Privacy Policy

What VisitWise collects

• Therapist account identity from Google sign-in, such as name, email address, and profile image when provided by Google.
• Therapist profile details, practice details printed on invoices (such as practice name, address, registration number, logo, therapist name, and qualifications), app preferences, appearance settings, reminder settings, and support messages.
• Patient records entered by the therapist, including patient name, phone number, age, gender, occupation, address, condition text, referral source, treatment or protocol notes, visit history with optional visit times, manual payment records, current dues, and paid-ahead balances.
• Invoices the therapist issues to a patient. VisitWise keeps a numbered, read-only copy of each invoice exactly as it was shared: the practice details, patient name and address, invoice period, visit dates, charges, total, amount paid, balance due, and any notes or clinical details the therapist chooses to include, such as the patient's condition, a diagnosis, and the treatment given. The logo is not copied into the invoice.
• Clinical records the therapist types for a patient on a VisitWise Pro account, such as medical history, conditions, surgeries, medicines, allergies, precautions, pain scores, range of motion, strength and other findings, vitals, goals and plan, exercises, consent notes, and outcome. VisitWise does not suggest, score, or fill in these values.
• Patient photos, PDF files, and short videos the therapist adds to a patient on a VisitWise Pro account, such as progress photos, reports, prescriptions, and exercise references, with the category, optional caption, date taken, file name, and a small preview image. The phone compresses photos and videos before upload and removes location and other photo metadata; PDF files are uploaded as they are. Videos recorded with the camera may include sound.
• VisitWise Pro trial and subscription details: the trial start and end dates, and, for a Google Play subscription, the purchase token, product and plan, order ID, subscription status, renewal setting, and expiry date. Google Play handles the payment; VisitWise never receives card, UPI, or bank details.
• One selected contact's name and phone number when the therapist chooses contact import. VisitWise does not upload or store the full address book.
• A photo of a completed patient registration form, only for a clinic account that VisitWise has enabled for registration form scanning and only when that clinic chooses to scan a form. The photo is used once to pre-fill the new-patient form and is not stored by VisitWise.
• A VisitWise campaign code from the Google Play install referrer, when the app was installed from a VisitWise campaign link. It is linked to the new account to measure which channels bring new therapists. Other install referrer details are discarded.
• Device notification tokens and reminder interaction data needed to send and troubleshoot daily visit-log reminders.
• De-identified product analytics events used to understand core workflows, such as app opens, patient creation, visit logging, payments, reminder outcomes, and settings changes.
• Crash, error, and app performance diagnostics used to find app failures and slow screens, such as how long the app takes to start, open a screen, or get a response from the VisitWise server. Diagnostics include a random identifier for the app installation that the diagnostics tool creates; it is not your account. Diagnostics are configured to avoid patient names, phone numbers, notes, condition text, payment notes, reminder message text, auth tokens, account and record identifiers, request contents, and similar sensitive details.

How the data is used

VisitWise uses this data to authenticate the therapist, run the account, store patient and practice records, calculate visits, dues, paid-ahead balances, and earnings, number and keep invoices so each one can be shared again unchanged, keep clinical records and patient files for the therapist, check and keep the Pro trial and subscription status, show reminders, support reviewed WhatsApp handoff, provide support, maintain security, and improve reliability.

Analytics and diagnostics are used to understand whether the app works reliably and whether core workflows are useful. They are not intended to identify patients or collect clinical details.

Permissions and device access

Contacts access is used only when the therapist chooses to import a patient contact, and VisitWise copies only the selected contact's name and phone number. Notification permission is used for daily visit-log reminders. Camera access is used only when the therapist chooses to take a patient photo or video on a Pro account, or to scan a registration form on an enabled clinic account. Existing photos and videos are chosen through the Android photo picker, and PDF files through the Android file picker; these give VisitWise only the items the therapist picks, not the whole photo library or storage. VisitWise does not request device location, microphone, photo library, or storage permissions. The Google Play billing permission is used only to buy or restore a VisitWise Pro subscription.

Sharing and service providers

VisitWise does not sell therapist or patient data.

