Privacy & Terms

Privacy Policy

This Privacy Policy describes how CliniversePro ("we," "us," or "our") collects, uses, stores, and protects your personal information when you use our clinic management platform, patient portal, website, and related services (collectively, the "Services").

1. Information We Collect

We collect information to provide, improve, and secure our Services:

• Personal Identification Data: Full name, date of birth, gender, national ID or passport number, and photograph when voluntarily provided.
• Contact Information: Email address, phone number, alternate phone number, physical address, city, and country.
• Medical & Health Data: Medical history, diagnoses, prescriptions, lab results, vitals, allergies, immunization records, consultation notes, and any health information entered into the EMR (Electronic Medical Records) module.
• Financial Data: Invoice details, payment records, billing addresses, and insurance information. We do not store full credit card numbers — payments are processed securely via Stripe.
• Usage Data: IP address, browser type, device information, pages visited, time spent on pages, and interaction patterns collected automatically via cookies and server logs.
• Communication Data: Messages sent through internal messaging, AI chat conversations, WhatsApp notifications, SMS reminders, and email correspondence.
• Appointment Data: Appointment dates, times, doctor assignments, visit reasons, check-in/check-out timestamps, and token numbers.

2. How We Use Your Information

Your information is used exclusively for:

• Healthcare Delivery: Managing patient records, scheduling appointments, generating prescriptions, processing lab orders, and facilitating clinical workflows.
• Billing & Payments: Generating invoices, processing payments, payroll management, and financial reporting.
• Communication: Sending appointment reminders, lab result notifications, prescription alerts, and operational updates via SMS, email, or WhatsApp.
• AI-Powered Assistance: Our AI chat and voice assistant features use anonymized or de-identified data to provide patient support, triage, and FAQ responses.
• Platform Improvement: Analytics, performance monitoring, bug fixes, and feature development.
• Legal Compliance: Meeting regulatory obligations, responding to lawful requests from authorities, and maintaining audit logs as required by healthcare regulations.

3. Data Storage & Security

We implement industry-standard security measures to protect your data:

• Encryption: All data in transit is encrypted via TLS/SSL. Sensitive data at rest is encrypted using AES-256 encryption.
• Access Control: Role-based access control (RBAC) ensures that staff members only access data relevant to their role (e.g., lab technicians cannot access billing data).
• Session Security: Sessions are protected with CSRF tokens, secure cookie flags, HTTP-only cookies, and automatic session expiration.
• Audit Logging: All user actions are logged with timestamps and IP addresses for accountability and compliance auditing.
• Password Security: Passwords are hashed using bcrypt with automatic lockout after 5 failed login attempts.
• Data Backup: Regular automated backups ensure data durability and disaster recovery capability.

4. Data Sharing & Third Parties

We may share your data only in the following circumstances:

• Healthcare Providers: With doctors, nurses, lab technicians, and pharmacists within your assigned clinic for treatment purposes.
• Payment Processors: With Stripe for secure payment processing. Stripe's privacy policy governs their use of your payment data.
• Communication Services: With UltraMsg (WhatsApp API), Twilio (SMS), and configured SMTP providers to deliver notifications you've opted into.
• AI Services: With Anthropic (Claude) and/or Google (Gemini) for AI chat functionality. Only contextually necessary, non-identifying data is transmitted.
• Legal Obligations: When required by law, court order, or governmental investigation.

5. Data Retention

We retain your data for as long as:

• Your account is active or as needed to provide Services.
• Required by applicable healthcare record retention laws (typically 7–10 years for medical records).
• Necessary for legal compliance, dispute resolution, or enforcement of agreements.

Upon account deletion request, we will remove or anonymize your personal data within 30 days, except where retention is legally required.

6. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data ("right to be forgotten"), subject to legal retention requirements.
• Right to Restrict Processing: Request that we limit how we use your data.
• Right to Data Portability: Request your data in a structured, machine-readable format.
• Right to Object: Object to processing of your data for specific purposes.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at hello@cliniversepro.com.

7. Children's Privacy

Our Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16 without verifiable parental consent. If we learn we have collected such information, we will promptly delete it. Pediatric patient records are managed by authorized guardians or healthcare providers.

8. International Data Transfers

If you access our Services from outside the country where our servers are located, your data may be transferred internationally. We ensure appropriate safeguards (such as Standard Contractual Clauses or equivalent mechanisms) are in place to protect your data during cross-border transfers.

Terms & Conditions

By accessing or using the CliniversePro platform and its related services ("Services"), you agree to be bound by these Terms & Conditions. If you do not agree, you must discontinue use immediately.

1. Acceptance of Terms

These Terms constitute a legally binding agreement between you ("User") and CliniversePro ("Provider"). By registering an account, booking an appointment, or using any feature of the platform, you confirm that you have read, understood, and agree to these Terms and our Privacy Policy.

2. Account Responsibilities

• You are responsible for maintaining the confidentiality of your login credentials.
• You agree to provide accurate, current, and complete information during registration and to update your information promptly if it changes.
• You must notify us immediately of any unauthorized access or use of your account.
• Each user account is personal and non-transferable. Sharing credentials is strictly prohibited.
• We reserve the right to suspend or terminate accounts that violate these Terms.

