Privacy Policy

01Introduction

Healvo is clinic management software for dental practices, built and operated by Startup Setup (“we”, “us”, “our”). Clinics use Healvo to run their day-to-day work: patient records, appointments and online booking, consultations and dental charts, documents such as X-rays and prescriptions, billing, staff accounts and reports. Healvo is available at healvo.in and the app at app.healvo.in.

There are two kinds of information in Healvo, and we treat them differently:

• Account information about clinics and the people who use Healvo (clinic owners, doctors and reception staff). We are responsible for this information.
• Patient information that a clinic records in Healvo, or that a patient submits through a clinic's online booking page. This information belongs to the clinic's relationship with its patient. The clinic decides what is recorded and why, and we handle it on the clinic's behalf so that Healvo works for them.

We do not own patient information, and we do not use it for our own purposes beyond running, securing and supporting the service for the clinic.

02Information we collect

Clinic and account information

When a clinic signs up, we collect details such as the clinic's name, address, city, phone number, email address, logo, working days and hours, appointment settings and the web address used for its online booking page. We also keep a record of the clinic's plan and subscription status, and of how the clinic found Healvo (for example, the advertisement or campaign link used), which is recorded when the clinic is created.

Staff and user account information

For each person who uses Healvo, we collect their name, email address, phone number, title, profile photo if they add one, role in the clinic (for example owner, dentist or staff) and login details. If you sign in with Google, we receive your basic Google profile information, such as your name and email address, from Google. We do not receive your Google password.

Patient information entered by clinics

Clinics record patient details in Healvo, such as name, phone number, email address, age and gender, along with each patient's visit history. What is recorded is decided by the clinic.

Appointment and booking information

Healvo stores appointments, walk-ins and visit status (for example scheduled, checked in or completed). When a patient books through a clinic's public booking page, they give us their name, phone number, optional email address, the reason for the visit and their chosen date and time. We pass this to the clinic they booked with and store it in that clinic's account.

Clinical and dental records and documents

Clinics can record consultations, diagnoses, treatment notes, prescriptions, follow-ups and tooth-by-tooth dental chart entries. Clinics can also upload documents and images, such as X-rays, photos, prescriptions and reports. This is sensitive health information, and it is only available to the clinic that recorded it.

Billing and payment-related information

Clinics create bills for their patients in Healvo and record payments received, including the amount and how it was paid (for example cash, UPI or card). Healvo keeps these records; it does not process the patient's payment itself.

When a clinic pays for its Healvo subscription, the payment is handled by Razorpay. We receive confirmation of the payment and subscription details from Razorpay, such as payment status, amount, plan and reference IDs. We do not receive or store full card numbers or UPI PINs.

WhatsApp contact information and appointment messages

Where a clinic's plan includes WhatsApp notifications, we use the patient's phone number stored in the clinic's account to send appointment messages. We keep a record of each message, including the recipient's phone number, the message template used, the related appointment and its delivery status (for example sent, delivered, read or failed) as reported by WhatsApp.

Technical, device and log information

Like most online services, our systems and service providers record technical information when Healvo is used, such as IP address, browser and device type, pages or features accessed, dates and times, and error details. We use this to keep Healvo working, secure and fast.

03How we use information

We use information to:

• provide Healvo's features to clinics, including patient records, scheduling, online booking, dental charts, documents, billing and reports;
• create and manage clinic and staff accounts and control who can access what;
• send appointment messages on a clinic's behalf, where the clinic's plan includes them;
• run the AI assistant when a clinic user asks it something;
• manage trials, subscriptions and payments for Healvo itself;
• send service emails, such as account and subscription messages;
• respond to support requests and questions;
• keep Healvo secure, prevent misuse and investigate problems;
• understand how our website and sign-up flow are performing, including the effectiveness of our advertising; and
• meet our legal, tax and accounting obligations.

We do not sell personal information, and we do not use patient information for advertising.

04How clinics control patient data

Each clinic's information is kept separate from every other clinic's. Only people the clinic has added as staff can see that clinic's patients and records, and what they can do depends on the role the clinic gives them.

The clinic decides which patients to add, what to record about them, who on its team has access, and which messages go out to its patients. We act on the clinic's instructions and do not access patient records except where needed to provide, secure or support the service, or where required by law.

05WhatsApp communications

Healvo can send appointment-related WhatsApp notifications, such as appointment confirmations, to patients on behalf of their clinic. These messages are sent where the clinic's plan includes WhatsApp notifications and the clinic has the appropriate permission or opt-in from the patient to contact them on WhatsApp.

WhatsApp messages are sent through Meta's WhatsApp Business Platform. To deliver a message, we share the patient's phone number and the message content (for example the patient's name, the clinic's name, the doctor's name and the appointment date and time) with Meta. Meta handles this information under its own terms and privacy policy. Meta sends us delivery updates, which we store alongside the message record.

Patients who no longer want to receive WhatsApp messages from a clinic should tell the clinic directly. They can also contact us, and we will pass the request to the clinic.

