Privacy Policy

Doc with AI is a cloud software product for clinic practice management (patients, queue, appointments, prescriptions, pharmacy, teleconsult, and related AI features). It is provided by:

• Trade name: AGENTIC LABS
• Legal name / proprietor: Nikhilesh Rana (Proprietorship)
• GSTIN: 07FRPPR2358P1ZP
• Udyam Registration: UDYAM-DL-06-0215649
• Registered address: Flat No. 222, Top Floor, Pocket-7, Sector-21, Rohini, New Delhi, North West Delhi, Delhi 110086, India
• Contact: support@docwithai.in, +91 95994 71990

For the purposes of applicable Indian data protection law, including the Digital Personal Data Protection Act, 2023 (“DPDP Act”) and rules thereunder (as notified), we act as a Data Fiduciary for account, billing, and product usage data we control. Where a clinic customer stores patient or practice records in the Service, that clinic is typically the Data Fiduciary (or equivalent controller) for those records, and we act as a Data Processor / service provider on their documented instructions.

This policy applies to:

• Visitors to our marketing website and legal pages
• Users who create or access a Doc with AI workspace (clinic owners, doctors, staff, and authorised invitees)
• Personal data processed when clinics use the Service to manage patients, appointments, pharmacy, teleconsult, and AI features

It does not replace a clinic’s own privacy notice to its patients. Clinics remain responsible for obtaining any consent or providing any notice required under law for patient data they enter into the Service.

Account and identity. Name, email address, authentication identifiers (for example Google account ID when you sign in with Google), role within a clinic workspace, and profile details you provide.

Clinic / organisation data. Clinic name, branding, doctor profiles, schedules, services, access permissions, templates, and operational settings.

Practice and patient records (customer content). Information clinics choose to store, which may include patient demographics, contact details, visit history, queue status, appointments, clinical notes, prescriptions, diagnosis codes, pharmacy inventory and billing data, teleconsult metadata, and related attachments or transcripts generated by AI features.

Usage and technical data. Device/browser type, IP address, approximate location derived from IP, pages viewed, feature usage, timestamps, crash/error logs, and security logs.

Communications. Support emails, feedback, and messages you send to us.

Payment and tax. If paid plans are enabled, billing contact details, invoices, GST particulars, and payment status processed through our payment partners (we do not store full card numbers on our servers when a payment processor handles checkout).

• Provide, operate, secure, and improve the Service
• Authenticate users, manage roles, and enforce access controls
• Process clinic workflows (queue, appointments, prescriptions, pharmacy POS, teleconsult scheduling, AI agent queries on your clinic data)
• Send transactional notices (security alerts, service changes, billing)
• Provide customer support and investigate abuse or incidents
• Comply with law, tax, GST invoicing, and respond to lawful requests
• Analyse aggregated/de-identified product usage to improve reliability and UX (not to sell patient data)

We do not sell personal data. We do not use clinic patient records to train public foundation models for unrelated third parties.

Depending on the processing and applicable law, we rely on one or more of: performance of a contract with you or your organisation; legitimate uses permitted under the DPDP Act and other Indian law; consent where required (including where a clinic obtains consent from patients); and compliance with legal obligations (tax, accounting, security, and regulatory requests).

Doc with AI is software for practice operations. It is not a substitute for professional medical judgment, and we are not a hospital, diagnostic lab, or treating physician.

Clinics control what patient and clinical information they upload. They must ensure they have a lawful basis to process that data and that their use complies with applicable healthcare, telemedicine, pharmacy, and professional regulations.

Where technically available, customer workspaces are designed with tenant isolation so one clinic’s database is not accessible to another clinic’s users.

We may share personal data with:

• Infrastructure and cloud providers that host the Service and backups
• Authentication and productivity providers (for example Google, when you use Google sign-in or Google Meet / Calendar integrations you connect)
• Communications providers used to send invites or transactional messages that you trigger (for example WhatsApp or email flows configured in the product)
• Analytics tools used on the marketing site (for example Google Analytics), subject to their terms
• Professional advisers (legal, accounting) under confidentiality
• Authorities when required by applicable law or valid legal process

Processors are engaged to provide services to us and are required to process data only on our instructions and with appropriate safeguards. Clinic administrators may also grant access to their own staff and invitees; that access is controlled by the clinic.

We retain account and billing records for as long as the account is active and thereafter as needed for tax, dispute resolution, and legal compliance. Clinic customer content is retained while the subscription/workspace remains active. After deletion or account closure requests, we delete or anonymise data within a commercially reasonable period, except where retention is required by law or for security logs (kept for a limited period).

Clinics are responsible for exporting any records they must keep under medical or pharmacy record-keeping rules before requesting deletion.

We implement technical and organisational measures appropriate to the nature of the Service, including encrypted transport (HTTPS), access control and role-based permissions, isolation of clinic tenants where architected, encryption of certain sensitive tokens at rest, and monitoring for abuse. No method of transmission or storage is 100% secure; you must also protect your credentials and limit staff access appropriately.

We use essential cookies/session storage for authentication and security. Our marketing site may use analytics cookies (such as Google Analytics) to understand traffic. You can control cookies through your browser settings; disabling essential cookies may break sign-in.

Subject to the DPDP Act and other applicable law, individuals may have rights to access, correction, erasure, withdrawal of consent (where processing is consent-based), and grievance redressal. To exercise rights relating to your user account with us, contact support@docwithai.in.

If you are a patient whose data was entered by a clinic, please contact that clinic first. We will assist the clinic as processor where required.

The Service is directed at clinics and adult professionals. We do not knowingly offer accounts to children. Patient records about minors may be stored by clinics in the course of care; clinics are responsible for lawful processing of such records.

Primary operations are oriented to India. Sub-processors may process data in other jurisdictions. Where cross-border transfer restrictions apply under Indian law, we will take steps required by applicable rules and contractual safeguards.

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Material changes may be notified by email or in-product notice where appropriate. Continued use after the effective date constitutes acceptance of the updated policy to the extent permitted by law.

Privacy and grievance contact for AGENTIC LABS / Doc with AI:

Nikhilesh Rana
Flat No. 222, Top Floor, Pocket-7, Sector-21, Rohini, New Delhi, North West Delhi, Delhi 110086, India
Email: support@docwithai.in
Phone: +91 95994 71990

Related: Terms & Conditions