Privacy Policy

This website is operated by VAIDRA. Legal name: VAIDRA. Registered address: No. 9, 3rd Floor, HBR Layout, Bengaluru, Karnataka, India. Phone: +91 91801 77098. Email: hello@vaidra.care.

Vaidra Platform runs the consult. Vaidra EMR runs hospital operations and is in early access. Features marked Beta or Early access are covered by this policy.

This policy covers (1) the marketing site at vaidra.care and demo booking, and (2) the Services used to run live encounters and hospital operations. Related documents: Terms of Service, Contact Us, Cookie Policy, Subprocessors, and Security.

For information about clinicians, invited staff, and people who browse the site or request a demo, Vaidra is a Data Fiduciary: we decide why that account and marketing data is processed.

For patient health information that a practice enters or captures in an encounter — identity, clinical history, audio, transcripts, notes, vitals, prescriptions, and attachments — the practice (the clinician or their hospital/clinic) is the Data Fiduciary. Vaidra processes that information as a Data Processor on the practice’s instructions, to provide the Service.

For staff data a hospital manages in its workspace (member lists, roles, duty rosters, and the activity log), the hospital is the Data Fiduciary and Vaidra is its Data Processor. Vaidra remains the Data Fiduciary for sign-in account data.

Patients do not create Vaidra accounts. Family members or others in the room may be recorded if they speak during a captured consult. The practice is responsible for telling those people that recording and transcription are in use.

Depending on how you use Vaidra, we may process:

• Site visitors: technical logs (IP address, user agent, timestamps) needed to operate and secure the site.
• Demo requests: name, email, and scheduling details you give Calendly when you book a walkthrough on Calendly’s site.
• Clinician accounts: Google account email, name, profile image, and a Google subject identifier, stored as a FHIR Practitioner. Invited teammates contribute an email address. The workspace may store a care-system setting (for example allopathy, ayurveda, or homeopathy).
• Organisation and staff data: members, invites, roles (for example doctor, nurse, front desk, billing, administrator), positions, duty assignments and rosters, and an activity log of who performed which operational action and when.
• Patients (entered by the practice): name, date of birth or age, sex/gender, phone, email, and clinical history as FHIR resources.
• Encounter content (Vaidra Platform): notes, differentials, conditions, medications, allergies, vitals and other observations, care plans, prescriptions, chat threads, and attachments (images, PDFs, sketches). Audio and attachments are stored in object storage; clinical records sit in our database.
• Audio and transcripts (Vaidra Platform): microphone audio for the consult; stored session audio; diarized transcript text tied to the encounter.
• Hospital operations data (Vaidra EMR): patient identifiers shown on the bed board and work queues (name, age, sex, medical record number); admissions, stays, bed placements, transfers, and discharges; work-queue tasks; units, beds, and location types; clinical equipment (such as ventilators, infusion pumps, monitors) and which bed or patient it is assigned to; price lists, charges, and invoices; insurance coverage, pre-authorisation requests, claims, and payer responses.
• Connected systems: when a practice connects an EHR or practice system, launch context, the patient chart context needed for the consult, and encrypted access tokens or credentials.
• AI outputs and traces: model-generated drafts (notes, hypotheses, orders, chat replies) that remain suggestions until a clinician accepts them. We may store LLM traces (prompts and outputs) to operate and debug the agents; those payloads are encrypted at rest when the trace key is configured.
• Reliability: optional browser fatal-error reports may include the route, an encounter identifier, and error text.
• Usage and billing: plan, consult quotas, seats, and related operational records. Payments, when collected, are arranged with us directly — we do not currently run a card checkout.
• Browser storage: the selected organisation, preferences, and unsent drafts kept on your device. See the Cookie Policy.

We use this information to:

• Operate the site, schedule demos, and follow up about pilots.
• Create and authenticate clinician accounts, organisations, and invites.
• Run ambient capture, transcription, clinical intelligence in the visit, documentation, and encounter chat.
• Store and display the chart the practice creates, including patient-ready summaries and printable prescriptions the clinician chooses to generate.
• Run hospital operations workflows on the hospital’s instructions: bed placement, transfers, discharge, bed turnaround, billing cases, and payer messaging; and keep an audit history.
• Meter usage, apply plan limits, and communicate about the Service.
• Secure the Service, debug failures (including traces and error reports), and understand aggregate product use.
• Comply with law and respond to lawful requests.

We do not sell personal information or use it for advertising. We do not use Customer Data, including patient and staff data from Vaidra EMR, to train our own foundation models. Speech and language vendors process audio and text under their own terms; we do not claim they never use data to improve their services.

When a clinician starts capture on Vaidra Platform, audio from the consult is streamed for speech-to-text. A transcript is built (with speaker labels where the selected engine supports diarization). Session audio may be stored and linked to the encounter so the practice can replay or recover the visit.

The clinician must inform the patient — and anyone else in the room — that the consult is being recorded and transcribed, and must obtain whatever consent their professional, hospital, and legal duties require. Vaidra does not obtain that consent from patients.