06AI features

Healvo includes an optional AI assistant that clinic staff can ask about their clinic, for example “how many patients are waiting?” or “what did we collect today?”. To answer, Healvo sends the question, along with relevant information from the clinic's account at that moment (such as the day's schedule, patient names, visit details and billing figures), to a third-party AI model provider. Our current provider is Groq.

This information is used only to produce the answer to that request. Healvo does not use patient or clinic information to train AI models. AI answers can be wrong, and the assistant is an administrative tool, not a substitute for a dentist's professional judgement.

07Data sharing and service providers

We share information only with service providers who help us run Healvo, and only as far as they need it to do that work. They include:

• Supabase, which provides our database, file storage, user authentication and server functions. Clinic, staff and patient information and uploaded documents are stored with Supabase.
• Meta, through the WhatsApp Business Platform, to send WhatsApp appointment messages and receive delivery updates.
• Razorpay, to process subscription payments for Healvo, where applicable.
• Groq, to run the AI assistant when it is used.
• Vercel, which hosts our website and web app.
• Resend, which delivers our service emails.
• Google, if you choose to sign in with your Google account.
• Meta, for the Meta Pixel described in the Cookies section below.

Some of these providers may store or process information outside India.

We may also share information where the law requires it, to protect the rights, safety or security of our users, patients or the public, or as part of a merger, acquisition or sale of our business, in which case this policy will continue to apply to the information transferred.

We do not sell personal information.

08Data security

We take the security of clinic and patient information seriously. Some of the ways we protect it:

• Healvo is served over HTTPS.
• Access rules in our database limit each staff account to the records of the clinic or clinics it belongs to.
• Sensitive actions, such as sending messages or checking plan features, are done on our servers rather than in the browser, and our service keys are never shipped to the browser.
• Payments are handled by Razorpay, so card details are not entered into Healvo.

No online service can promise perfect security. Clinics also play a part: use strong passwords, give staff access only to people who need it, and remove staff accounts when someone leaves. If you believe an account has been compromised, contact us straight away.

09Data retention and deletion

We keep a clinic's information for as long as its Healvo account is active, so that the clinic has its full patient, clinical and billing history available.

Inside the app, some records, such as visits, bills and payments, are designed so they cannot simply be deleted. This keeps an accurate clinical and financial history. Cancelled appointments, for example, are marked as cancelled rather than erased.

A clinic can ask us to delete its account and data by emailing official.healvo@gmail.com from the account owner's email address. We will delete or anonymise the clinic's information, except for records we need to keep to meet legal, tax or accounting obligations, resolve disputes or enforce our agreements, such as records of subscription payments. Copies held in our service providers' systems (for example in logs) may take longer to be removed.

Before asking for deletion, clinics should keep their own copy of any records they are legally required to retain.

10Your rights and requests

Clinic owners and staff can see and update most of their account and clinic details in Healvo's settings. You can also contact us to ask for a copy of your information, to correct it, or to delete your account.

Patients whose information is held by a clinic should contact that clinic first, because the clinic decides what is recorded and can access, correct or explain it. If you contact us instead, we will pass your request to the clinic and help them respond where we can.

We may need to confirm your identity before acting on a request. We will respond within a reasonable time.

11Cookies and similar technologies

The Healvo app uses your browser's storage to keep you signed in, to save a sign-up in progress and to remember preferences, such as your light or dark display setting. These are needed for the app to work. The app also stores how you first arrived at Healvo (for example the campaign link you followed) until you create a clinic, so that sign-ups can be linked to the advertising that led to them.

Our website (healvo.in) and the Healvo app (app.healvo.in) use the Meta Pixel, which sets cookies, to measure how people find Healvo and whether our advertising works, for example page visits, trial sign-ups and subscription purchases. In the app, the Pixel only reports visits to a small set of general pages that contain no patient information, and Meta's automatic collection of form information is switched off.

You can block or delete cookies in your browser settings. Blocking the storage the app needs will sign you out and may stop parts of Healvo from working. Third-party services, such as Razorpay's checkout, may set their own cookies.

12Third-party services

Healvo connects to third-party services, including Google sign-in, Razorpay checkout and WhatsApp, and our website links to other sites, such as our Instagram and Facebook pages. When you use these services or visit these sites, their own terms and privacy policies apply, and we are not responsible for how they handle your information. We encourage you to read their policies.

13Children's privacy

Healvo is a tool for clinics and their staff, and Healvo accounts are not meant for children. Clinics may record information about patients who are children as part of their care. In that case, the clinic is responsible for obtaining any permission required from a parent or guardian. If you believe a child has created a Healvo account, please contact us and we will remove it.

14Changes to this privacy policy

We may update this policy as Healvo changes or as the law requires. When we do, we will post the new version on this page and update the effective date at the top. If a change is significant, we will also make reasonable efforts to let clinic account owners know, by email or in the app.

15Contact us

For questions about this policy, requests about your information, or to report a privacy or security concern, contact: