Privacy Policy

Cognentra Technology Private Limited ("Cognentra", "we", "us", or "our") operates hCase, a healthcare clinic management platform ("hCase", "Platform", or "Service").

This Privacy Policy explains how we collect, use, store, disclose, and protect information when you use the hCase website, application, software, and related services.

By using hCase, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

Depending on how you use hCase, we may collect the following categories of information.

1.1 Account and User Information

When a user creates or uses an hCase account, we may collect information such as:

• Name
• Email address
• Phone number
• Username or login credentials
• Professional information
• Clinic or organization information
• User role and permissions
• Account and authentication information

1.2 Patient Information

hCase may allow authorized healthcare professionals and clinics to enter and manage patient information, which may include:

• Patient name
• Contact information
• Date of birth or age
• Gender
• Appointment information
• Medical history
• Symptoms and clinical information
• Prescriptions
• Medical reports
• Treatment-related information
• Billing and payment-related information
• Other information entered by authorized users in connection with healthcare services

Patient information may constitute sensitive or personal information depending on applicable law.

1.3 Appointment and Clinic Information

We may process information relating to:

• Appointments
• Doctors/physicians
• Clinics
• Consultation records
• Appointment status
• Scheduling information
• Clinic settings and preferences

1.4 Payment and Subscription Information

Where applicable, hCase may process information related to subscriptions, payments, invoices, wallet transactions, and payment status. Payment card or banking information may be processed by authorized payment service providers where applicable. We do not intend to store complete payment-card information unless specifically required and lawfully permitted.

1.5 Technical Information

When you access hCase, certain technical information may be collected automatically, including:

• IP address
• Browser type
• Device information
• Operating system
• Login and access information
• Date and time of access
• Application and system logs
• Error and diagnostic information

1.6 Cookies and Similar Technologies

hCase may use cookies or similar technologies to maintain sessions, authenticate users, remember preferences, improve security, and understand how the Service is used. You may be able to control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Platform.

2. How We Use Information

We may use information for purposes including:

• Providing and operating hCase
• Creating and managing user accounts
• Managing clinics, physicians, and patients
• Managing appointments
• Maintaining medical and treatment-related records entered by authorized users
• Processing subscriptions and payments
• Sending service-related notifications
• Providing customer support
• Maintaining and improving the Platform
• Detecting and preventing unauthorized access, fraud, abuse, or security incidents
• Troubleshooting and resolving technical issues
• Maintaining system logs and backups
• Complying with applicable laws and legal obligations
• Protecting our rights and interests
• Performing other purposes disclosed to users at the time information is collected

3. Healthcare and Patient Information

hCase is a software platform that provides tools for healthcare professionals and clinics to manage their operations and records. hCase does not independently determine the medical treatment provided to a patient. Healthcare professionals and clinics are responsible for the information they enter into hCase and for their decisions regarding patient care.

Clinics and healthcare professionals are responsible for ensuring that they have the appropriate legal basis, authorization, consent, and permissions required to collect and process patient information through hCase.

4. How We Share Information

We do not sell personal information for monetary consideration.

We may share or provide access to information where reasonably necessary for the operation of hCase, including with:

Service Providers

We may use third-party service providers for services such as:

• Hosting and infrastructure
• Database and storage services
• Payment processing
• Email or notification delivery
• Security services
• Analytics and monitoring
• Technical support

Such providers may process information only as necessary to provide their services to us, subject to applicable contractual and legal requirements.

Legal Requirements

We may disclose information where required or permitted by applicable law, regulation, court order, governmental authority, or legal process.

Business Transfers

If Cognentra is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.

5. Data Security

We take reasonable technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, loss, misuse, or destruction.

Security measures may include:

• Authentication and access controls
• Role-based permissions
• Secure communication mechanisms
• Access restrictions
• Logging and monitoring
• Backup and recovery procedures
• Security updates and maintenance

However, no internet-based system or method of electronic storage can be guaranteed to be completely secure.

6. User Responsibilities

Users are responsible for:

• Keeping their account credentials confidential
• Using strong and appropriate passwords
• Not sharing login credentials with unauthorized persons
• Ensuring that only authorized individuals access patient information
• Providing accurate information
• Using hCase in accordance with applicable laws and regulations
• Obtaining any required consent or authorization before entering or processing patient information

If you believe that your account has been accessed without authorization, you should contact us promptly at contact@hcase.in.

7. Data Retention

We retain information for as long as reasonably necessary to provide the Service, maintain business and technical records, comply with legal obligations, resolve disputes, enforce agreements, and protect our legitimate interests. The retention period may vary depending on the type of information and the purpose for which it was collected.

Where applicable, information may be deleted or anonymized when it is no longer required, subject to legal, contractual, backup, and operational requirements.

8. Data Deletion and User Requests

Depending on applicable law and the user's role, users may have rights regarding their personal information, including rights to:

• Request access to personal information
• Request correction of inaccurate information
• Request deletion where legally applicable
• Request information regarding processing
• Withdraw consent where processing is based on consent
• Raise a grievance regarding the processing of personal information

Requests may be submitted to:

Email: contact@hcase.in

We may need to verify the identity of the requester before processing a request. Certain requests may be subject to legal or contractual limitations.

9. Children's Information

hCase is intended for use by healthcare professionals, clinics, organizations, and other authorized users. Where information relating to a child is entered into hCase as part of healthcare services, the relevant clinic or healthcare professional is responsible for ensuring that such processing complies with applicable laws and requirements relating to children.

10. Third-Party Services and Links

hCase may integrate with or contain links to third-party services. Third-party services are governed by their own privacy policies and terms. Cognentra is not responsible for the privacy practices of third-party websites or services that we do not control.

11. International Data Transfers

Depending on the infrastructure and service providers used by hCase, information may be processed or stored in locations outside the user's state or country. Where applicable, such processing and transfers will be carried out in accordance with applicable laws and contractual or organizational safeguards.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we may update the "Last Updated" date at the top of this Privacy Policy. Where required by applicable law, we may provide additional notice. We encourage users to review this Privacy Policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the processing of personal information through hCase, please contact us: