Privacy policy
Last updated 4 October 2026 · Applies to Appointment Reminder App by AvanceZone
What this policy covers
This policy explains what AvanceZone ("we") collects when you use Appointment Reminder App (the "Service"), why we collect it, who processes it on our behalf, how long we keep it and the choices you have. It applies to the public website and to the application used by our customers ("workspaces") and their staff. For patient, parent, borrower and customer data that a workspace sends through the Service, the workspace is the data fiduciary and we act as its processor.
Information we collect
- Account data: name, work email, phone, organisation name, role and password hash when a workspace is created or a user is invited.
- Contact data (the workspace's patients, parents, borrowers or customers): name, phone number, email, preferred language, city, tags, custom fields and notes that the workspace enters or imports.
- Consent records: opt-ins and opt-outs per channel (WhatsApp, SMS, voice) with purpose, source, time and IP address, including STOP and START replies, and DND flags.
- Message content: WhatsApp and SMS messages sent and received through connected numbers, template names, delivery status and, where the messaging gateway supplies them, voice-note transcripts.
- Call data: call time, duration, language, AI summary and outcome and, where recording is enabled on the voice number, the recording and transcript.
- Payment request data: amount, description, due date, status and the payment reference reported by the payment provider. We never receive or store card numbers, UPI PINs or bank credentials.
- Billing data: plan, wallet top-ups, usage charges, invoices and GST details of the workspace.
- Usage and device data: IP address, browser type, pages visited, actions taken and timestamps, used for security, audit trails and improving the Service.
- Website enquiries: name, phone, email, organisation and message when you fill in a contact or demo form.
How we use it
- To send the reminders, messages, calls and payment follow-ups the workspace instructs, and to stop them when a contact opts out or a payment is confirmed.
- To let the AI agent answer routine questions from the workspace's own knowledge base and hand conversations to staff.
- To provide, secure and support the Service and send transactional notices.
- To bill subscriptions and usage.
- To respond to enquiries and demo requests (including calling you back on the number you give) and, with consent, send product updates. You can opt out at any time.
- To meet legal obligations, including India's Digital Personal Data Protection Act, 2023 (DPDP), telecom rules on commercial communications (TCCCPR 2018) and, for healthcare customers that require it, HIPAA under a signed Business Associate Agreement.
We do not use contact data or message content to advertise, and we never sell personal data.
Sub-processors
We use the following sub-processors to run the Service. Each receives only the data it needs for its function.
| Function | Sub-processor | Data involved | Location |
|---|---|---|---|
| Hosting, database and backups | Amazon Web Services (AWS), Asia Pacific (Mumbai) region ap-south-1 | All Service data, encrypted at rest | India |
| WhatsApp, SMS and voice gateway | AvanceZone messaging and voice gateway (operated by AvanceZone) | Phone numbers, message content, call audio, delivery status | India |
| WhatsApp delivery | Meta Platforms (WhatsApp Business Platform / Cloud API) | Phone numbers, message content, template names | Meta's data centres, which may be outside India |
| SMS and call delivery | Indian licensed telecom operators and their DLT platforms (for example Jio, Airtel, Vodafone Idea and BSNL) | Phone numbers, SMS content, sender ID, DLT template ID, call audio | India |
| AI replies, speech recognition and voice | The AI and speech services connected through the AvanceZone gateway | Message text, knowledge-base text, call audio and transcripts | As listed in the current sub-processor list |
| Email delivery | Our transactional email (SMTP) provider | User email addresses, notification content | As listed in the current sub-processor list |
| Payments collected by workspaces | The UPI app, bank or payment gateway chosen by the workspace | Payment amount, reference and status (the payer pays the workspace directly) | India |
| Our own subscription and wallet billing | Our bank, for UPI and bank-transfer receipts | Workspace name, invoice amount, payment reference | India |
The current list, including the named AI, speech and email providers, is available on request at info@radiatus.com. We will notify workspace owners by email before adding or replacing a sub-processor.
Where data lives and who sees it
Service data is hosted in India (AWS Mumbai). Messages delivered through WhatsApp are also processed by Meta under its own terms. Access within AvanceZone is limited to staff who need it to run and support the Service, under confidentiality obligations.
Retention
- Workspace data (contacts, consent records, messages, payment requests): kept while the workspace is active and for 30 days after cancellation so it can be exported, then deleted.
- Call recordings and transcripts: 180 days by default; a workspace can ask support to change the period or delete a contact's recordings sooner.
- Consent records: kept as long as the contact exists in the workspace, so the workspace can prove consent or opt-out, and deleted with the workspace.
- Audit and security logs: 12 months.
- Backups: encrypted nightly backups kept for 30 days, after which deleted data no longer exists in any backup.
- Invoices and billing records: kept for as long as Indian tax and company law requires (currently up to 8 years).
- Website enquiries and demo requests: 24 months.
Your rights
You may ask to access, correct, export or erase your personal data, or withdraw consent, by emailing info@radiatus.com. If you are a patient, parent or customer of one of our workspaces, contact that organisation first, or reply STOP to its WhatsApp messages to stop automated messages; we will help the organisation respond. You may also complain to the Data Protection Board of India.
Cookies
We use a strictly necessary session cookie for logged-in users and, if enabled, privacy-friendly analytics with IP anonymisation. No advertising cookies.
Security
TLS encryption in transit, encrypted storage, Argon2id password hashing, role-based access, rate limiting, audit logs and nightly backups. See our Security page and the compliance responsibilities table.
Changes and contact
We will post changes here and notify workspace owners of material changes by email. Questions: info@radiatus.com, AvanceZone, Coimbatore, Tamil Nadu.
Related: Privacy policy · Terms of service · Refund policy · Security and compliance · Appointment Reminder App pricing · Contact us