meeting legal obligations. We never process personal data to profile you, to target advertising, or to train models.

4. Who can see your data

A doctor sees only their own patients. Practices are sealed from each other: a patient registered at two clinics has two separate records, and neither doctor can see the other's notes unless the patient links them.

Staff members added to a practice see what that practice's owner grants them, and every access is written to an audit trail the owner can read.

Ecogenius staff cannot open a patient chart. Platform administrators can verify a doctor's registration and suspend an account; they have no route to clinical records. This is enforced by the database security rules themselves, so it holds even if our application code has a bug. Where an administrator can see an audit entry, patient names in it are redacted before they are shown.

5. Where it is stored

Records are held in Google Cloud Firestore and files in Cloudflare R2, both encrypted at rest. Traffic is encrypted in transit with TLS. Passwords are never stored by us in any readable form — authentication is handled by Google Firebase Authentication.

Some of these providers operate infrastructure outside India. Where data is transferred abroad, it is to jurisdictions and providers permitted under the DPDP Act 2023 and under contractual safeguards.

6. How long we keep it

Clinical records are retained for as long as the treating doctor requires them, which is governed by medical record-keeping obligations rather than by us. Account data is kept while the account is active. Audit logs are retained for security and legal purposes and are never editable, by anyone, including us.

When a practice closes its account, its data is deleted after a grace period during which it can be exported — except where we are legally required to retain something longer.

7. Your rights

Under the DPDP Act 2023 you may:

• ask what personal data we hold about you, and get a copy;
• ask for inaccurate data to be corrected;
• ask for data to be erased, where no legal duty requires it kept;
• withdraw consent for portal access at any time;
• nominate someone to exercise these rights if you cannot;
• complain to the Data Protection Board of India.

Write to sales@ecogeniustech.in. We respond within 30 days. For clinical records, we will route your request to the practice holding them and tell you we have done so.

8. If something goes wrong

In the event of a personal data breach we will notify the Data Protection Board and every affected user without undue delay, with what happened, what data was involved and what to do about it. We will not wait until we have a complete picture to tell you that something has happened.

9. Grievance officer

Complaints about how your data has been handled go to our grievance officer at sales@ecogeniustech.in or +91 60033 51943. Acknowledged within 24 hours, resolved within 30 days. Full detail on the contact page.

10. Changes to this policy

If we change this policy materially we will say so in the product before the change takes effect, not only by editing this page. The date at the top is the last substantive revision.

Ecogenius Technology Pvt. Ltd. · sales@ecogeniustech.in · +91 60033 51943