Privacy Policy

During registration, we gather details such as your full name, email address, selected username, phone number, and password. Additionally, we may collect any information necessary to set up, authenticate, and manage your account.

When a clinic, dental practice, hospital, or other healthcare organization uses our services, we may collect information needed to create and manage its account and provide applicable services. This may include the organization’s name, address and location, contact details (phone and email), website or social media details where provided, registration or license information where applicable, business or organization identification details where required, names and roles of authorized doctors, dentists, administrators and staff, operating hours and appointment settings, services or specialties, billing and subscription information, organization-selected configurations and preferences, and authorized user access permissions.

This information may be accessed by authorized administrators and users according to their roles and permissions. Organizations are responsible for providing accurate information and ensuring their authorized users access and process information appropriately.

When healthcare professionals, dentists, doctors, or other authorized users use our Platform, we may collect information needed to create and manage profiles, verify credentials, and provide appropriate access. This may include professional name and designation, qualifications and education, specialization or practice area, registration or license number where applicable, years of experience, certifications and credentials, clinic or organization affiliation, professional profile, clinical expertise, and documents submitted for verification where applicable.

Professional information is used only for legitimate Platform, clinic-management, verification, and service-related purposes, subject to applicable permissions and privacy requirements.

We may verify submitted credentials and registration details through medical councils, professional registries, healthcare organizations, or other authorized sources, where we undertake such verification directly.

Payment card and banking information may be processed by third-party payment providers and may not be stored directly on our platform, depending on the payment integration used.

Automated collection of technical data, including IP addresses, device identification numbers, operating system versions, browser types, and system performance telemetry. This information helps us maintain the security, reliability, and performance of the platform and improve the user experience.

When you contact our customer support team through email, phone, in-app support, chat, or other available channels, we may collect and process the information you provide to understand and resolve your request.

Please avoid including unnecessary patient health information or other sensitive personal information when contacting customer support unless it is specifically required and appropriate for resolving your request.

We and our service providers may use cookies, SDKs, logs, and similar technologies to operate and secure the Platform, remember preferences, maintain sessions, understand how the Platform is used, monitor performance, and improve our services. We may also use analytics and monitoring tools for security, troubleshooting, service improvement, and usage analysis.

Where applicable, you may be able to control cookies or similar technologies through your device or browser settings. Disabling certain technologies may affect the availability or functionality of some Platform features.

We use information to create and manage user and organization accounts, provide role-based features, manage health records, schedules and clinical documents, and support administrative and operational workflows.

We use information to maintain patient health histories, support diagnosis and treatment records, manage diagnostic images and medical scans, and provide authorized clinicians with information needed for patient care.

We use information to verify identity, secure platform access, validate professional licenses or institutional credentials, manage role-based permissions, maintain account history, and log user activity.

We use information to manage clinical calendars and send automated confirmations, service alerts, and important security or system updates.

We use information for invoicing, billing, payment processing through integrated third-party providers, transaction and balance tracking, and audit and accounting records.

We use information to respond to support requests, technical questions, and troubleshooting needs, investigate technical errors, and improve support services.

We use information to prevent unauthorized access, detect suspicious activity, investigate fraud and security vulnerabilities, and maintain audit trails and system logs.

We use information to analyze Platform usage, improve functionality and performance, identify defects, develop and evaluate features, monitor system reliability, and understand usage patterns.

Where appropriate and permitted by applicable law, we may use aggregated, anonymized, or de-identified information for analytics, reporting, service improvement, and other legitimate business purposes.

We use information to comply with legal requirements and government requests, meet record-retention obligations, protect legal interests, and enforce our service terms.

Information may be shared with authorized professional, business, integration, or technology partners where reasonably necessary to provide Platform features or related services. This may include healthcare, diagnostic, accounting, billing, communication, or other integrations used or authorized by a Clinic or User.

Information will be shared only to the extent reasonably necessary for the relevant service or purpose and subject to applicable permissions, contractual requirements, and legal obligations.