Transcription is performed by the speech engine configured for that session. Those vendors are listed on our Subprocessors page. Audio may be sent to them in real time, including, in some configurations, directly from the browser.

Transcripts, notes, attachments, and other encounter context are sent to language-model providers so Vaidra can draft a working differential, documentation, treatment suggestions, and chat replies. Outputs are assistance for the clinician. They are not a diagnosis, prescription, or device output. See the Terms of Service.

Vendors that may process this content are named on the Subprocessors page. Some models or speech engines are optional and only run if enabled for a workspace.

Vaidra EMR does not currently send patient, staff, or operational data to speech or language-model vendors.

When we add an AI feature to either product, we will label it in the product, keep its output as a suggestion a person reviews, and list any new vendor on the Subprocessors page before it receives Customer Data.

We do not make automated decisions about patients or staff. AI features suggest; authorised people decide.

If a practice connects Eka Care, Bahmni/OpenMRS, or a SMART on FHIR EHR (such as Epic or Oracle Health), we receive the launch and chart context needed for the visit and store access tokens or credentials encrypted. When a clinician commits reviewed documentation, we write it back. We never write back AI chat, unreviewed drafts, or live transcripts.

If a hospital configures payer messaging in Vaidra EMR, we send pre-authorisation requests and claims (with the patient, coverage, and charge details they contain) to the insurer or TPA the hospital chooses, and store the responses.

Connected systems and payers are chosen by the practice and handle data under their own obligations. They are not our subprocessors.

The marketing site may load Google Analytics 4 and Microsoft Clarity when those products are configured. Vaidra Platform sets a first-party session cookie to keep a clinician signed in, and may load Clarity. Vaidra EMR uses only the sign-in cookie and browser storage for the selected hospital; it does not load analytics. Details, including how to control these technologies, are in the Cookie Policy.

We share personal data with: the practice that owns the workspace; infrastructure and AI vendors acting on our instructions; Calendly when you book a demo on Calendly’s site; payers and connected systems on the practice’s instruction; and authorities when the law requires it. We may share information to prevent harm, fraud, or abuse of the Service.

Within a workspace, what each person sees depends on the role the practice assigns. Vaidra personnel access Customer Data only to provide support the practice requests, secure the Services, or meet legal obligations.

Our primary hosting is Amazon Web Services, Asia Pacific (Mumbai) region; several vendors, including speech, language-model, and observability providers, operate outside India (including the United States). Encounter audio, transcripts, and clinical text may be processed in those regions to provide speech-to-text and AI features. We do not claim that patient data stays in India. The current list is on Subprocessors.

Demo inquiries are kept as long as needed to run the sales conversation and ordinary business records, then deleted or anonymised.

Clinician accounts and workspace data (including patient records, audio, transcripts, traces, and attachments) are retained while the account or organisation is active and for a reasonable period afterward so we can close the workspace, unless a shorter period is agreed in writing. We do not currently offer self-serve export of a workspace. If a practice needs a copy of records we hold, email hello@vaidra.care. We may keep limited logs and legal records longer where required.

Operational records in Vaidra EMR (stays, bed and equipment history, tasks, charges, payer messages, and the activity log) are kept for the life of the workspace.

Deleting a record in the product hides it; it stays in version history for audit until the workspace is closed.

Hospitals are responsible for statutory medical-record retention periods and should agree them with us in writing. Practices that need a specific hospital retention schedule should agree it with us before a pilot or production deployment.

The Services are for clinicians and hospital staff, not for children as end users. A practice may still document pediatric patients, including recording a consult where a child is present or admitting a child as an inpatient.

The practice is responsible for any notice or guardian consent required for that child’s data and for recording. If you believe we have collected a child’s information other than through a clinician’s lawful use of the Services, write to us and we will work with the practice to address it.

If you are a clinician or a site visitor whose data we hold as Data Fiduciary, you may request access, correction, erasure, or a description of the processing, and you may withdraw consent where processing is consent-based, subject to DPDP and records we must keep.

If you are a patient, contact the clinician or hospital that used Vaidra for your visit first. They are the Data Fiduciary for your health record. We will assist that practice with verified requests.

Grievance Officer: Grievance Officer, VAIDRA, No. 9, 3rd Floor, HBR Layout, Bengaluru, Karnataka, India. Email: hello@vaidra.care. We acknowledge grievances within 7 days and aim to resolve them within 30 days.

hello@vaidra.care is the grievance and rights contact for Vaidra’s own fiduciary processing (clinician and marketing data). You may also have the right to approach the Data Protection Board of India.

We use TLS in transit, database encryption at rest, per-workspace access isolation for clinical records, role-based access, and audit history. These measures reduce risk; they do not eliminate it. More detail is on the Security page.

We may update this policy as the product or the law changes. The date at the top is the latest revision. Material changes will be posted on this page. We will tell workspace owners by email or in the product before a material change takes effect.

Questions: hello@vaidra.care.