01
Who we are and whose data this covers
ConceiveX Software Company (“ConceiveX”, “we”) of 301 Titanium Business Park, Prahlad Nagar, Ahmedabad 380015, India, operates the ConceiveX platform. We act in two roles:
- Data fiduciary for data about clinic staff, website visitors, applicants and partners, where we decide why and how data is used.
- Data processor for patient and donor records that a clinic enters into the platform. The clinic is the data fiduciary; we process on its written instructions under the Data Processing Agreement in our Terms.
This policy applies to everyone whose data we hold in either role. If you are a patient, your clinic’s own privacy notice also applies, and your first point of contact for your record is the clinic.
02
What we collect
We do not collect data we do not need. The website uses no advertising trackers and no third-party analytics scripts that build cross-site profiles.
03
How we use it
For patient and donor data our only purposes are the ones the clinic instructs: delivering care, generating consents and registries, billing, sending reminders the clinic configures, and producing the reports the clinic requests. We never use patient data for marketing, never sell it, and never use it to train models outside the clinic’s own instance.
For staff and visitor data we use it to provide the service, secure accounts, answer you, improve the product (using aggregated, de-identified usage), send product updates you can switch off, and meet legal obligations.
Aggregated statistics on this website (for example “124,000+ cycles tracked”) are computed from counts only and cannot be traced to a person or clinic.
04
Lawful basis and consent
Under the Digital Personal Data Protection Act 2023 we process clinic staff data on the basis of the contract with the clinic and our legitimate uses in running the service. Patient data is processed on the clinic’s behalf; the clinic obtains the patient’s consent and the ART Act consents through the platform’s consent module, in the patient’s language, with a copy delivered to them.
Where we rely on your consent (marketing emails, optional cookies, webinar recordings) you can withdraw it at any time and we will stop as easily as you started.
06
Where data lives
All production data, backups and logs are stored in data centres in India. We do not transfer patient or donor data outside India. Support staff access production only from India, with time-limited, logged, per-session permission granted by the clinic in the app.
07
How long we keep it
When data is deleted it is removed from live systems immediately and from backups within 35 days.
08
Your rights
You can ask for access to, correction of, or deletion of your personal data, ask what we hold and why, withdraw consent, nominate someone to act for you, and complain. Patients should ask their clinic first; the clinic uses the platform to respond, and we help it do so within the statutory timeline.
To exercise a right with us directly, write to [email protected] or use the Data Rights form in the app. We respond within 30 days and do not charge. If you are unhappy with our response you may complain to the Data Protection Board of India.
09
How we protect it
Encryption in transit (TLS 1.2+) and at rest (AES-256), role-based access, two-factor authentication for every staff login, barcode-witnessed lab actions, a complete audit trail, daily encrypted backups, annual third-party penetration testing and ISO 27001-aligned controls. The detail is on the Data Security page. If a breach affects you we notify the clinic within 24 hours of confirmation and the Data Protection Board as the law requires.
11
Children
The platform is for clinics and adult patients. Clinics may record data about a child born through ART where the Act requires it; this is processed strictly as part of the parent’s record and under the clinic’s instruction. The website and patient app are not directed at children and we do not knowingly collect data from anyone under 18 except in that context.
12
Changes to this policy
We update this page when the law or our practices change. Material changes are announced in the app and by email to account owners at least 30 days before they take effect, and listed on the What’s New page. Previous versions are available on request.
13
Contact
Grievance Officer and Data Protection Officer: Rohit Sharma, Chief Technology Officer. [email protected] · 079 4000 2626 · ConceiveX Software Company, 301 Titanium Business Park, Prahlad Nagar, Ahmedabad 380015. We acknowledge every message within two working days.
