Privacy Policy
1. Introduction
Welcome to SmartHosp ("SmartHosp," "we," "us," or "our").
SmartHosp is a hospital management and communication application designed to help authorized hospital personnel coordinate, communicate, manage information, and support hospital operations.
The application may be used by authorized personnel including Representatives, Managers, Chief Medical Officers (CMO), Medical Directors (MD), Chief Executive Officers (CEO), administrators, medical professionals, operational staff, and other authorized users.
We are committed to protecting the privacy, confidentiality, and security of information processed through SmartHosp.
This Privacy Policy explains what information SmartHosp may collect, how we use it, how we protect it, when it may be shared, and what rights users may have regarding their information.
By accessing or using SmartHosp, you acknowledge that you have read and understood this Privacy Policy.
2. Information We Collect
The information collected by SmartHosp depends on how the application is configured and how it is used by your hospital or organization.
2.1 Account and User Information
We may collect information necessary to create and manage a SmartHosp account, including:
Full name
Employee or staff identification number
Professional designation
Job title
Department
Hospital or organization name● Official email address
Mobile phone number
Username
Login credentials
Profile information
User role
Access permissions
2.2 Professional Information
SmartHosp may process information relating to a user's professional role and responsibilities.
This may include information associated with roles such as:
Representative
Manager
CMO
MD
CEO
Administrator
Medical or clinical staff
Operations staff
Other authorized hospital personnel This information may be used to determine what features, records, dashboards, communications, and other resources a user is authorized to access.
2.3 Hospital and Operational Information
Depending on the features enabled by the hospital or organization, SmartHosp may process:
Internal communications
Tasks and assignments
Meeting information
Schedules
Hospital operational updates
Reports
Dashboards
Department information
Administrative information
Workflow information
Activity records
Documents
Files uploaded by authorized users2.4 Patient and Health Information Certain SmartHosp implementations may process patient-related or healthcare information.
Depending on the features used, this may include:
Patient name or identification information
Patient reference or identification number
Appointment information
Admission information
Discharge information
Treatment-related information
Clinical information
Healthcare service information
Other information necessary for authorized healthcare or hospital operations Access to such information should be restricted to users who have a legitimate professional need and appropriate authorization.
Users must not upload, access, disclose, or otherwise process patient or health information through SmartHosp unless they are authorized to do so and the activity is permitted by applicable law and their organization's policies.
2.5 Device and Technical Information
When you use SmartHosp, certain technical information may be automatically collected, including:
Device type
Operating system
Application version
IP address
Device identifiers
Login date and time
Access logs
Security logs
Crash reports
Diagnostic information
Application performance information This information helps us operate, secure, maintain, and improve SmartHosp.
How We Use InformationSmartHosp may use collected information for the following purposes:
To create and manage user accounts.
To authenticate users.
To verify authorized access.
To assign and manage user roles and permissions.
To facilitate communication between authorized hospital personnel.
To support hospital administration and operations.
To provide dashboards, reports, notifications, and application features.
To manage tasks, workflows, schedules, and operational activities.
To maintain application security.
To detect and prevent unauthorized access, fraud, misuse, or security incidents.
To troubleshoot technical problems.
To monitor and improve application performance.
To maintain appropriate activity logs and audit records.
To provide technical and customer support.
To comply with applicable legal, regulatory, contractual, and organizational requirements.
To improve SmartHosp and develop new features.
We will not intentionally use personal information for purposes incompatible with those described in this Privacy Policy unless permitted or required by applicable law.
4. Role-Based Access
SmartHosp may use role-based access controls to help ensure that users can access only the information and features appropriate to their assigned responsibilities.
For example, a Representative may have different access from a Manager, CMO, MD, CEO, or Administrator.
The exact access rights available to each user are determined by the hospital or organization and the permissions assigned to that user.
Users must not attempt to access information, accounts, features, or systems for which they do not have authorization.
5. User Account Security
Users are responsible for maintaining the confidentiality of their account credentials.
Users must:
Keep passwords and authentication information confidential.
Not share accounts with other individuals.● Not disclose passwords to unauthorized persons.
Log out or secure the application when appropriate.
Immediately report suspected unauthorized access.
Use SmartHosp only for authorized professional purposes.
SmartHosp may suspend or restrict accounts where unauthorized activity, security risks, misuse, or violations of applicable policies are detected.
6. How We Share Information
We do not sell users' personal information.