3. Acceptable Use

You agree not to:

• Use the Services for any unlawful or unauthorized purpose.
• Upload, transmit, or store malicious code, viruses, or harmful content.
• Attempt to gain unauthorized access to any part of the platform, other users' accounts, or connected systems.
• Reverse engineer, decompile, or disassemble any part of the software.
• Scrape, data-mine, or harvest data from the platform without explicit written permission.
• Impersonate another person, clinic, or entity.
• Use the AI chat or voice features to generate harmful, misleading, or illegal content.
• Circumvent any security measures, access controls, or rate limits.

4. Medical Disclaimer

5. Subscription & Billing

• Certain features require a paid subscription plan. Pricing is displayed on our Pricing page.
• Subscription fees are billed in advance on a monthly or annual basis as selected.
• All fees are non-refundable unless otherwise stated or required by applicable law.
• We reserve the right to modify pricing with 30 days' advance notice.
• Failure to pay may result in suspension of services. Accounts suspended for non-payment for more than 30 days may be permanently terminated.
• Payments are processed securely through Stripe. We do not store your credit card details.

6. Intellectual Property

• The CliniversePro platform, including its source code, design, logos, trademarks, documentation, and all associated intellectual property, is owned exclusively by the Provider.
• Your subscription grants a limited, non-exclusive, non-transferable license to use the platform for its intended purpose during the subscription period.
• You retain ownership of all data you input into the platform (patient records, clinic information, etc.).
• You may not copy, modify, distribute, sell, or sublicense any part of the platform without prior written consent.

7. Data Ownership

All patient data, medical records, and clinical information entered into the platform remain the property of the clinic or healthcare provider who entered them. CliniversePro acts solely as a data processor on your behalf. Upon termination, you may request a complete export of your data in a standard format.

8. Service Availability & Modifications

• We strive to maintain 99.9% platform uptime but do not guarantee uninterrupted access.
• Scheduled maintenance windows will be communicated in advance where possible.
• We reserve the right to modify, update, or discontinue features with reasonable notice.
• We are not liable for temporary service disruptions caused by factors beyond our control (force majeure).

9. Limitation of Liability

To the maximum extent permitted by applicable law:

• CliniversePro shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Services.
• Our total aggregate liability shall not exceed the amount paid by you for the Services in the 12 months preceding the claim.
• We are not responsible for clinical outcomes, medical decisions, or actions taken based on information managed through the platform.

10. Indemnification

You agree to indemnify and hold harmless CliniversePro, its officers, directors, employees, and affiliates from any claims, damages, losses, or expenses (including legal fees) arising from your breach of these Terms, misuse of the Services, or violation of any applicable law.

11. Termination

• You may terminate your account at any time by contacting our support team.
• We may suspend or terminate your access for violation of these Terms, non-payment, or any activity that threatens platform security or integrity.
• Upon termination, your right to use the Services ceases immediately. Data export requests must be submitted within 30 days of termination.

12. Governing Law & Dispute Resolution

These Terms shall be governed by the laws of the jurisdiction in which CliniversePro operates. Any disputes shall be resolved through good-faith negotiation first, followed by binding arbitration if necessary. Class action waivers apply to the fullest extent permitted by law.

13. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 14 days before they take effect. Your continued use of the Services after changes take effect constitutes acceptance of the revised Terms.

Cookie Policy

We use cookies and similar technologies to ensure the platform functions correctly and to improve your experience.

Types of Cookies We Use

• Essential Cookies: Required for authentication, session management, and CSRF protection. These cannot be disabled as the platform will not function without them.
• Functional Cookies: Remember your preferences (e.g., language, timezone, sidebar state) to provide a personalized experience.
• Analytics Cookies: Help us understand how users interact with the platform so we can improve features and performance. These are anonymized and do not contain personal health information.

Managing Cookies

You can manage cookie preferences through your browser settings. Note that disabling essential cookies will prevent you from using the platform. For more information on managing cookies, visit allaboutcookies.org.

HIPAA & Healthcare Compliance

CliniversePro is designed with healthcare compliance at its core. We implement the following safeguards to support HIPAA and equivalent international healthcare data protection standards:

Administrative Safeguards

• Designated privacy and security officers oversee data protection policies.
• Regular risk assessments and security audits are conducted.
• Staff training on data privacy and security best practices.
• Incident response procedures for data breaches with mandatory notification within 72 hours.

Technical Safeguards

• Role-based access control (RBAC) with principle of least privilege.
• Unique user identification with individual login credentials.
• Automatic session logout after periods of inactivity.
• Complete audit trails of all data access and modifications.
• Data encryption in transit (TLS 1.2+) and at rest (AES-256).
• Secure password hashing (bcrypt) with account lockout policies.

Physical Safeguards

• Server infrastructure hosted in secure, certified data centers.
• Redundant systems and automated backups for business continuity.
• Secure disposal procedures for decommissioned hardware and storage media.

Business Associate Agreements

Where required by HIPAA, we execute Business Associate Agreements (BAAs) with covered entities (clinics and healthcare providers) before processing Protected Health Information (PHI). Contact us to request a BAA if applicable to your organization.