Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to information processed through SmartMed.ai and related services provided by ITBlanket, including, where applicable:

• SmartMed.ai web and mobile applications;
• hospital and clinic management features;
• patient registration and appointment management;
• OPD, IPD and clinical workflow features;
• billing, insurance and payment-related workflows;
• laboratory, radiology and diagnostic workflows;
• pharmacy and inventory workflows;
• telemedicine and virtual consultation functionality;
• patient communication and notification services;
• AI-assisted features;
• support, onboarding and account-management services;
• SmartMed.ai public websites and related online services.

This Privacy Policy does not replace any separate agreement, privacy notice, consent document, data-processing agreement or other contractual arrangement between ITBlanket and a healthcare organisation.

2. Our Role and the Role of Healthcare Organisations

SmartMed.ai is generally provided to hospitals, clinics and other healthcare organisations as a technology platform. Depending on the circumstances and applicable law, the healthcare organisation may determine why and how patient information is collected and used, while ITBlanket processes such information to provide SmartMed.ai and related services.

If you are a patient and your information has been entered into SmartMed.ai by a hospital, clinic, doctor or other healthcare provider, that healthcare provider may be the appropriate first point of contact for questions about your medical records, corrections, access requests or the reasons your information is being processed.

3. Information We May Collect and Process

The information processed through SmartMed.ai depends on the services being used and the information provided by the healthcare organisation, healthcare professional, patient or other user.

Account and User Information

We may process information such as name, email address, mobile number, organisation, professional role, user ID, login information, account settings and access permissions.

Patient and Demographic Information

Depending on how SmartMed.ai is configured and used, information may include patient name, date of birth, age, gender, contact information, address, patient identifiers, emergency contact information and other demographic details.

Health and Clinical Information

SmartMed.ai may process health-related information entered, uploaded or generated during healthcare workflows. This may include appointments, symptoms, medical history, diagnoses, clinical notes, prescriptions, medications, allergies, vital signs, laboratory results, radiology information, medical reports, treatment information, discharge information, referrals and related healthcare records.

Billing and Administrative Information

Information associated with billing and administrative workflows may include invoices, charges, payment status, insurance-related information, transaction references and other administrative records.

Device and Technical Information

When users access our services, we may process technical information such as IP address, browser type, device type, operating system, application version, timestamps, error information, security events and activity logs where necessary to operate, secure and troubleshoot the service.

4. How Information Is Collected

Information may be collected or received through several sources, including:

• information entered directly by patients or users;
• information entered by doctors, nurses, receptionists, administrators and other authorised healthcare personnel;
• information provided during registration, appointment booking, consultation or admission;
• documents, reports and other files uploaded to SmartMed.ai;
• information generated during use of SmartMed.ai;
• communications sent through supported messaging channels;
• connected services and third-party integrations authorised by the relevant organisation or user;
• technical logs generated when our services are accessed.

5. How We Use Information

Depending on the service and context, information may be processed for purposes such as:

• providing and operating SmartMed.ai;
• creating and managing user accounts;
• supporting patient registration and identification;
• managing appointments and healthcare workflows;
• supporting clinical documentation and care coordination;
• supporting prescriptions and medical records;
• supporting hospital and clinic administrative workflows;
• supporting billing, insurance, pharmacy and diagnostic workflows;
• enabling telemedicine and virtual consultations;
• sending authorised reminders, notifications and service communications;
• providing AI-assisted functionality where enabled;
• providing technical support and troubleshooting;
• maintaining service reliability and security;
• preventing misuse, fraud and unauthorised access;
• meeting contractual, regulatory or legal obligations where applicable;
• improving the functionality and performance of our services.

6. Healthcare and Sensitive Information

Healthcare organisations using SmartMed.ai are responsible for ensuring that they have an appropriate legal basis, authorisation, consent or other permission required to collect and process information they enter into the platform, as required by applicable law.

7. Telemedicine and Virtual Consultations

SmartMed.ai may provide functionality that enables virtual consultations between healthcare professionals and patients. Information associated with a virtual consultation may include appointment details, participant information, consultation links, meeting identifiers, consultation status and related technical information.

Virtual consultation functionality may rely on third-party communication or video-conferencing providers. When such services are used, information necessary to establish or operate the consultation may be processed by those providers according to their applicable terms and privacy policies.

8. WhatsApp, SMS, Email and Other Communications

SmartMed.ai may enable healthcare organisations to send service-related communications to patients and users through channels such as WhatsApp, SMS and email. These communications may include, depending on the services configured:

• appointment confirmations and reminders;
• appointment rescheduling or cancellation information;
• follow-up reminders;
• virtual consultation information and joining instructions;
• prescription or report availability notifications;
• authentication or verification messages;
• other healthcare service or account-related communications.

