Privacy Policy

1. Who we are

Zylen Solutions ("Zylen", "we", "us") of Chennai, Tamil Nadu, India builds and operates ZHC, a hospital management platform for hospitals and clinics. We also operate this website to describe ZHC and let visitors request a demo or a quotation.

When a hospital uses ZHC, the hospital decides which patient information is collected and why. In the language of India's Digital Personal Data Protection Act, 2023 ("DPDP Act"), the hospital is the data fiduciary and Zylen is its data processor. Each hospital's implementation agreement sets out those processing terms in detail; this policy explains the general practices that apply.

2. Information we collect

Website visitors. The home page loads Calendly's scheduling widget so the demo-booking button works, which means your browser may contact Calendly when you visit. If you schedule a demo, you give your name, email address and chosen meeting time directly to Calendly. If you use the "Request a quotation" form, it opens your own email application with your name, hospital name, contact details, selected classification and message pre-filled; that information reaches us only when you send that email yourself. This website does not have a server-side form handler and does not collect payment details or health information.

Hospital users of ZHC. When a hospital staff member is given a ZHC account, we process their name, work email address, mobile number, role and login activity so the account works and so that access to clinical and financial records is logged against a user.

Patients of hospitals using ZHC. On behalf of each hospital, ZHC stores the information the hospital records about its patients: identity and contact details (including mobile number), appointments, consultation notes, prescriptions, orders, reports, admissions, bills, receipts and insurance claim documents. Patients who install the hospital's patient app also give us their mobile number and a one-time password to sign in, and may join video consultations through the app.

WhatsApp messaging. Hospitals using ZHC can send messages to patients on WhatsApp through the WhatsApp Business Platform operated by Meta Platforms, Inc. and its affiliates ("Meta"). To do this we process the patient's WhatsApp phone number, the content of the messages sent (such as appointment confirmations and reminders, one-time passwords, bill and payment confirmations, report-ready notifications and follow-up reminders), any reply the patient sends to the hospital's WhatsApp number, delivery and read status, and the patient's opt-in and opt-out record.

3. How we use it

We use website booking and enquiry details only to prepare for your demo and to prepare your quotation. We use hospital user details only to run the hospital's ZHC account, enforce role-based access and keep an audit trail. We use patient information only to provide the ZHC service to the hospital, following the hospital's instructions. We use WhatsApp phone numbers and message content only to deliver the hospital's messages to its patients and to show the hospital any replies. We do not use any of this information for advertising, and we do not sell it.

4. WhatsApp messaging and opt-in

A hospital sends WhatsApp messages only to patients who have agreed to receive them, for example by sharing their mobile number at registration and agreeing to receive appointment and billing updates from that hospital on WhatsApp. Business-initiated messages use message templates approved by Meta. A patient can stop receiving WhatsApp messages at any time by replying "STOP" to the hospital's number, by blocking the number in WhatsApp, or by asking the hospital's front desk; we record that choice and stop sending messages.

Messages sent and received over WhatsApp pass through Meta's servers. Meta processes them under the WhatsApp Business Terms and the WhatsApp Privacy Policy. We only receive from Meta the data needed to send messages and to know whether they were delivered; we do not receive other information about a patient's WhatsApp account.

5. Cookies and analytics

This website does not itself set cookies or run analytics or advertising scripts. The home page loads Calendly's scheduling widget, which may set its own cookies under Calendly's own privacy policy. The ZHC platform uses a session cookie or token that is strictly necessary to keep a signed-in user signed in; it does not use advertising cookies.

6. Sharing

We do not sell or rent your information. We share information only with the service providers needed to run ZHC, each of which processes it on our behalf under a contract:

• Calendly, LLC, which provides demo scheduling on this website under its own privacy policy.

• Meta, which operates the WhatsApp Business Platform used to deliver hospital messages to patients.

• Cloud hosting and storage providers in India regions, which store ZHC databases and files for each hospital.

Within ZHC, patient information is visible only to staff of the patient's own hospital, based on the roles the hospital assigns. We may also disclose information where the law requires it. The plan enquiry form on this website sends an email through your own email provider and does not share your information with any other party.

7. Where your data is stored

ZHC databases and file storage use cloud regions in India, aligned to the Ayushman Bharat Digital Mission (ABDM) health-data policy. WhatsApp messages are routed through Meta's global infrastructure for delivery.

8. Security

We protect information with encrypted connections, role-based access, optional two-factor authentication for administrator accounts, and an audit trail that records access to clinical and financial records against a named user.

9. Data retention

We keep demo-request and plan-enquiry details only for as long as needed to respond to your enquiry. We keep hospital user accounts for as long as the hospital keeps them active. We keep patient records for as long as the hospital instructs, within the retention periods that Indian clinical record-keeping rules require. WhatsApp message logs are kept as part of the patient's record on the same basis, and opt-out records are kept so that we do not message a patient who has opted out.

10. How to request deletion of your data

You can ask us to delete the personal data we hold about you, including your WhatsApp phone number and message history, at any time. To do so:

1. Email sales@zylensolutions.com with the subject line "Data deletion request", or call +91 75985 69100.

2. Tell us the mobile number or email address you used with ZHC, the hospital you visited (if any), and what you want deleted.

3. We will confirm your request within 7 days and complete the deletion within 30 days, then let you know when it is done.

If you are a patient, we will also confirm the request with your hospital, which is the data fiduciary for your medical record. Some clinical and billing records must be kept for a minimum period under Indian law; where that applies we will tell you what must be retained and for how long, and delete everything else. If you only want to stop WhatsApp messages, reply "STOP" to the hospital's WhatsApp number instead and we will stop messaging you without deleting your record.

11. Your rights

Under the DPDP Act you can ask us to access, correct, update or delete the personal data you have shared with us, withdraw consent you have given, and raise a grievance about how we handle your data. To exercise these rights, contact us using the details below. We respond to grievances within 30 days.

12. Children

Hospitals may record information about patients under 18 years of age with the consent of a parent or guardian. ZHC does not send WhatsApp messages to a child's own number; messages about a child are sent to the parent or guardian number the hospital has on record.

13. Changes to this policy

We may update this policy as the website or the ZHC platform changes. The effective date above always reflects the latest version.

14. Contact us

Questions about this policy, and grievances under the DPDP Act, can be sent to sales@zylensolutions.com or +91 75985 69100, or by post to Zylen Solutions, Chennai, Tamil Nadu 600026, India.