Privacy Policy

Santhica ("we," "us," or "our") provides a clinical record and documentation application for licensed healthcare practitioners (the "App"). This Privacy Policy describes what information the App collects, why, where it is stored, and who it is shared with.

Santhica is used by clinicians and their staff. Most of the information in the App is patient information entered or captured by a clinician in the course of care. The clinic remains responsible for that information; Santhica processes it on the clinic's behalf.

1. Information We Collect

Practitioner account: mobile number (used to sign in by one-time password), full name, clinic or organisation name, speciality, medical registration number and any medical licences you add, and a recovery email address if you provide one.

Patient records: name, mobile number, age or date of birth, gender, address, allergies, diagnoses, prescribed medications (name, dosage, frequency, duration), visit history, treatment charts and discharge summaries. Where a practitioner records them, national health identifiers such as an ABHA number or address, and an Aadhaar number.

Documents: photographs of handwritten or printed prescriptions, treatment charts, discharge summaries and other clinical paperwork captured through the device camera.

Voice consultation audio: where a practitioner starts a voice consultation, an audio recording of that consultation.

Device and usage information: device model, operating system version and app version for troubleshooting, and usage events such as which features are used, for reliability and product improvement.

2. How We Use It

• To create and maintain patient records, visits and prescriptions
• To read handwritten and printed clinical documents and turn them into structured data
• To transcribe voice consultations and structure them into clinical notes and prescriptions
• To make a patient's history available to the clinicians treating them
• To support, secure, troubleshoot and improve the App

We do not use patient information for advertising, and we do not sell it.

3. Where Your Data Is Stored

Patient records, documents and account information are stored on Santhica's servers, hosted in Mumbai, India. Data is encrypted in transit.

A copy is also held on the practitioner's device so the App works without a network connection. That on-device database is encrypted at rest.

Uninstalling the App removes the copy on that device. It does not delete the records held on our servers — see Your Rights and Deletion below.

4. Sharing Within a Clinic

Santhica is a shared clinical record. Practitioners and staff belonging to the same clinic can see the patient records belonging to that clinic, according to their role — for example, front-desk staff can register patients but cannot open clinical records.

Clinics are isolated from one another. A clinic cannot see another clinic's patients.

5. AI Processing and Third Parties

Clinical documents and voice recordings are processed by a third-party AI provider under contract, on a zero-retention basis.

Voice consultation audio is deleted after it has been transcribed — both from the device and from our servers. The transcript and the structured result are retained as part of the patient's record.

Aside from that provider, and the infrastructure providers that host the service, we do not share patient information with third parties, except where required by law or valid legal process.

6. Recording in the Background

During a voice consultation the App can continue recording while it is not on screen, so that a consultation is not cut short if the practitioner locks the phone or switches to another screen. While this is happening the App shows an ongoing notification, and recording can be stopped from it.

The App does not record at any other time.

7. Security

• Data is encrypted in transit
• The on-device database is encrypted at rest
• National identifiers such as Aadhaar are held encrypted and are not shown in full
• The App supports a biometric or device-credential lock
• Access to clinical records is restricted by clinic and by role
• Application logs are filtered to exclude identifying information

8. Retention

Patient records are retained for as long as the clinic uses Santhica, or until deleted. Individual records can be deleted at any time from within the App.

When an account is deleted, its data is deleted. Certain records may be retained where required by law or for legitimate security and audit purposes, for no longer than 90 days, after which they are permanently deleted.

9. Your Rights and Deletion

You may:

• Access the information held in the App
• Correct or update any record
• Delete individual records, or your account and all its data
• Export records
• Withdraw consent to AI processing, in the App's settings

Account and data deletion is described in full on our Account & Data Deletion page, and can be done in the App under Settings, or by emailing support@santhica.com.

10. Patients and Minors

The App is for use by licensed practitioners and clinic staff. We do not knowingly create accounts for anyone under 18.

Patient records may relate to patients of any age, including minors. Those records are created by a clinician as part of providing care, and the clinic is responsible for the lawful basis on which they are held.

11. Compliance

Santhica is designed for use in India and operates in line with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (the DPDP Act).

For information a clinic enters about its patients, the clinic is the Data Fiduciary and Santhica acts as a Data Processor on its instructions. For practitioner account information, Santhica is the Data Fiduciary.

12. Grievance Officer

If you have a complaint about how your information is handled, you may contact our Grievance Officer:

Email: support@santhica.com

We will acknowledge a complaint within a reasonable period and respond as required under applicable law.

13. Changes to This Policy

We may update this Privacy Policy. Changes are reflected in the "Last updated" date at the top of this page.

14. Contact Us

Email: support@santhica.com