Delivery of these communications may involve third-party communication providers. Information necessary to send, route, deliver and monitor those communications may therefore be processed by the relevant provider.

9. AI-Assisted Features

SmartMed.ai may include artificial intelligence or AI-assisted functionality designed to help healthcare professionals and organisations work with information, documents and workflows more efficiently.

Depending on the feature being used, information submitted to an AI-assisted feature may be processed to generate summaries, suggestions, extracted information, responses or other outputs.

Where third-party technology providers are used to support AI functionality, information may be processed by those providers as necessary to deliver the configured feature, subject to applicable arrangements and controls.

10. Third-Party Services and Integrations

SmartMed.ai may integrate with third-party products and services to provide particular functionality. These may include communication services, video-conferencing platforms, cloud infrastructure, storage services, payment services, authentication services and other technology providers.

When an integration is enabled, information necessary for that integration may be transmitted to or received from the relevant provider. Third-party services may have their own terms, privacy policies and data-handling practices.

11. When Information May Be Shared

Information may be disclosed or made available where necessary to operate SmartMed.ai or fulfil legitimate healthcare and business purposes, including:

• with the healthcare organisation responsible for the relevant patient or account;
• with authorised healthcare professionals and personnel;
• with service providers supporting our technology and operations;
• with third-party services where an integration has been enabled;
• where required to comply with applicable law, legal process or lawful government requests;
• where reasonably necessary to protect users, patients, ITBlanket or others from fraud, abuse, security threats or unlawful activity;
• in connection with a corporate transaction where permitted by applicable law and appropriate safeguards.

12. Data Storage and Hosting

Information processed through SmartMed.ai may be stored or processed using ITBlanket systems and third-party infrastructure and cloud service providers.

The location in which information is stored or processed may depend on the infrastructure, services, integrations and contractual arrangements applicable to a particular deployment.

13. Data Security

We use administrative, technical and organisational measures intended to protect information against unauthorised access, loss, misuse, alteration or disclosure, taking into account the nature of the information and the services involved.

Healthcare organisations and users also play an important role in protecting information. Users should maintain the confidentiality of their credentials, use appropriate device security and promptly report suspected unauthorised access.

No internet-based system or method of electronic storage can be guaranteed to be completely secure. Accordingly, while measures are taken to protect information, absolute security cannot be guaranteed.

14. Data Retention

Information may be retained for as long as reasonably necessary to provide SmartMed.ai, support healthcare organisations, maintain appropriate records, satisfy contractual requirements, resolve disputes, maintain security, and comply with applicable legal or regulatory obligations.

Retention periods may vary depending on the type of information, the healthcare organisation's requirements, contractual arrangements and applicable law.

15. Cookies and Similar Technologies

Our websites and web applications may use cookies, local storage or similar technologies where necessary to provide functionality such as authentication, session management, preferences, security and application operation.

Additional technologies may be used where permitted and appropriate. Browser settings may allow users to control certain cookies, although disabling required cookies may prevent parts of the service from functioning correctly.

16. Access, Correction and Other Privacy Requests

Depending on applicable law and the circumstances, individuals may have rights relating to their personal information, such as requesting access, correction, updating, deletion or other appropriate action.

If your information was collected by a hospital, clinic, doctor or another healthcare organisation using SmartMed.ai, please contact that organisation first regarding requests concerning your healthcare records. ITBlanket may assist the organisation in responding to valid requests where appropriate.

Requests relating directly to an ITBlanket or SmartMed.ai account may be submitted through our Support page.

17. Patient Medical Records

SmartMed.ai provides technology that enables healthcare organisations to create, manage and access healthcare records. ITBlanket is not the healthcare provider responsible for the medical care documented in those records.

Requests to modify, interpret or obtain copies of clinical records should generally be directed to the hospital, clinic or healthcare provider responsible for those records.

18. Children and Minors

SmartMed.ai may process information relating to children or minors when such information is provided in connection with legitimate healthcare services. Healthcare organisations are responsible for obtaining any consent or authorisation required for the collection and processing of such information under applicable law.

19. International Data Processing

Some service providers or technology integrations used in connection with SmartMed.ai may process information in jurisdictions other than the jurisdiction in which the user or healthcare organisation is located.

Where required, appropriate arrangements may be used for cross-border processing in accordance with applicable legal and contractual requirements.

20. External Websites and Services

SmartMed.ai may contain links to external websites or services. ITBlanket is not responsible for the privacy practices of independent third parties. Users should review the privacy policies of those services before providing information to them.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to SmartMed.ai, our business practices, technology, legal requirements or other circumstances.

When the policy is updated, the revised version will be published on this page and the effective date above will be updated as appropriate.

22. Contact Us

If you have questions about this Privacy Policy, SmartMed.ai, or how information is handled through our services, you can contact ITBlanket through our support channels.