5. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as your account is active with your Tenant, plus the retention windows agreed in our contract with the Tenant.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). Messages and attachments are retained while your account is active and for the retention period set in our agreement with your Tenant — typically twelve (12) months past the termination of the user's account. Session logs are retained for ninety (90) days. Audit-log entries related to violation reports are retained for the lifetime of the Tenant's contract plus seven (7) years.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
6. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. These include:
- Industry-standard encryption for all communication between the proConnect App and our servers.
- Encrypted communication between our internal services, restricted to a private network and authenticated against a managed identity.
- Session tokens issued to authenticated users are short-lived, single-use, and protected against replay.
- Attachments are stored in segregated, per-Tenant locations with private access; downloads are brokered only through proConnect's authenticated streaming endpoint.
- All operator actions performed by ProEmTech personnel are logged for audit purposes.
However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our App is at your own risk. You should only access the App within a secure environment.
7. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: In some regions, such as the European Economic Area (EEA) and United Kingdom (UK), you have rights that allow you greater access to and control over your personal information. Most of these requests are handled by your Tenant administrator because they control the data.
In some regions (like the EEA and UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.
Because your Tenant is the data controller for the messaging content in proConnect, requests should normally be raised with your Tenant administrator first. Profile fields (name, email, role, department, etc.) are managed in your Host Application and corrections must be initiated there. If you cannot reach a satisfactory resolution that way, contact us at [email protected] and we will work with your Tenant to resolve the matter.
If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
If you have questions or comments about your privacy rights, you may email us at [email protected].
Account Information
Because proConnect has no in-app profile management, account changes follow these paths:
- To review or change your profile information (name, email, phone, designation, etc.), update it in your Host Application (ProMed, oNext or OrdinZ). The next time you scan a QR code, the refreshed values are carried into proConnect.
- To terminate your account, ask your Host App administrator to deactivate you. Your proConnect access is revoked at the next session refresh — usually within a few minutes.
- For requests we cannot fulfil through your Host Application or your Tenant administrator, contact us at [email protected].
Upon termination of your account, we will deactivate or delete your account information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with applicable legal requirements.
8. THERE IS NO USER REGISTRATION OR PROFILE MANAGEMENT IN proConnect
In Short: proConnect intentionally has no sign-up form, no profile editor, and no password reset flow. Everything starts and ends in your Host Application.
This is by design. proConnect exists to extend ProMed / oNext / OrdinZ workflows into a messaging surface; it is not a stand-alone product. Practical consequences:
- You cannot create a proConnect account on your own. Access begins when your Host App administrator issues you a QR code.
- You cannot change your name, email, phone, department, or designation from within proConnect. Edit those fields in your Host Application; the next QR scan refreshes them in proConnect.
- You cannot delete your account from within proConnect. Removal is initiated by your Host App administrator. Once your Host App account is deactivated, proConnect access is revoked at the next session refresh — usually within a few minutes.
- There is no separate password to remember; the session issued at QR scan is the only authentication used inside proConnect.
- proConnect is for your Tenant's business communication only and is not intended for personal use. Personal chats, social messaging, or any communication unrelated to your Tenant's work should not be conducted through proConnect.
9. HOW VIOLATION REPORTS WORK
In Short: Filing a violation report against a direct-message conversation makes the full thread visible to your Tenant administrator so they can evaluate it.
proConnect lets you report a direct-message conversation that you believe is in violation of your Tenant's acceptable-use policy — for example, harassment or sharing of patient information outside the scope of your role. The "Report Chat" option lives behind the more-menu of any direct-message thread.
When you file a report:
- The complete content of the thread, including text, attachments and reactions, is bundled into the report and shared with the administrator nominated by your Tenant.
- The administrator reviews the thread and, based on the evaluation, may dismiss the report, suspend the reported user, or escalate further according to your Tenant's policy.
- The fact that a report was filed, the reviewing administrator's identity, and the outcome are recorded for audit purposes.
If you are unsure whether to file a report, you can discuss the situation with your Tenant administrator first. False or malicious reports may themselves be subject to disciplinary action under your Tenant's policy.
10. CONTROLS FOR DO-NOT-TRACK FEATURES
proConnect is not a browser-based application and does not perform cross-site tracking. We do not embed third-party advertising or analytics SDKs that respond to Do-Not-Track ("DNT") signals. Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.
11. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at [email protected] or by post to:
ProEmTech Infosystems Private Limited
Phone: +91 80411 44144
13. HOW CAN YOU REVIEW, UPDATE OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. As explained in Section 8, profile changes are made in your Host Application (ProMed, oNext, or OrdinZ); the next QR scan propagates the update into proConnect. To request a copy of the messages and metadata held about you, or to request deletion beyond what your Host Application supports, contact your Tenant administrator. If the administrator cannot fulfil your request, contact us at [email protected] and reference your Tenant name in the email so we can route the request correctly.