This policy explains how Airgent Services Private Limited ("Airgent", "we") handles personal data about:
- doctors, staff and other users of a clinic's Airgent account; and
- visitors to airgent.ai, people who start signing up, and people who try our demo on WhatsApp.
For this data, Airgent is the Data Fiduciary under the Digital Personal Data Protection Act, 2023 (the "DPDP Act"): we decide why and how it is used.
Until the DPDP Act's main provisions take effect (expected 13 May 2027), Airgent also follows section 43A of the Information Technology Act, 2000 and the SPDI Rules, 2011, under which your voice sample (§2) is sensitive biometric data that we collect only with your express consent, given in the app when you enrol.
Patient data is not covered here. When a clinic uses Airgent for its patients, the clinic is the Data Fiduciary and Airgent processes that data only on the clinic's instructions, under our Data Processing Agreement with the clinic. Patients should read their clinic's privacy notice and contact the clinic to use their rights. If a patient writes to us, we pass the request to their clinic.
| Data | From | Why (see §3) |
|---|---|---|
| Name and title | you, at signup or when invited | A, B |
| Email address | you, or your Google / Apple sign-in | A, B, D |
| Mobile number, and whether it is verified | you, verified by a WhatsApp code | A, B, D |
| Your role at the clinic (doctor, clinic manager, other) and, for doctors, prescribing details | you | A, B |
| The clinic you set up: name, address, city and Google Maps place reference | you, filled in from Google Maps | A, B |
| Your acceptance of our agreements: version, time, device type, and your confirmation that you may accept for the clinic | the signup screen | C |
| Sign-in records: method, time, IP address, device and browser | your device | A, E |
| Voice sample (if you enrol your voice so Airgent Scribe can tell you apart from the patient) | you, in the app | A |
| How you use the product: screens opened, features used, errors | your device | A, F |
| Messages to our support team | you | D |
| Billing details: plan, invoices, GSTIN, payment status (card and bank details stay with Razorpay) | you, Razorpay | G |
| Website and signup visits: an anonymous visitor ID cookie, pages viewed, the campaign or site that referred you (UTM tags) | your browser | F |
| If you try our demo on WhatsApp: your WhatsApp number, the language you wrote in, and when and how often you tried it | WhatsApp, when you start the demo and write to it | H |
We do not ask for sensitive data about you beyond the voice sample above, and we do not collect data about you from data brokers.
| Code | Purpose |
|---|---|
| A | To create and run your account and provide the product you and your clinic use |
| B | To show your name, role and clinic to your colleagues in the product, and to put a doctor's details on that doctor's notes and prescriptions |
| C | To keep a record of the agreements accepted for your clinic |
| D | To contact you about your account, your clinic's setup, security, billing and changes to our terms |
| E | To keep the product secure: detect abuse, investigate incidents, rate-limit sign-ins |
| F | To understand how clinics move through signup and setup, so we can improve them. This analysis uses stages, timestamps and clinic-level facts (such as city and plan). It never includes your name, email or mobile number Pending · P7 |
| G | To bill your clinic and meet tax and accounting law |
| H | To follow up with you about Airgent if you tried our demo on WhatsApp. We keep your number, not what you wrote to the demo clinic For the lawyer · a sales follow-up as a second purpose for a number given to try the demo |
We do not sell your personal data. We do not send you marketing messages unless you opt in, except that if you tried our demo on WhatsApp we may contact you about Airgent (purpose H). You can opt out, or ask us to delete your number, at any time by writing to the Grievance Officer (§9).
We rely on your consent, given at signup, for the purposes above, and on legitimate uses the DPDP Act allows (for example, complying with law). You can withdraw consent at any time by writing to the Grievance Officer (§9). Withdrawing does not affect what we did before, and some purposes (A, C, E, G) are needed to keep an account, so withdrawing them means closing your account. You can delete your voice sample yourself in the app.
Our main database and application servers run in India (Mumbai). Some providers process data outside India; the sub-processor list names each one and its country. The DPDP Act allows transfers except to countries the Government restricts; none of our providers is in a restricted country.
| Data | Kept |
|---|---|
| Account and profile | while your account is active, then 90 days after it closes Pending · P14 |
| Voice sample | until you delete it (Settings → Provider profile), or 90 days after you leave the clinic's account Pending · P14 |
| Agreement acceptance records | for as long as the agreement and any claim under it can exist (up to 8 years after the account closes) |
| Sign-in and security logs | at least 1 year, longer where an investigation or the law requires Pending · P13 |
| Invoices and billing | as long as tax law requires (currently up to 8 years) |
| Website and signup analytics | 24 months Pending · P7 |
| Demo visitors' WhatsApp numbers (purpose H) | 180 days after your last demo Pending · P2 |
Under the DPDP Act you can ask us to: tell you what personal data we hold about you and how we use it; correct, complete or update it; erase it (unless we must keep it by law); and nominate someone to use your rights if you die or cannot act. You can also raise a grievance (§9). Write to the Grievance Officer; we confirm receipt and answer within the time the law sets.
To be filled · Grievance Officer, Grievance Officer, Airgent Services Private Limited, To be filled · Registered office · privacy@airgent.ai
We resolve grievances within one month (SPDI Rules, 2011, rule 5(9)), and in any case within the period the DPDP Rules, 2025 set once they apply. If you are not satisfied, you may complain to the Data Protection Board of India.
We encrypt data in transit and at rest, encrypt sensitive fields such as mobile numbers separately, keep each clinic's data separate in our application, and limit staff access to what support and security need and log it Pending · P9. If a breach affects your personal data, we will tell you and the Data Protection Board as the law requires.
Airgent accounts are for adults acting for a clinic. We do not knowingly create accounts for anyone under 18.
If we change this policy in a way that affects you, we tell you in the product or by email before the change takes effect. The version and date are at the top.