Privacy Policy

• Clinic and account details you provide when registering, such as clinic name, address, email and phone number.
• Clinic configuration you enter, such as doctors, schedules, treatments, visit types and pricing.
• Patient enquiry data that passes through your connected WhatsApp number, such as name, contact number, message content and appointment details, processed only to deliver the service.
• Billing information needed to manage your subscription. Full card and bank details are handled by our payment partner and are never stored by Amatrons.
• Basic usage data when you use the dashboard.

For patient data flowing through your connected channels, we act as a data processor on the clinic’s behalf. The clinic is the data fiduciary and is responsible for the lawful basis and consent to contact its patients. We process such data only to provide the service.

To reply to patient enquiries, book and confirm appointments, send reminders and follow-ups, maintain your dashboard and reports, process your subscription, provide support, and improve the service.

We share data only with the sub processors needed to run the service, under confidentiality. These currently include:

• Meta (WhatsApp Business Platform) — message delivery to and from patients.
• OpenAI — generating the AI receptionist’s replies.
• Supabase — database and authentication.
• Railway — application hosting.
• Google — optional calendar sync, only if you connect it.
• Resend — transactional and billing email.
• Cashfree Payments — subscription billing.

We never sell personal data.

We do not use patient messages or any other clinic data to train, fine tune or improve AI models, ours or anyone else’s. Our AI provider processes messages only to generate replies, and under its API terms does not use that data to train its models.

If your clinic connects Google Calendar, Lead Rescue reads and writes only the calendar events it creates for your appointments. It creates an event when an appointment is booked, updates it when the appointment moves, and deletes it when the appointment is cancelled.

Lead Rescue’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, and although Lead Rescue uses AI to answer patient messages on WhatsApp:

• We do not use Google user data, whether raw, aggregated or derived, to develop, train, improve or fine tune any generalised or foundational artificial intelligence or machine learning model.
• We do not transfer Google user data to any third party artificial intelligence or machine learning service. Calendar data is never sent to our AI provider.
• We do not use Google user data for advertising, profiling, or credit assessment, and we never sell it.
• Humans do not read your Google data, except with your explicit permission, to resolve a fault you have reported, or where required by law.
• We request the narrowest scope that lets the feature work, and access ends immediately when you disconnect Google Calendar in your clinic settings.

Your clinic data is held in managed cloud infrastructure in the Asia Pacific region. Some of the sub processors listed above operate globally, so limited data may be processed outside India in the course of delivering the service, for example when generating an AI reply or sending an email. We make these transfers only to countries not restricted under the DPDP Act 2023, and only to the extent needed to run the service.

Data is stored with access controls, encrypted connections, and row level isolation so one clinic can never access another clinic’s data. Access within your own clinic is limited to the staff you invite. We apply reasonable technical and organisational safeguards.

If a personal data breach occurs that affects you, we will notify you and the Data Protection Board of India as required under the DPDP Act 2023, without undue delay once we become aware of it.

Different categories of data are kept for different periods:

• While your account is active— we keep your clinic data and patient records for as long as you use the service, so your history and reports remain available to you.
• If your trial expires or your subscription ends and you do not renew, we keep your data for 90 days so you can return without losing anything. After 90 days it is permanently erased.
• If you ask us to close your account— erased within 30 days of a verified request, as described below.
• Backups— erased data may persist in encrypted backups for up to 30 days after deletion, after which the backups themselves expire.
• Invoices and financial records— retained for the period required by Indian tax and company law, currently up to eight years. These contain billing details only, not patient data.
• Closure records— when an account is closed we keep a minimal record that the closure happened and when, containing no personal data, as evidence the erasure was carried out.

You can ask us to delete your data or close your account at any time, at no cost.

Account closure is handled through our support team rather than a button in the dashboard. This is deliberate: closing an account permanently erases every patient record, appointment and conversation it holds, and that should not be possible by accident or by someone who is not entitled to make the decision.

To request closure or deletion, either:

• Open a support request from the Account section of your dashboard, or
• Email support@amatrons.com from the address registered on your account.

What happens next:

• We confirm the request is genuinely from you before anything is erased.
• We email you a complete export of your patients and appointments as spreadsheet files, so you keep your own records. Many clinics are required to retain these.
• Your account and all its data are permanently erased within 30 days of the verified request.
• If you are on a paid plan, your subscription runs to the end of the period you have already paid for, and the account is closed after that. Nothing you have paid for is lost.
• Erasure is permanent. We cannot restore patients, appointments or history afterwards.

If you only want to stop being billed, cancel your subscription from the Account section instead. That keeps your data and your access until the end of your paid period.

Patients who wish to have their own data removed should contact the clinic they messaged, since the clinic is the data fiduciary for that data. If you contact us directly we will pass the request to the relevant clinic.

Subject to the DPDP Act 2023, you may request access to, correction of, or erasure of personal data we hold about you, ask for a copy of your data, withdraw consent, and nominate someone to exercise these rights on your behalf. Contact support@amatrons.com or the Grievance Officer below. We aim to respond within 30 days.

Lead Rescue is a business tool and is not intended for use by anyone under 18. Clinics may, however, book appointments for child patients. Where that happens, the clinic is the data fiduciary and is responsible for obtaining verifiable consent from a parent or guardian as required by the DPDP Act 2023. We process such data only to deliver the service, and never use it for tracking, profiling or targeted advertising.

The Lead Rescue dashboard uses cookies and browser local storage to keep you logged in and to remember basic preferences. These are necessary for the application to function.

If we make a material change to how we handle your data, we will update this page and notify account owners by email before the change takes effect. The date at the top always reflects the most recent revision.

For privacy or data concerns, contact the Grievance Officer, Parimal Roy, at grievance@amatrons.com, or by post to Amatrons Technologies Pvt Ltd, Flat No. 556, Bettina Tower, Mahagun Mascot, Crossing Republik, Ghaziabad, Uttar Pradesh 201016, India.

We acknowledge every grievance within 7 working days and aim to resolve it within 30 days. If you are not satisfied with our response, you may complain to the Data Protection Board of India under the Digital Personal Data Protection Act, 2023.