Information may be shared or made available only when reasonably necessary for legitimate SmartHosp, hospital, operational, legal, or security purposes.
6.1 Hospital or Organization
If your SmartHosp account is provided by a hospital, healthcare organization, or employer, that organization may have access to information associated with your account according to its configuration, policies, and authorization requirements.
6.2 Authorized Users
Information may be made available to other authorized SmartHosp users according to their assigned roles and permissions.
6.3 Service Providers
We may use trusted third-party service providers to support SmartHosp, including providers of:
Cloud hosting
Data storage
Authentication
Security
Application monitoring
Notifications
Technical support
Infrastructure services Such providers may process information only as necessary to provide their services to SmartHosp and subject to appropriate contractual and security requirements.6.4 Legal Requirements We may disclose information when reasonably necessary to:
Comply with applicable laws or regulations;
Respond to lawful governmental or regulatory requests;
Protect the rights, property, or safety of SmartHosp, users, hospitals, or others;
Investigate security incidents;
Prevent fraud, abuse, or unauthorized activity;
Enforce applicable agreements or policies.
7. Patient and Healthcare Information
SmartHosp may be used in environments where confidential patient or healthcare information is processed.
Such information should be accessed only by authorized individuals for legitimate professional purposes.
Users must:
Access only information they are authorized to access.
Use patient information only for legitimate professional purposes.
Avoid sharing confidential information through unauthorized channels.
Follow applicable hospital privacy and security policies.
Protect their SmartHosp credentials.
Immediately report suspected unauthorized access or disclosure.
Hospitals and organizations using SmartHosp are responsible for configuring appropriate permissions and establishing internal procedures governing the use of patient and healthcare information.
Where applicable, SmartHosp will process such information in accordance with applicable contractual, legal, regulatory, and organizational requirements.
8. Data Security
We take reasonable technical, administrative, and organizational measures designed to protect information against unauthorized access, alteration, disclosure, loss, misuse, or destruction.
Depending on the SmartHosp environment, security measures may include:● Secure authentication
Role-based access control
Encryption during transmission
Encryption of stored information where supported
Access controls
Activity logging
Audit trails
Security monitoring
Credential management
Backup and recovery procedures
Restricted administrative access
Security incident response procedures Despite these safeguards, no electronic system, application, network, or method of transmitting information can be guaranteed to be completely secure.
Therefore, SmartHosp cannot guarantee absolute security of information.
9. Data Retention
We retain information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:
Providing SmartHosp services;
Maintaining accounts;
Supporting hospital operations;
Maintaining security and audit records;
Meeting contractual obligations;
Resolving disputes;
Complying with legal or regulatory requirements.
Retention periods may vary depending on the type of information, the purpose of processing, applicable law, and requirements established by the hospital or organization.
When information is no longer required, it may be deleted, anonymized, or securely disposed of, subject to applicable retention requirements.
10. Your Privacy Rights
Depending on your location and applicable law, you may have certain rights regarding your personal information.
These rights may include:● The right to request access to personal information;
The right to request correction of inaccurate information;
The right to request deletion where legally permitted;
The right to request restriction of certain processing;
The right to object to certain processing;
The right to request a copy of certain information;
The right to withdraw consent where processing is based on consent.
These rights may be subject to legal, security, contractual, and operational limitations.
If your SmartHosp account is provided by your employer, hospital, or healthcare organization, you may also need to contact that organization or its designated privacy officer to exercise certain rights.
11. Cookies and Similar Technologies
SmartHosp may use cookies, local storage, device identifiers, or similar technologies where necessary to operate and secure the application.
These technologies may be used to:
Keep users securely signed in;
Maintain application functionality;
Remember user preferences;
Improve application performance;
Monitor application security;
Diagnose technical issues.
Where applicable law requires consent for certain non-essential technologies, appropriate consent mechanisms may be provided.
12. Third-Party Services
SmartHosp may use or integrate with third-party services to provide certain application functionality.
Third-party providers may have their own privacy policies and terms of service.
SmartHosp is not responsible for the privacy practices of third-party services that are independently operated and outside our control.
Users and organizations should review applicable third-party privacy policies where appropriate.13. International Data Processing Depending on the hosting infrastructure and service providers used by SmartHosp, information may be stored or processed in locations outside the country where a user lives or works.
Where required by applicable law, appropriate safeguards will be applied to protect personal information during such transfers.
