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Privacy Policy

Effective Date: March 1, 2026  |  Last Updated: March 12, 2026

Qiaben Healthcare Solutions Pvt Ltd ("Ciyex," "we," "us," or "our") builds healthcare technology that puts patients first. We believe every person deserves strong privacy protections, regardless of where they receive care. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at ciyex.com and use our services.

1. Our Commitment to Patients

We hold ourselves to the highest standard of data stewardship. Patients own their health data. Our platform is designed so that healthcare providers maintain full control of patient information, with no data monetization, no advertising, and no selling of personal information to third parties.

2. Information We Collect

Information You Provide

  • Account Information: When you sign up for Ciyex HIMS, we collect your name, email address, organization name, and role.
  • Billing Information: When you subscribe, payment details are handled directly by our payment processor. We receive your name, email, and billing amount but never your full card number.
  • Contact Information: When you contact us via email or our community forum, we collect your name, email, and message content.

Information Collected Automatically

  • Usage Data: We may collect information about how you access and use our website, including your IP address, browser type, operating system, pages visited, and time spent on pages.
  • Cookies: We use essential cookies to maintain session state. We do not use tracking cookies for advertising purposes.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our HIMS platform and website
  • Process payments and send invoices and receipts
  • Respond to your inquiries and support requests
  • Send important updates about our services (you may opt out at any time)
  • Improve our website and services
  • Comply with legal obligations

4. Health Data Protection under Indian Law

Protecting patient health information is central to our mission. Health data is sensitive personal data under the Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000 together with the rules made under it. Where a hospital or clinic processes patient data through Ciyex HIMS, that organisation is the Data Fiduciary and we act as a Data Processor on its instructions under a written data processing agreement. Patient data is handled with enterprise-grade protection, whether care is delivered at a single-doctor clinic or a multi-facility hospital network. The Data Fiduciary remains responsible for obtaining valid patient consent and issuing notices required by the DPDP Act. Our website (ciyex.com) does not collect or process patient health records.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information with:

  • Service Providers: Third-party services that help us operate our platform (e.g., payment processing, cloud hosting providers). These providers are contractually obligated to protect your data.
  • Legal Requirements: We may disclose information if required by law, court order, or governmental regulation.
  • Business Reporting: Aggregate, anonymized data may be used in internal analytics and company reporting.

6. Data Security

We implement industry-standard security measures including encryption in transit (TLS/SSL), encryption at rest, role-based access controls, and audit logging. While we strive to protect your information, no method of electronic transmission or storage is 100% secure.

7. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your account and associated data at any time.

8. Your Rights as a Data Principal

As a Data Principal under the DPDP Act, 2023, you have the right to:

  • Obtain a summary of the personal data we process about you and the processing activities undertaken
  • Request correction, completion, or updating of inaccurate or misleading personal data
  • Request erasure of your personal data, where retention is no longer necessary or required by law
  • Nominate another individual to exercise your rights in the event of your death or incapacity
  • Withdraw your consent at any time, as easily as it was given
  • Have a readily available means of grievance redressal

To exercise any of these rights, contact us at info@qiaben.com. We will respond within the timelines prescribed under the DPDP Act. If your concern is not resolved to your satisfaction, you may escalate it to the Data Protection Board of India.

8a. Grievance Officer

In accordance with the DPDP Act, 2023 and the Information Technology (Intermediary Guidelines) Rules, grievances regarding the processing of your personal data may be addressed to our Grievance Officer at info@qiaben.com, or by post to Qiaben Healthcare Solutions Pvt Ltd, 1/39, Veerappanur, Coimbatore, Tamil Nadu 641105, India.

9. Transparency and Audits

We document how we handle data and make our security practices available for customer review under NDA, including audit logs, subprocessor lists, and incident response procedures. Transparency is fundamental to earning the trust of the patients and providers we serve.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., GitHub, community forum). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

11. Children's Privacy

Under the DPDP Act, 2023, a child is any individual under the age of 18. Our website and marketing services are not directed to children. We do not knowingly collect personal data from a child without verifiable consent from a parent or lawful guardian, and we do not undertake tracking, behavioural monitoring, or targeted advertising directed at children. Where patient records of minors are processed through Ciyex HIMS, that processing is carried out on the instructions of the treating hospital or clinic as Data Fiduciary. If you believe we have collected such data, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

  • Qiaben Healthcare Solutions Pvt Ltd
  • 1/39, Veerappanur
  • Coimbatore, Tamil Nadu 641105, India
  • Email: info@qiaben.com