Privacy Policy

Generally, some of the Services require us to know who you are so that we can best meet your needs. When you access the Services, or through any interaction with us via emails, telephone calls or other correspondence, we may ask you to voluntarily provide us with certain information that personally identifies you or could be used to personally identify you. We collect and process your personal data based on your consent obtained at the time of registration for the specific purposes described in this Privacy Policy (as set out under the paragraph titled ‘Privacy Statements’). Without prejudice to the generality of the above, information collected by us from you may include the following:

• contact data;
• identity and professional data, including your name, medical specialty, subspecialty, institutional affiliation, country and city of practice, and professional registration number;
• engagement data;
• AI interaction data (see the ‘AI Interaction Data’ section below for details);
• other information that you voluntarily choose to provide to us (such as information shared by you with us through emails, correspondence, feedback, or survey responses);
• financial information such as transaction reference numbers, invoices, and subscription status (card and payment instrument details are handled directly by our payment processors and are not stored by us);
• details as provided at the time of registration or thereafter.

We may process personal data that is publicly available in accordance with applicable law.

All the information provided to us by a User is voluntary. By registering on the Platform and providing your information, you consent to the collection and use of your personal data for the purposes described in this Privacy Policy. Any User that does not agree with any provisions of the same has the option to discontinue the Services provided by the Platform immediately.

You understand that we may use certain information of yours for the following purposes:

• for the purpose of providing you the Services, including delivering educational content, Continuing Medical Education (CME) / Continuing Professional Development (CPD) certification, webinar access, and personalised learning paths;
• for commercial purposes and in an aggregated, anonymized and non-personally identifiable form for research, statistical analysis and business intelligence purposes;
• for transfer of such research, statistical or intelligence data in aggregated, anonymized and non-identifiable form that does not reasonably permit identification of any individual to third parties and affiliates;
• for communication purposes so as to provide you with a better experience of the Services and for obtaining feedback;
• for debugging and customer support related issues;
• to provide sponsors with engagement analytics and programme performance reports. Such data is provided in aggregated, anonymized and non-individually identifiable form only.

By affirming your assent to this Privacy Policy, you provide your consent to such use, collection and disclosure as required under applicable law and as set out in this Privacy Policy.

You are responsible for ensuring that the personal data you provide to us is accurate and up to date. If your personal information changes, you may correct, delete inaccuracies, or amend information by making the change by contacting us at grievance@docfliq.com. We will make good faith efforts to make requested changes in our then active databases as soon as reasonably practicable. If you provide any information that is untrue, inaccurate, out of date or incomplete (or becomes untrue, inaccurate, out of date or incomplete), or Docfliq has reasonable grounds to suspect that the information provided by you is untrue, inaccurate, out of date or incomplete, Docfliq may interalia, at its sole discretion, discontinue the provision of the Services to you.

If you wish to cancel/delete your account or request that we no longer use your information to provide you Services, contact us at grievance@docfliq.com. Upon receipt of a voluntary termination request, the account will be deactivated immediately. The account may be reactivated within 30 days by logging back into the Platform, following which all account data will be restored. If the account is not reactivated within 30 days of the termination request, Docfliq will permanently delete or anonymise the personal data associated with the account. We will retain your information for as long as your account with the Services is active and as needed to provide you the Services. We shall not retain such information for longer than is required for the purposes for which the information may lawfully be used or is otherwise required under any other law for the time being in force. Your data may be anonymised and aggregated and then may be held by us as long as necessary for us to provide our Services effectively, but our use of the anonymised data will be solely for analytic purposes. Certain limited records, including logs and transaction data, may be retained for compliance, security, and audit purposes as required under applicable law. Please note that your withdrawal of consent, or cancellation of account may result in Docfliq being unable to provide you with its Services or to terminate any existing relationship Docfliq may have with you.

We use the Claude API, developed by Anthropic PBC, to power certain features on the Platform, including the Case Builder module (“Case Builder”). When you use these features, certain data you submit is transmitted to and processed by Anthropic. The Anthropic terms govern how Anthropic processes that data which Docfliq cannot modify or guarantee will remain unchanged.

The following applies to all AI features on the Platform:

• Under the Anthropic terms (as currently in effect), Anthropic does not train its AI models on data submitted through the commercial API. However, this reflects Anthropic’s own contractual commitment, which is subject to Anthropic’s terms and may change upon notice from Anthropic. Docfliq does not make an independent guarantee in this regard.
• AI interaction data is not shared with sponsors in individually identifiable form.
• Users are required under our Terms of Service not to submit patient-identifiable data into the Case Builder or any other AI feature on the Platform.

We do not sell personal data. In the course of providing the Services, we share personal data only as described in this Privacy Policy with certain third-party processors, including:

Amazon Web Services (AWS): Cloud hosting, storage, compute, and Content Delivery Network (CDN) delivery for all Platform data and video content. Platform data is primarily hosted on infrastructure provided by AWS.

Anthropic (Claude API): Powers AI features on the Platform. Use of these features is subject to Anthropic’s applicable terms and conditions. The Anthropic terms govern how Anthropic processes that data, and you should be aware that those terms are Anthropic’s own terms which Docfliq cannot modify or guarantee will remain unchanged.

