Privacy policy

Who this policy covers

AstrAI Labs, based in Bengaluru, India, operates this website and builds AI products through its Product Studio. One of those products is Patient Access Agent, a text-based WhatsApp assistant that helps participating clinics handle appointment requests. This notice covers information AstrAI Labs handles through the website and when providing Patient Access Agent. A participating clinic also handles information about its patients and is responsible for its own care, scheduling decisions and privacy notice.

Patient Access Agent is currently being tested with dummy data. When a clinic launches it for real patients, the conversation will use a WhatsApp number supplied to or created for that clinic.

Information we may receive

• Contact details: your name, email address or phone number if you choose to provide them when contacting us.
• Website enquiries: the information you include in an email, WhatsApp message or other enquiry you send us.
• Patient Access Agent conversations: your WhatsApp phone number, display name where available, messages and the dates and times of messages.
• Appointment details: the clinic, clinician or specialty requested, preferred date or time, appointment status, and other information you choose to provide to arrange, change or cancel a visit. If you include health information in a message, it may also be processed as part of that conversation.
• Technical information: basic website information such as your IP address, browser type and request details, and service logs needed to deliver, maintain and protect the website and agent.

Patient Access Agent is for administrative access, not clinical care. Please do not send detailed medical records, identity documents, payment card numbers or emergency information through it.

How we use information

We use website information to respond to enquiries, provide information about our services, operate and protect the site, and meet applicable legal obligations. For Patient Access Agent, we process messages to understand and respond to an appointment request, check availability in our built-in calendar, create or update an appointment when the clinic's workflow permits, send relevant status messages, route a request to clinic staff when needed, maintain service reliability, and investigate errors or misuse. The agent uses automated processing to interpret text; a person at the clinic may review a conversation or appointment request.

We do not use patient conversations for unrelated marketing without a separate permission. To stop follow-up WhatsApp messages, reply STOP or contact the clinic or AstrAI Labs. We will respect your messaging choices.

When information is shared

WhatsApp and Meta handle messages under their own terms and privacy practices. AstrAI Labs uses Google Cloud Platform to host Patient Access Agent and its built-in calendar. We send the text needed to generate a response through OpenRouter, which routes it to an AI model provider. Depending on the selected provider, message text may be retained or used for model improvement under that provider's practices. We will identify the selected model provider for a clinic before its real-patient launch. A participating clinic and its authorized staff may receive the messages and appointment details needed to handle your request. We may also disclose information when required by law. Providers may process data in other countries. AstrAI Labs does not sell patient information.

Retention and security

We keep website enquiries only as long as needed to respond and meet applicable obligations. AstrAI Labs keeps its copies of Patient Access Agent conversations and appointment records for up to 14 days after a conversation closes or, if an appointment is made, after that appointment is completed or cancelled. We then delete or de-identify those copies unless a longer period is required by law. A clinic and external providers may keep their own copies under their applicable policies. We use access controls and reasonable security measures, but no online service can guarantee absolute security.

Your choices and requests

You can choose not to use Patient Access Agent and contact the clinic through another available channel. To ask about your information, request access, correction or deletion, withdraw consent where applicable, or raise a privacy concern, contact the clinic handling your appointment or email AstrAI Labs at sandeep.barre@astrai-labs.com. Our data deletion instructions explain how to make a deletion request. Please include enough detail to locate the interaction; we may need to verify your identity. We will coordinate with the clinic where the request concerns its patient records and respond in line with applicable law.

Children

The website is intended for a general professional audience. If you use Patient Access Agent on behalf of a child, you should be the child's parent, guardian or otherwise authorized to act for them. Please contact the clinic or us if a child has shared information without appropriate authorization.

Changes and contact

We may update this policy when our products, clinic integrations or data practices change. The date above shows the latest update. For privacy questions, contact AstrAI Labs at sandeep.barre@astrai-labs.com.