Privacy Policy

Last updated: 17 September 2026

MediBook ("MediBook", "we", "us", "our") connects a hospital's own WhatsApp number to an AI booking assistant, and provides the hospital's staff a dashboard to manage it. This policy explains what information we collect across the MediBook website, the WhatsApp booking service, and the admin dashboard, why we collect it, and the choices you have.

MediBook is provided to hospitals and clinics ("Hospitals") as a business tool. If you're a patient messaging a Hospital's WhatsApp number, you're interacting with that Hospital's own booking assistant — MediBook operates the technology, but the Hospital is the one who decides to use it and who your appointment is with. Some of your information is therefore controlled by that Hospital, not by MediBook directly; if you have questions about a specific appointment or record, your Hospital's front desk is usually the fastest route, and MediBook's contact details are below if you'd like to reach us directly.

1. Information we collect

From this website

If you submit the "Request a demo" form, we collect your hospital/clinic name, your name, your phone number, and anything you write in the optional message field. We use this only to reach out about a demo — nothing else on this website is tracked or logged (see Cookies & tracking).

From patients, via WhatsApp

When a patient messages a Hospital's WhatsApp number, we (on that Hospital's behalf) collect:

• Your WhatsApp phone number and the display name on your WhatsApp profile.
• The messages you send to book, reschedule, or ask about an appointment, and our assistant's replies.
• Appointment details you provide or select — doctor, date, time, and the consultation type/fee shown to you.

We do not request or store any clinical information beyond what's needed to book an appointment (e.g. we don't ask why you're visiting a doctor). Any medical record from your actual visit is handled by the Hospital directly, outside MediBook.

From Hospital staff (the admin dashboard)

A Hospital's admin, doctors, and front-desk staff who use the MediBook dashboard have an account with a name, email address, and role. We keep a log of key actions taken in the dashboard (e.g. an appointment status change, a plan change) for the Hospital's own record-keeping and for troubleshooting.

2. How we use it

• To operate the WhatsApp booking assistant — show doctors/slots/fees, confirm bookings, and send reminders.
• To respond to demo requests and other enquiries sent to us.
• To provide the admin dashboard hospital staff use to run their day.
• To maintain the security and integrity of the service, and to troubleshoot issues.
• To meet legal and billing obligations (e.g. invoicing a Hospital for their plan).

We do not use patient or visitor information for advertising, and we do not sell personal information to anyone.

3. Who we share it with

We use a small number of service providers to run MediBook, each only for the purpose described:

• Meta / WhatsApp Business Platform — every message to or from a patient is sent through Meta's WhatsApp Cloud API, so Meta processes that message as part of delivering it. See WhatsApp's own Business data processing terms.
• Anthropic (Claude) — the AI model that reads a patient's message and works out how to reply (e.g. finding an open slot) is Anthropic's Claude. Message text is sent to Anthropic to generate that reply.
• Cloud hosting & storage providers — our servers, database, and any uploaded files (like a Hospital's logo) are hosted with infrastructure providers who store data on our behalf, under their own security commitments to us.

We don't share personal information with any other third party except where required by law, or with your (or the Hospital's) explicit consent.

4. Cookies & tracking

This website (medibooks.in) does not use cookies, analytics, or any advertising/tracking scripts. The admin dashboard (app.medibooks.in) stores a single sign-in token in your browser's local storage purely so you stay logged in — nothing is tracked across sites, and nothing is shared with advertisers.

5. Data retention

We keep a Hospital's data — including its patients' appointment and conversation history — for as long as that Hospital has an active account with us, since appointment history is part of the service a Hospital relies on. If a Hospital's account is closed, we retain data only as long as reasonably necessary for legal, billing, or dispute-resolution purposes, then delete it.

6. Security

Sensitive credentials (like a Hospital's WhatsApp API access token) are encrypted at rest. Access to the dashboard is protected by individual logins and role-based permissions, so a staff member only sees what their role needs. No method of transmission or storage is 100% secure, but we work to protect information using industry-standard practices.

7. Your rights

Depending on where you're located, you may have rights to access, correct, or request deletion of your personal information (for example, under India's Digital Personal Data Protection Act, 2023, you have rights as a "Data Principal" over your personal data). To exercise any of these, contact us using the details below — if your request concerns a specific appointment, we may need to loop in the relevant Hospital, since they're often the one holding the underlying record. For step-by-step deletion instructions, see our Data Deletion page.

8. Children's information

MediBook's WhatsApp assistant is used by whoever is booking the appointment — often a parent or guardian booking on a child's behalf. We don't knowingly collect information directly from children in a way that's independent of an adult managing that booking.

9. International transfers

Some of our service providers (see above) may process data outside India. Where that happens, we rely on those providers' own data protection commitments and standard contractual safeguards.

10. Changes to this policy

We may update this policy as the service evolves. We'll update the "Last updated" date above when we do; significant changes will be highlighted on this page.

11. Contact & grievance officer

Questions, requests, or complaints about how MediBook handles your information can be sent to info@medibooks.in.