Contents
- Who we are
- Scope & who can use Haarks Clinic
- Information we collect
- Zero-storage of patient files
- How we use your information
- AI processing & your private Brain
- When we share information
- Sub-processors
- Security
- Data retention & deletion
- Your rights
- Children
- International transfers
- Changes to this policy
- Contact & Grievance Officer
1. Who we are
Haarks Clinic (the "App", "Service", "we", "us", "our") is operated by Haarks International Pvt Ltd, a company incorporated in India. This Privacy Policy explains what information the App collects, how it is used, and the choices and rights you have. It applies to the Haarks Clinic mobile app, our website, and related services.
By creating an account or using the Service, you agree to this Privacy Policy and to our Terms of Service and Medical Disclaimer.
2. Scope & who can use Haarks Clinic
Haarks Clinic is a personal knowledge-management platform intended exclusively for registered medical professionals. It is not intended for patients or the general public. You must be at least 18 years old and a qualified, registered medical professional to use the Service.
Haarks Clinic is not a diagnostic tool, clinical decision-support system, or regulated medical device. See our Medical Disclaimer.
3. Information we collect
3.1 Information you provide
- Account details: your name, email address, and the one-time passcodes used to sign in.
- Professional profile: your medical specialty, and optionally your hospital or clinic name.
- Content you create: case notes, titles, text you type or dictate, and chat messages you send to your private AI Brain.
- Voice input: audio you record for transcription, which is converted to text.
- Support & waitlist: information you submit when you contact us or join the early-access waitlist.
3.2 Information collected automatically
- Device & usage data: app version, device type, operating system, crash logs, and basic usage events needed to operate and improve the App.
- Authentication tokens: secure session identifiers stored on your device.
3.3 Connected drives (optional)
If you choose to connect a cloud drive (for example Google Drive), we request the minimum permission scope needed to let you select specific files for indexing. We access only the files you explicitly select. We do not request blanket access to your entire drive.
4. Zero-storage of patient files
Patient files never leave your own drive. Haarks Clinic is built on a zero-storage model: documents you connect remain in your cloud drive. We index references and derived search data to make your knowledge retrievable — we do not copy or permanently store your source files on our servers.
You are responsible for ensuring you have the legal right and any necessary patient consent to process the information you choose to put into the App, and for complying with applicable medical-records and data-protection laws.
5. How we use your information
- To create and secure your account and authenticate you.
- To operate your private AI Brain — storing your cases, notes, and conversations and making them searchable to you.
- To transcribe voice input you record.
- To provide support, respond to requests, and send essential service communications.
- To maintain security, prevent abuse, debug, and improve the Service.
- To process payments and manage subscriptions.
- To comply with legal obligations.
We do not sell your personal information, and we do not use your private content to advertise to you.
6. AI processing & your private Brain
To provide AI features, your text and transcribed voice are processed by third-party AI providers acting as our sub-processors (see Section 8). Your content is sent to these providers only to generate a response for you.
- Per-doctor isolation: each surgeon's Brain runs in a private namespace. Your content is retrievable only within your own account and is never visible to other users.
- No shared-model training: your private content is not used to train shared or cross-customer AI models.
- Retrieval, not exposure: indexing builds a private, searchable layer for your account only.
7. When we share information
We share information only in these limited situations:
- Service providers / sub-processors who help us run the Service under contract (Section 8).
- Payment processors to complete transactions you authorise.
- Legal & safety: where required by law, regulation, legal process, or to protect rights, safety, and the integrity of the Service.
- Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this policy.
8. Sub-processors
We rely on reputable infrastructure and AI providers to deliver the Service. These currently include providers for cloud hosting and database, AI language and transcription models, vector search/indexing, media storage, and email/OTP delivery. Each is engaged under terms that require appropriate confidentiality and security. We may update this list as our infrastructure evolves.
9. Security
We use industry-standard safeguards including encryption in transit (TLS) and encryption at rest for data we store, access controls, and per-account isolation. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Keep your account credentials and device protected.
10. Data retention & deletion
- We retain your account and content for as long as your account is active.
- You can clear your AI Brain's memory from within the App at any time.
- On cancellation or deletion request, your data is retained for up to 90 days and then permanently deleted, except where we must retain limited records to meet legal, tax, or accounting obligations.
- You can request full account deletion at any time — see our Account & Data Deletion page.
11. Your rights
Subject to applicable law (including India's Digital Personal Data Protection Act, 2023, and, where relevant, the GDPR), you may have the right to access, correct, update, or delete your personal data, to withdraw consent, and to lodge a complaint with a data-protection authority. To exercise these rights, contact us using the details below. We will respond within the timelines required by law.
12. Children
The Service is intended only for registered medical professionals aged 18 or older. It is not directed to children, and we do not knowingly collect personal data from children.
13. International transfers
We operate cloud infrastructure that may be located in regions such as Singapore and others. Where your data is processed outside your country, we take steps to ensure it is protected consistently with this policy and applicable law.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, for material changes, provide additional notice in the App or by email. Continued use after changes take effect constitutes acceptance.
15. Contact & Grievance Officer
For privacy questions, data requests, or grievances, contact:
Haarks International Pvt Ltd
Email: haarksclinic@gmail.com
If you are in India, you may contact our Grievance Officer at the same email address. We will acknowledge and address grievances within the timelines prescribed under applicable law.