Terms, privacy and the Pledge.

1. Who we are

ConviCare is a software service that helps registered doctors send, track and close referrals. We are not a medical provider and we do not give medical advice.

2. Who can use it

Doctors must hold a valid registration with the National Medical Commission or a state medical council, confirmed through our verification process. Hospitals and clinics must be able to show their registration. Patients use ConviCare only through a doctor who refers them.

3. No payment for referrals

Nobody pays or receives money, gifts or any other consideration for sending or receiving a patient through ConviCare. Specialist ranking never depends on a plan or payment. Breaking this rule ends access to the service.

Hospitals pay a flat annual fee for the software. Doctors on the Pro plan pay a flat subscription for tools, never for referrals.

4. Clinical responsibility

The treating doctor is responsible for every clinical decision. Suggestions from our matching or AI features are drafts for the doctor to accept, change or ignore. ConviCare never sends an AI draft on a doctor’s behalf without the doctor’s action.

5. Acceptable use

You will not upload content you have no right to share, try to identify a patient from a de-identified case, share your login, or use the service to market to patients.

6. Changes and ending

We may update these terms and will tell you on WhatsApp and by email before a material change applies. You can close your account at any time from Settings.

1. Roles under the DPDP Act

For doctor and staff accounts, ConviCare is the Data Fiduciary. For patient information in a referral, the referring doctor is the Data Fiduciary and ConviCare is the Data Processor, under the Data Processing Agreement on this page.

2. What we collect

Doctors: name, mobile number (verified by WhatsApp), registration number, practice details. Patients: name, age, sex, mobile number, clinical details the doctor adds, and the consent record. WhatsApp messages sent through the service are logged for delivery and support.

3. Consent

Each patient gives consent before a specialist sees identifying details — by replying YES from their own WhatsApp number to the consent message, or with a one-time code on the consent page. The record stores the time, the method and the version of the notice shown. A patient can withdraw consent at any time by replying STOP or asking their doctor.

4. Purpose and limits

We use data only to run the referral loop: matching, consent, booking, outcome notes and support. We do not sell data, show advertising, or use patient data to train AI models. Patient names and phone numbers are never sent to an AI model.

5. Where data lives

The database and backups are stored in India. Access is limited by role and every access to patient information is written to an audit log. Two AI services process content outside India: DeepSeek (language — de-identified text only) and Groq (speech-to-text for voice notes). Voice-note audio is held in memory for at most 15 minutes for transcription and is not stored by ConviCare.

6. Your rights

You may ask to access, correct, erase or export your data, to nominate someone to act for you, and to complain. Write to the Grievance Officer at grievance@convicare.example. We reply within the period set by law.

7. Retention

Referral records are kept for the period needed for the patient’s care and legal duties, then erased or anonymised. Closed accounts are deleted after 90 days unless the law requires otherwise.

1. Scope

This agreement applies when ConviCare processes personal data for a doctor, clinic or hospital (the Fiduciary) as their Processor.

2. Instructions

We process personal data only on the Fiduciary’s documented instructions, which are given by using the service. We tell the Fiduciary if an instruction appears to break the law.

3. Security

We use encryption in transit and at rest, role-based access, session controls and audit logging. Staff with access are bound by confidentiality duties.

4. Sub-processors

We use a small list of sub-processors for hosting, WhatsApp messaging and AI processing. The current list is available on request and we give notice before adding one. AI processing receives de-identified text only.

5. Breach

We tell the Fiduciary without undue delay after becoming aware of a personal data breach, with what we know about its cause, scope and the steps taken.

6. Return and deletion

On ending the service, we return or erase the Fiduciary’s data on request, except where the law requires us to keep it.

1. Where AI is used

Voice-to-text for WhatsApp voice notes and dictation (Groq Whisper); understanding WhatsApp messages and acting on a doctor's instructions, structuring a case into fields, drafting outcome notes, and finding three specialists (DeepSeek). In WhatsApp groups the assistant only speaks where the group is set up for it, and never posts patient details in a group.

2. The doctor decides

AI output is always a draft or a suggestion. A doctor reviews and chooses. Nothing is sent to a patient or colleague without a doctor’s action.

3. What AI never sees

Patient names and phone numbers are removed before any text reaches the language model. Voice-note audio is transcribed first, so the speech-to-text service may hear a name if one is spoken; please describe patients by age and sex, not name, in voice notes. We do not use this content to train models.

4. Matching is not for sale

Matching considers clinical fit, availability, language, insurance and track record. Payment, plan and commercial relationships have a weight of zero.

5. Limits

AI can be wrong, especially with unclear dictation or rare conditions. Doctors should check every draft. Tell us about errors through Help.

1. No financial consideration

No money, gift, discount or favour changes hands for a referral. Every referral and outcome note carries the stamp: “No financial consideration exchanged.”

2. Ranking is not for sale

Specialists are ordered by clinical fit and track record. Payment weight is zero, and we publish the check on the admin billing console.

3. The patient comes back

A referral is not finished until the patient is back with the doctor who sent them and the outcome note is on file.

4. Report a concern

Anyone can report a breach of the Pledge from the Pledge page. Reports go to a reviewer outside the sales team and receive a written reply.

Full text

The full Pledge and how we audit it are on the Pledge page.