This Privacy Policy explains how ClinicNex AI. (“we”, “us”, operating “ClinicNex AI”) collects, uses, and safeguards information when you visit clinicnexai.com or use the ClinicNex AI clinic management web application (the “Service”).
1. Who This Policy Covers
• Clinic Customers: Clinic owners, practitioners, doctors, and staff members who create accounts and utilize the Service.
• Website Visitors: Individuals who browse clinicnexai.com or submit questions via our demo and inquiry forms.
• Patients of our Clinic Customers: Individuals whose appointment records and treatment details are entered into the Service by authorized clinic staff.
2. Our Role for Patient Data
When a clinic records patient details into ClinicNex AI, the healthcare practice remains the custodian and controller of that information. We store and process patient information solely to provide software services to that specific clinic under strict operational instructions. Patients seeking to review, rectify, or purge their clinical records should reach out to their clinic directly.
3. Information We Collect
• Account Credentials: Full name, verified email, mobile phone number, clinic name, city, practitioner designation, and encrypted passwords.
• Clinical Operational Data: Patient demographics, contact numbers, appointments, doctor visit notes, and PKR billing logs entered by staff.
• Billing & Subscription Data: Subscription cycle, chosen plan, payment status, and verification receipts for Easypaisa, JazzCash, or bank transfers. We never store raw debit/credit card numbers.
• Inquiry Records: Communications submitted via our demo booking forms, WhatsApp hotline, or email.
• Technical & Usage Data: Anonymized interaction metrics, session logs, browser version, and essential security cookies.
4. How We Use Information
We use collected data solely to:
• Host, maintain, back up, and secure the ClinicNex AI application.
• Onboard your staff and provide live customer support in Urdu or English.
• Deliver essential service notifications (subscription expiry notices, security advisories).
• Prevent fraudulent activities and enforce our Terms of Service.
We do not sell personal or patient health data to any third party, and we never use clinical records for advertising.
5. Who We Share Information With
Data is only processed by vetted infrastructure partners strictly bound by confidentiality:
• Cloud hosting and database infrastructure providers.
• Transactional email and SMS delivery services for appointment notifications.
• Law enforcement or regulatory authorities only when required under Pakistani law or a verified court subpoena.
6. Where Data is Stored
Data is stored on AWS cloud servers (Middle East region me-central-1 / Bahrain) in professionally managed data centres with 24/7 monitoring, redundant power, and TLS encryption in transit and AES encryption at rest.
7. Data Retention & Deletion
Your clinical data remains active throughout your active subscription. Upon account cancellation, clinic owners can export all patient logs and reports. Data is permanently erased within 90 days following account closure, except where financial auditing or legal rules mandate archival.
8. Data Security
We employ automated daily backups, role-based access restrictions, and TLS/SSL encryption for data in transit and encryption at rest. For comprehensive security measures, review our dedicated Data Security page.
9. Your Rights and Choices
Clinic administrators can update their staff records, download patient lists into CSV format, or request complete account closure at any time by contacting support@clinicnexai.com.
10. Pediatric & Minor Information
The Service is built for medical practices. Paediatric clinics may record patient information concerning minors as part of regular healthcare provision, handled strictly under the clinic’s clinical confidentiality obligations.
11. Contact Us
For privacy inquiries or compliance questions, reach our compliance team at support@clinicnexai.com or visit our Contact page.