14. Data Breaches and Security Incidents
If we become aware of a security incident involving personal information, we will take reasonable steps to:
Investigate the incident;
Identify and contain the issue;
Take appropriate corrective measures;
Strengthen security controls where necessary; and
Provide notifications where required by applicable law.
Depending on the nature of an incident, notifications may be provided to affected organizations, users, regulators, or other appropriate parties.
Users should promptly report suspected unauthorized access, disclosure, or security incidents to SmartHosp.
15. User Responsibilities
Every SmartHosp user is responsible for using the application appropriately and securely.
Users must:
Use SmartHosp only for authorized purposes.
Access only information necessary for their role.
Keep account credentials confidential.
Not share accounts or passwords.
Not attempt to bypass security controls.
Not access another user's account without authorization.
Protect confidential hospital and patient information.
Follow applicable hospital policies.
Follow applicable professional and legal requirements.
Report suspected security incidents promptly.Unauthorized use may result in suspension or termination of access and may result in disciplinary or legal action where applicable.
16. Children's Privacy
SmartHosp is primarily intended for authorized healthcare professionals, hospital personnel, administrators, representatives, and other authorized users.
SmartHosp is not designed as a general-purpose application for children.
We do not knowingly collect personal information directly from children for purposes unrelated to legitimate healthcare, hospital, or organizational services.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
Changes to SmartHosp;
Changes in technology;
Changes in our services;
Changes in applicable laws or regulations;
Changes in our privacy or security practices.
When material changes are made, we may provide notice through the SmartHosp application, website, email, or another appropriate method.
The "Last Updated" date at the top of this Privacy Policy indicates when it was most recently revised.
18. Contact Us
If you have questions, concerns, requests, or complaints regarding this Privacy Policy or the handling of personal information, please contact us.
SmartHosp Privacy Officer: SKM Faridh Email: straleapbusinesssolution@gmail.com Phone: +91 9833380898 Address: Kharghar, Navi Mumbai, Maharashtra 410210, India For requests relating specifically to an account provided by a hospital or organization, users may also contact their organization's designated administrator or privacy officer.19. Privacy Complaints If you believe that your personal information has been improperly handled, you may contact our Privacy Officer using the contact information above.
Please provide sufficient information to allow us to understand and investigate your concern, including, where appropriate:
Your name;
Contact information;
Description of the concern;
Relevant dates;
Relevant SmartHosp account or organization information; and
Any supporting information you are authorized to provide.
We will review privacy complaints and take appropriate action in accordance with applicable requirements.
20. Healthcare and Medical Disclaimer
SmartHosp is a technology platform designed to support hospital communication, administration, coordination, information management, and operational workflows.
SmartHosp does not replace:
Professional medical judgment;
Clinical decision-making;
Emergency medical services;
Hospital policies;
Professional healthcare standards;
Applicable healthcare laws or regulations.
Users remain responsible for making appropriate professional and clinical decisions within the scope of their role.
21. No Sale of Personal Information
SmartHosp does not sell personal information to third parties.
We may process or disclose information to service providers, hospitals, authorized users, or other parties where necessary to provide SmartHosp services, operate the application, maintain security, comply with legal obligations, or fulfill legitimate organizational purposes.22. Consent and Use of SmartHosp By creating an account, accessing, or using SmartHosp, you acknowledge that:
You have read and understood this Privacy Policy.
You understand how information may be collected and used.
You will use SmartHosp only for authorized purposes.
You will protect confidential information accessed through the application.
You will comply with applicable hospital policies and legal requirements.
Where applicable law requires specific consent, such consent will be obtained through an appropriate mechanism.
23. Contact Information Summary Application: SmartHosp Privacy Officer: SKM Faridh
Email: straleapbusinesssolution@gmail.com Phone: +91 9833380898 Address: Kharghar, Navi Mumbai, Maharashtra 410210, India Final Notice This Privacy Policy is intended to provide a clear description of SmartHosp's privacy and information-handling practices. It is not a substitute for legal advice.
Because SmartHosp may potentially handle sensitive healthcare or patient information, SmartHosp should obtain a legal/privacy review before publishing this policy or launching the application, particularly to ensure compliance with applicable Indian data-protection, healthcare, contractual, and other regulatory requirements.
© 2026 SmartHosp. All rights reserved.
This document is published by Stratleap Business Solutions for the SmartHosp Hospital Growth Engine platform. For inquiries or copies of signed enterprise addenda, contact support@mysmarthosp.com or call 98333 80898.