Privacy Policy

Last updated: 11 July 2026

ClinicFlow ("ClinicFlow", "we", "us") is a clinic-management tool provided by Cephas Infosystems that helps solo practitioners and small clinics ("Clinics", "you") manage appointments, clinical notes and billing. This policy explains what personal data we collect, how we use it, and the rights you and your patients have over it, including under India's Digital Personal Data Protection Act, 2023 ("DPDP Act").

1. Two kinds of personal data on ClinicFlow

It matters who each piece of data belongs to, because it changes who is responsible for it under the DPDP Act:

• Your clinic account data — the name, email, mobile number, address and GSTIN you gave us when you signed up. For this data, ClinicFlow is the Data Fiduciary: we decide how it's processed, and this policy governs it directly.
• Patient data you enter — patient names, mobile numbers, appointment notes and invoice details that you (the Clinic) add to the system. For this data, you are the Data Fiduciary and ClinicFlow is your Data Processor — we store and process it only on your instructions, to provide the service to you. You are responsible for having a lawful basis (typically your patient's consent, or your existing doctor-patient relationship) to record this data in ClinicFlow, and for responding to your patients' own requests about their data.

2. What we collect

• Account information: clinic/business name, owner name, email, mobile number, postal address (optional), GSTIN (optional), and a securely hashed password (we never store your password in plain text).
• Patient records you create: patient name and mobile number, appointment dates/times/status, clinical notes you type, and invoice amounts.
• Verification codes: one-time passwords (OTPs) sent to your mobile number for signup verification and password resets. These are stored only until they expire or are used, then automatically deleted.
• Technical data: a single session cookie that keeps you logged in (see Section 6, Cookies), and standard server logs (IP address, timestamp, requested page) kept for security and debugging.

We do not collect payment card details, government ID numbers, or health/biometric data beyond the free-text clinical notes a Clinic chooses to type.

3. How we use this data

• To create and operate your ClinicFlow account, and the appointments, patient and invoicing records within it.
• To send OTPs and transactional messages (booking confirmations, password resets) by SMS and email.
• To generate GST invoices and invoice PDFs on your behalf.
• To maintain the security of the service (detecting abuse, keeping one clinic's data isolated from another's).
• To respond to support requests you send us.

We do not use your data or your patients' data for advertising, and we do not sell personal data to anyone.

4. Who we share data with

We share data only where it's needed to run the service:

• SMS and email providers, to deliver OTPs, booking confirmations and password-reset messages.
• Our hosting provider, which stores the database and application on our behalf.
• Law enforcement or regulators, only where we are legally required to disclose information.

Every clinic's patients, appointments and invoices are stored in strictly separated records — one clinic can never see another clinic's data through the product.

5. Data retention

• Your account data and the patient/appointment/invoice records you create are kept for as long as your account is active, and for a reasonable period after closure to comply with accounting and tax record-keeping obligations (GST invoices in India are typically expected to be retained for several years).
• OTPs and password-reset tokens are single-use and are deleted automatically once used or expired (they expire a few minutes after being issued).
• If you close your account, contact us and we will delete or anonymize your account data, subject to any legal retention requirements (e.g. issued GST invoices).

6. Cookies

ClinicFlow sets exactly one cookie: a session cookie (cf_sid) that keeps you signed in. It is HttpOnly (not readable by page scripts) and is deleted when you log out or it expires. We do not use third-party advertising or analytics cookies.

7. Security

Passwords are hashed with bcrypt and are never stored or logged in plain text. Access to the application is via encrypted HTTPS connections. Every database query that touches patient or clinic data is scoped to the logged-in clinic, so one clinic's records are not reachable from another clinic's session. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security, but we take reasonable technical measures appropriate to the sensitivity of the data.

8. Your rights under the DPDP Act, 2023

If you are an individual whose personal data we hold (as a Clinic account holder, or as a patient whose Clinic uses ClinicFlow), you have the right to:

• Obtain a summary of the personal data we (or, for patient data, your Clinic as Data Fiduciary) hold about you and how it is processed.
• Request correction or completion of inaccurate or incomplete personal data.
• Request erasure of personal data that is no longer necessary for the purpose it was collected, subject to legal retention requirements.
• Nominate another individual to exercise these rights on your behalf in the event of death or incapacity.
• Register a grievance regarding how your personal data has been processed (see Section 9).

Patients should first raise data requests with their Clinic directly, since the Clinic controls that data. If you're a Clinic account holder, you can raise requests about your own account data with us using the contact details below.

9. Grievance Officer

In accordance with the DPDP Act, 2023, you may contact our Grievance Officer with any question or complaint about how personal data is handled on ClinicFlow:

Grievance Officer, Cephas Infosystems
Email: privacy@cephasinfosystems.com

(Cephas Infosystems: please replace the placeholder name/email above with your appointed Grievance Officer's actual details before publishing.)

10. Children's data

ClinicFlow accounts are intended for use by adult clinic staff/owners, not by children. Clinical notes about a minor patient may be entered by a Clinic as part of normal medical record-keeping, which the DPDP Act's provisions for minors' data are designed to accommodate for legitimate healthcare purposes — this remains the Clinic's responsibility as Data Fiduciary for that data.

11. Changes to this policy

We may update this policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify Clinics by email.

12. Contact us

Questions about this policy can be sent to privacy@cephasinfosystems.com.