Razorpay: Payment processing for India-based transactions through Docfliq Private Limited. Card data is handled by Razorpay under Payment Card Industry Data Security Standard (“PCI-DSS”). We do not receive or store card or payment instrument details.

Stripe: Payment processing for international transactions through Docfliq PTE Ltd. Card data is handled by Stripe under PCI-DSS. We do not receive or store card or payment instrument details.

We may also disclose personal data to law enforcement, courts, or government authorities where required by applicable law, court order, or government direction.

When you access the Website or use the Services, we may use cookies and similar tracking technologies to collect certain information automatically. We use the following categories of cookies:

• Strictly necessary cookies: which are essential for the Website to function;
• Functional cookies: which remember your preferences; and
• Analytics cookies: which help us understand how Users interact with the Platform, so that we can improve the Services.

The cookies we deploy are limited to those necessary for operation of the Platform, user experience, and internal analytics. Disabling strictly necessary cookies will impair your ability to use the Services. Where applicable law requires your consent before we place non-essential cookies, we will present a consent mechanism on your first visit to the Website. For further information on the cookies currently in use on the Platform, please contact us at support@docfliq.com.

We operate through three entities: Docfliq PTE Ltd (Singapore), Docfliq Private Limited (India), and Docfliq DWC LLC (Dubai). Data may be shared between these entities for the purposes described in this Privacy Policy. These intra-group transfers are governed by contractual arrangements between the relevant entities which ensure that appropriate safeguards and a comparable standard of data protection apply, irrespective of the country to which personal data is transferred. Where applicable law requires specific transfer mechanisms or restricts transfer to certain countries, we will comply with such requirements and update our practices accordingly. However, it is clarified that, this does not apply to cross-border data transfers that occur when we share data with third-party processors, in which case their respective terms and conditions will apply.

We implement appropriate technical and organisational security measures to protect personal data against unauthorised access, disclosure, alteration, or destruction. In the event of a personal data breach that is likely to compromise the confidentiality, integrity or availability of personal data of the Users, we will notify the relevant regulatory authority and affected individuals as may be prescribed under the applicable law.

Subject to applicable law, you have the following rights in relation to your personal data:

You may request access to your personal data and obtain a copy of it. You may request correction of any inaccurate, incomplete, or outdated information we hold about you. You may request deletion of your personal data when it is no longer needed for the purposes for which it was collected, or where you withdraw your consent, subject to applicable legal retention requirements. You may withdraw your consent at any time where processing is based on consent, although this will not affect processing already carried out and may impact your ability to use certain Services. Where applicable law provides for a right to nominate another person to exercise your data protection rights on your behalf in the event of your death or incapacity, you may register a nominee by contacting us at grievance@docfliq.com. You may also raise any complaints regarding your personal data with our Grievance Officer as described in this Privacy Policy.

We will respond to all verified rights requests in the manner as may be prescribed under the applicable law, if any.

Our Services are not directed towards, and we do not knowingly collect, use, or disclose personal data from, individuals under the age of 18. If you become aware that a person under the age of 18 has provided personal data to us through the Platform, please contact us at grievance@docfliq.com. We will investigate and where appropriate, delete such data promptly.

We may update this Privacy Policy from time to time to reflect changes in our data processing practices, applicable regulatory requirements, or Platform features. We will publish the updated Privacy Policy on the Platform.

If you encounter a violation of any of our Terms of Service or this Privacy Policy, or if you have any questions about how we handle your personal data, you may contact our grievance officer (“Grievance Officer”) whose contact details are given below:

Grievance Officer / Data Protection Officer: Pratik Mehta
Email: grievance@docfliq.com

If you are not satisfied with our response, you may make a complaint to the Data Protection Board of India in the manner prescribed under the Digital Personal Data Protection Act, 2023, or approach such other data protection authority as may be competent in your jurisdiction under applicable law.

This Privacy Policy shall be interpreted, construed and enforced in accordance with applicable law. Any disputes arising out of or in connection with this Privacy Policy shall be subject to the jurisdiction of the competent courts or authorities as determined by the applicable law of your jurisdiction.

The following shall apply to users in specific jurisdictions. In the event of any conflict between these supplemental policies and the main body of this Privacy Policy, the supplemental policies shall prevail for users in that jurisdiction.

India

If you are located in India, the processing of your personal data is governed by the Digital Personal Data Protection Act, 2023 (“DPDPA”). Docfliq Private Limited, incorporated in India, is the data fiduciary (“Data Fiduciary”) in respect of personal data collected from users in India.

Singapore

If you are located in Singapore, the processing of your personal data is additionally governed by the Personal Data Protection Act 2012 (as amended) (“PDPA”). Docfliq PTE Ltd, incorporated in Singapore, is the organisation responsible for your personal data under the PDPA. We have designated a Data Protection Officer whose business contact information is published on this Platform in accordance with Section 11(3) of the PDPA. Where we transfer your personal data outside Singapore, we will ensure the recipient is bound by legally enforceable obligations providing a standard of protection comparable to that under the PDPA, in accordance with Section 26 of the PDPA. You may exercise your rights of access and correction under the PDPA by contacting us at the details provided in the Grievance Redressal section.