Privacy Policy
ClinicFolio is a clinical documentation app for licensed doctors. This policy explains what information we collect, why, and the choices you have. Use of the app is also governed by our Terms of Service.
1. Who we are
ClinicFolio is operated by MIDAD for Information Technology & Digital Transformation Ltd., Iraq (“MIDAD”, “we”). MIDAD is responsible for your account information. The doctor is responsible for the patient information they choose to record; we process it only to provide ClinicFolio to them.
2. Information we collect
- Account and profile: your email address and sign-in details, and the professional and clinic details you enter, which appear on the documents you issue. If you upload your own prescription letterhead, we keep that image to print your prescriptions on it.
- Patient information you enter: patient identification and contact details, and the clinical notes, prescriptions and documents you create or attach.
- Voice dictations: audio you record to create or correct a report.
- Service information: your plan and usage, and technical records needed to run the service and fix problems.
The app uses the microphone to record dictations, and the camera and photo library only when you choose to attach a document or upload your letterhead. We do not collect your location or contacts, and we do not use advertising or tracking tools.
3. How we use information
- To produce draft reports and prescriptions from your dictation, and to store the records you approve so you can access them.
- To manage your account and plan, and to send account-related emails such as verification codes.
- To keep the service secure, provide support and improve the service, including through de-identified, aggregated statistics that do not identify you or any patient.
We do not sell personal information and we do not use it for advertising.
4. AI-assisted processing
To create a draft, your dictation is processed by trusted third-party AI service providers acting on our behalf. They process it only to provide this service and may not use it to train their models. Nothing is added to your records until you review and approve the draft.
When you upload a letterhead, the image is checked automatically by the same kind of trusted third-party AI service provider, only to read the printed details and the page layout and to confirm they match your account and our template. The image must not contain patient information; pages that do are refused.
5. Sharing
We share information only:
- with service providers that host, store, process or deliver the service for us, under obligations to protect it;
- with a sign-in provider, if you choose to sign in with one;
- when required by law, or to protect the safety of a person or the security of the service.
We never share a doctor’s patient records with other doctors.
6. Prescription verification
Prescriptions carry a QR code. Anyone holding a printed prescription can scan it to confirm that the prescription is genuine and still valid. The code holds a link, not patient or medication details, and the check shows only information already printed on that prescription. When a prescription is printed on the doctor's own letterhead, the check page says so and shows the details recorded when the prescription was issued.
7. Security and Encryption
We implement industry-standard administrative, physical, and technical safeguards to protect your personal and patient data. All data transmitted between the app and our servers is encrypted using the TLS protocol (in transit), and stored using AES-256 encryption (at rest). Access controls strictly ensure each practitioner can access only their own authorized patient records.
8. Retention
- Voice recordings are used only to produce the draft. They are not stored in your records, and are deleted from your device when you approve or discard the report.
- Approved reports and prescriptions are kept as a permanent part of your records while your account is active. A correction creates a new version rather than changing the original.
- Documents you attach are kept until you delete them.
- Letterhead images you upload are kept with your account and deleted with it.
- When you request account deletion, your account is locked immediately. You can cancel the request within 14 days by emailing us. After that, your account and records are permanently deleted within 30 days of your request, except where we are required by law to keep them, and we confirm the deletion by email. De-identified statistics that cannot identify you or any patient may be kept.
9. Your Rights and Account Deletion
- In-App Account Deletion: You can initiate full account deletion directly within the mobile application by opening Settings › Personal Information › Delete Account (at the bottom of the page). Upon confirmation your account is locked immediately. If you requested deletion by mistake, you can cancel within 14 days by emailing [email protected]. After that, your account details and associated patient records are permanently purged from our active systems within 30 days of your request, except where retention is required by law, and we confirm by email once the deletion is complete.
- Alternative Requests: You may also request data access or account deletion by emailing [email protected] from your registered email address. Step-by-step instructions are on our account deletion page.
- Profile and Documents: You can edit your profile, and delete documents you attached, at any time in the app.
- Patients: Patients should send requests about their records to their doctor; we will support the doctor in responding.
10. Age Restrictions and Pediatric Data
ClinicFolio practitioner accounts are strictly reserved for licensed professionals aged 18 and older. While the app allows practitioners to document clinical information for patients of all ages (including pediatric patients), such data is entered solely under the professional responsibility and guardianship authorization managed by the treating healthcare provider.
11. This website
If you submit the early-access form, we use your details only to contact you about ClinicFolio. To stop automated spam, the form runs a short automated check from our website hosting provider before it sends; it does not use tracking cookies. This website does not use tracking cookies or advertising. We count visits with a cookie-free, aggregated statistics service that does not identify you.
12. Changes
We may update this policy. We will change the date above and announce material changes in the app.
13. Contact
MIDAD for Information Technology & Digital Transformation Ltd.
[email protected] ·
midadit.com