VisitWise relies on the following service providers to operate the app:

• Oracle Cloud Infrastructure for backend hosting of the VisitWise PocketBase service, including stored patient photos, PDF files, and videos.
• Backblaze B2, in the United States, for encrypted nightly backups of the VisitWise database and stored files.
• Google for Google Sign-In authentication, Google Play distribution, and Google Play billing. For a Pro subscription, the VisitWise server sends Google the purchase token to confirm the purchase, Google sends the server subscription status updates, and the app gives Google an internal VisitWise account ID so the purchase is linked to the right account.
• Expo Push Service for delivery of daily visit-log reminder notifications.
• Self-hosted Umami, routed through the VisitWise PocketBase analytics proxy, for privacy-safe product analytics.
• Sentry Developer for limited mobile crash, error, and performance diagnostics, configured to exclude patient-identifying data and therapist account identity. Sentry keeps this diagnostic data for up to 30 days.
• OpenRouter, and the AI model provider it routes to, to read registration form photos for an enabled clinic account. Requests are restricted to providers that do not retain the data or use it for training. VisitWise does not store the photo or the extracted text, log them, or send them to analytics or diagnostics.
• Email service used to receive support, privacy, and account-deletion requests sent to info@visitwise.in.

These providers process data only for app operation, security, support, analytics, diagnostics, and distribution purposes.

When the therapist chooses call, WhatsApp, map, or share actions, VisitWise may open the selected third-party app with the relevant phone number, reviewed reminder text, stored map link, a visit summary, invoice, or discharge summary PDF the therapist generated for that patient, a patient file the therapist chooses to open in another app, a practice report export, or a message introducing VisitWise to another therapist. Those third-party apps handle that data under their own terms and privacy practices. Discharge summaries and practice report exports are made on the phone and are not stored by VisitWise. Once shared, a file is outside VisitWise and the therapist controls who receives it.

VisitWise may also disclose limited information if required for legal compliance, security, fraud prevention, abuse prevention, or to protect the app and its users.

Security

VisitWise is designed to use HTTPS in production, owner-based backend access rules, patient files that can be opened only with a short-lived access token, server-side secrets, secure token storage where practical, encrypted database and file backups, and privacy-safe analytics and diagnostics. No internet-connected service can be guaranteed to be completely secure, but VisitWise limits access and collection to what is needed to run the app.

Retention and deletion

Users can request deletion from the public account-deletion page at visitwise.in/account-deletion or by emailing info@visitwise.in.

Verified deletion requests are processed within 30 days. When a request is completed, VisitWise deletes the therapist account and associated app records such as patients, visits, payments, invoices, clinical records, patient photos, files and videos, trial and subscription records, reminders, notification tokens, support-linked account data, and preferences. Copies in routine backups are removed on the normal backup-rotation schedule, within about 3 months.

Deleting the account does not cancel a Google Play subscription. Cancel it in Google Play under Payments and subscriptions.

Limited data may be retained where needed for security, fraud prevention, legal compliance, backup integrity, incident handling, or audit logs. Audit log entries are retained for up to 180 days.

Specific patient data deletion can also be requested without deleting the whole therapist account. Support may ask for the minimum information needed to identify the account or record.

Issued invoices cannot be edited or deleted one by one, so an invoice number is never reused. A patient's invoices are deleted when that patient's data is deleted, and all invoices are deleted with the account. A patient's clinical records, photos, files, and videos are also deleted with that patient's data, and a single photo, file, or video can be deleted from the patient's profile.

When a Pro trial or subscription ends, records created with Pro stay in the account and remain visible until the therapist deletes them.

What VisitWise is not

VisitWise records completed visits and manual payments, and lets the therapist issue numbered invoices for completed visits. On a Pro account, the therapist can also keep clinical records and patient photos, files, and videos. It does not provide appointment scheduling, patient login, online payment collection for patients, receipts, payment links, clinic teams, offline sync, telehealth, diagnosis, medical advice, or clinical decision support. Registration form scanning, available only to enabled clinic accounts, is the one AI-assisted feature: it reads the paper form to pre-fill patient details for the clinic to review, and makes no clinical suggestions.

Audience

VisitWise is intended for adult healthcare professionals operating their own practice. It is not designed for or directed to children.

Contact

Developer and privacy contact: Sthiraa Healthcare Services, info@visitwise.in.

Data principal requests, data-access questions, deletion requests, and grievances under the Digital Personal Data Protection Act, 2023 may be sent to this address.