Privacy Policy

1. Introduction

Welcome to Pracmind ("the Platform", "we", "us", "our"), a comprehensive practice management solution developed and operated by PETAERA TECHNOLOGIES LLP (CIN:ACL-7684).

Pracmind is designed exclusively for mental health professionals, including psychologists, therapists, and counselors ("Users", "you", "your"). We understand the sensitive nature of mental health practice and are deeply committed to protecting the privacy, confidentiality, and security of both your professional data and your clients' clinical information.

This Privacy Policy explains our practices regarding the collection, use, storage, disclosure, and protection of information. By using Pracmind, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Account and Professional Information

When you register and use Pracmind, we collect:

• Full name and professional credentials
• Email address and phone number
• Practice name and location
• Professional license number and specialization
• Billing and payment information

2.2 Client Clinical Data

As a practice management tool, you may input:

• Client demographic information (names, contact details, date of birth)
• Clinical notes, session records, and progress notes
• Assessment results and diagnostic information
• Treatment plans and therapeutic interventions
• Referral information and consultation notes
• Homework assignments and therapeutic resources
• Emergency contact information

2.3 Financial and Administrative Data

• Session scheduling and attendance records
• Fee structures and payment history
• Invoice and billing information
• Insurance and payment method details

2.4 Technical and Usage Information

We automatically collect:

• Device information (type, operating system, browser)
• IP address and general location data
• Login timestamps and session duration
• Feature usage and interaction patterns
• Error logs and diagnostic information

3. How We Use Your Information

3.1 Core Service Delivery

We use your data to:

• Provide and maintain the Pracmind platform
• Manage your account and authenticate access
• Enable session scheduling and client management
• Generate reports, summaries, and analytics
• Process payments and maintain financial records

3.2 Communication and Notifications

We use your contact information to:

• Send appointment reminders and session alerts
• Deliver intelligent session summaries via secure channels
• Provide important platform updates and announcements
• Share task reminders and follow-up notifications
• Respond to your support requests and inquiries

3.3 WhatsApp Integration

With your explicit consent, we integrate with WhatsApp Business API to:

• Send automated session reminders to your registered number
• Deliver AI-generated session summaries securely
• Share task notifications and follow-up reminders

3.4 Platform Improvement

We may use anonymized, aggregated data to:

• Improve platform functionality and user experience
• Develop new features and services
• Conduct research and analytics
• Ensure technical performance and reliability

4. Data Security and Protection

4.1 Security Measures

We implement industry-leading security practices:

• Encryption: Data is encrypted both in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Secure Hosting: Data stored on SOC 2 compliant cloud infrastructure (Supabase)
• Regular Audits: Periodic security assessments and vulnerability testing
• Backup Systems: Automated, encrypted backups with disaster recovery protocols

4.2 Confidentiality Commitment

• Zero Third-Party Sharing: We never sell, trade, rent, or share your data or your clients' information with marketing agencies, advertisers, or data brokers
• No Data Mining: Your clinical data is never used for AI training, research, or commercial purposes without explicit consent
• Limited Access: Only authorized PETAERA TECHNOLOGIES LLP personnel with legitimate business needs can access backend systems
• Confidentiality Agreements: All team members sign strict non-disclosure agreements

4.3 Data Breach Protocol

In the unlikely event of a data breach:

• We will notify affected users within 72 hours
• Detailed information about the breach will be provided
• Immediate remediation steps will be implemented
• Regulatory authorities will be informed as required

5. Data Retention and Deletion

5.1 Retention Period

• Active Accounts: Data retained as long as your account remains active
• Inactive Accounts: Data retained for 12 months after last login, then permanently deleted
• Legal Requirements: Some records may be retained longer if required by law

5.2 Data Deletion

You may request complete deletion of your account and associated data at any time. Upon deletion:

• All personal and client data is permanently erased within 30 days
• Backups are overwritten in subsequent backup cycles
• Some anonymized analytics may be retained for legal compliance

6. Your Rights Under DPDPA 2023

As a data principal under India's Digital Personal Data Protection Act, 2023, you have the right to:

1. Access: Request a copy of all data we hold about you
2. Correction: Update or correct any inaccurate information
3. Deletion: Request permanent deletion of your account and data
4. Portability: Receive your data in a structured, machine-readable format
5. Withdrawal: Withdraw consent for data processing at any time
6. Grievance Redressal: Lodge complaints regarding data handling

To exercise these rights, contact our Data Protection Officer at info@pracmind.in

7. Third-Party Services

7.1 Service Providers

We engage trusted third-party services for:

• Cloud Hosting: Supabase (PostgreSQL database with Row Level Security)
• Authentication: Secure user authentication and session management
• Messaging: WhatsApp Business API for automated notifications
• Payment Processing: Secure payment gateway services

All third-party providers are carefully vetted and bound by strict data processing agreements.

7.2 No Third-Party Marketing

We explicitly do not:

• Share data with advertising networks
• Sell information to data brokers
• Allow third-party tracking or cookies for marketing
• Integrate with social media platforms without consent

8. International Data Transfers

Your data is primarily stored on servers located in secure data centers. If data is transferred internationally, we ensure:

• Adequate protection measures under DPDPA 2023
• Standard Contractual Clauses (SCCs) where applicable
• Compliance with cross-border data transfer regulations

9. Children's Privacy

Pracmind is designed for mental health professionals and is not intended for use by individuals under 18 years of age. We do not knowingly collect data from minors.

10. Professional Responsibility

As a mental health professional, you acknowledge that:

• You are responsible for the accuracy and legality of data you input
• You must obtain appropriate consent from clients for data collection
• You must comply with relevant ethical guidelines and professional codes
• You are the data controller; we are the data processor

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Changes in legal or regulatory requirements
• New features or services
• Evolving security practices

Notification: We will notify you of significant changes via email and platform notifications at least 30 days before they take effect.

12. Cookies and Tracking

We use essential cookies to:

• Maintain your login session
• Remember your preferences
• Ensure platform security

We do not use third-party tracking cookies or advertising cookies. You can control cookie settings through your browser.

13. Governing Law

This Privacy Policy is governed by the laws of India, specifically:

• Digital Personal Data Protection Act, 2023
• Information Technology Act, 2000
• Mental Healthcare Act, 2017 (where applicable)

Any disputes shall be subject to the exclusive jurisdiction of courts in India.