We may disclose information as required or permitted by applicable law, regulation, court order, legal process, or lawful request from a government or regulatory authority.

In connection with a merger, acquisition, restructuring, sale of assets, or similar transaction, information may be transferred as part of the transaction, subject to applicable privacy and legal requirements.

We may disclose information to trusted service providers supporting the Platform, including cloud hosting and storage, payment processing, SMS/email/notifications, backup and infrastructure, technical support and maintenance, and analytics and monitoring. Such providers may access information only as necessary to perform services on our behalf.

We may disclose information as reasonably necessary to detect or prevent fraud, investigate security incidents, prevent Platform misuse, protect users, patients, clinics, or our systems, enforce our terms and policies, or protect our legal rights.

We may disclose information where appropriately authorized by the relevant User, Clinic, organization, or other authorized person, or where such disclosure is otherwise permitted or required by applicable law. Any authorization will be subject to applicable privacy, confidentiality, and data-protection requirements.

Information may be stored on secure servers or cloud infrastructure operated by us or authorized service providers. This may include patient and dental records, account and professional information, clinic and organization details, appointment and consultation records, prescriptions and treatment information, billing and transaction records, uploaded documents, images and clinical files, and system and usage information.

Storage location and duration may vary based on the information type, services used, applicable legal requirements, and clinic operational needs.

We implement reasonable technical and organizational safeguards, including secure authentication and login controls, role-based access permissions, encryption during transmission, secure server and database configurations, access monitoring and audit logs, security and platform updates, backup and recovery mechanisms, and measures to detect unauthorized access or suspicious activity.

Access to patient and clinical information is restricted according to user roles and permissions. Users must keep credentials confidential and promptly report suspected unauthorized access.

Note: While we take reasonable measures to protect information, no method of electronic transmission, storage, or processing can be guaranteed to be completely secure.

We retain information for as long as reasonably necessary to provide and maintain the Platform, maintain patient and clinic records, support ongoing treatment and clinical requirements, maintain billing and transaction records, provide customer support, meet legal, regulatory, or contractual obligations, resolve disputes, enforce agreements, maintain security, and prevent fraud or misuse.

When information is no longer required, we may delete, anonymize, or securely dispose of it, subject to applicable legal, regulatory, contractual, or clinical record-retention requirements. Retention periods may vary based on the information type, clinic requirements, applicable laws, and services provided.

When Agoo Clinic is used by a Clinic or organization, the Clinic remains responsible, subject to applicable laws and regulations, for determining what patient information is entered, how it is used, who may access it, and how long it should be retained.

If we become aware of a personal-data breach affecting information processed through the Platform, we will take reasonable steps to contain, investigate, mitigate, and remediate the breach and comply with applicable legal and regulatory requirements. Where required by applicable law, we may notify or assist in notifying affected Clinics, Users, or other affected persons and cooperate with competent regulatory or governmental authorities.

Where a breach relates to patient information entered or managed by a Clinic, we will provide the Clinic with information reasonably necessary to support the Clinic in meeting any applicable legal or regulatory obligations. The Clinic remains responsible for its own obligations relating to patient information that it controls or manages, including any notification obligations applicable to the Clinic.

Notification timelines, procedures, and regulatory requirements will be followed as required by applicable law in effect at the relevant time.

We process personal information on the basis permitted by applicable law, which may include consent, performance of a contract or provision of services, compliance with legal obligations, protection of legitimate interests where recognized by applicable law, and other lawful purposes.

Where processing is based on consent, the relevant person may withdraw consent in accordance with applicable law. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal and may affect our ability, or the Clinic's ability, to provide certain services or functionality.

Where the Platform is used by a Clinic to collect, store, or manage patient information, the Clinic is responsible for obtaining and maintaining any patient consents, notices, authorizations, or other permissions required by applicable law for its processing activities. Agoo Technologies remains responsible for its own processing activities and obligations relating to operation and provision of the Platform.