Ethical AI Use Policy

 

Effective Date: 18 Aug 2025
Last Updated: 15 Nov 2025

At Doxmate, we are committed to developing and deploying Artificial Intelligence (AI) responsibly. Doxmate is an AI-powered healthcare appointment automation platform used by hospitals and clinics for booking, rescheduling, and reminder workflows through WhatsApp Cloud API.

This Ethical AI Use Policy outlines the principles guiding how our AI systems operate to ensure fairness, transparency, safety, and privacy.

1. Transparency

  • Doxmate clearly identifies itself as an AI-driven automated assistant, not a human agent.
  • Patients interacting via WhatsApp are informed that responses, confirmations, reminders, and booking flows are generated by an AI system.
  • Clinics are provided clear documentation on how the AI operates, including allowed and restricted use cases.

We ensure users always know when AI is involved.

2. Fairness & Non-Discrimination

Doxmate’s AI is designed to treat all users equally and without bias.

  • Appointment scheduling is based solely on clinic rules, availability, and user input.
  • Our models do not use demographic factors such as age, gender, religion, ethnicity, or socioeconomic status in decision-making.
  • Regular assessments help identify and eliminate unintended bias.

3. Privacy & Data Minimization

We design Doxmate AI to prioritize patient privacy:

  • AI processes only administrative data required for scheduling (name, phone number, appointment time).
  • Doxmate does not request or store sensitive medical data such as diagnoses, prescriptions, symptoms, or lab results.
  • All communication via WhatsApp is encrypted in transit using Meta’s security standards.
  • All stored data is protected using AWS-grade security, aligned with GDPR/HIPAA best practices.

For details, see the Doxmate Privacy Policy.

4. Accountability

  • Brainox Tech is fully responsible for the design, operation, and behavior of Doxmate’s AI systems.
  • Clinics and hospitals are responsible for their use of the platform and for ensuring lawful handling of patient data.
  • Doxmate AI is not a medical tool and must never be used for:
    • Medical advice
    • Clinical triage
    • Diagnosis or treatment
  • Any misuse of Doxmate AI (spam, marketing, unauthorized data use) is prohibited under the Doxmate Terms of Use & Acceptable Use Policy (AUP).

5. Human Oversight

AI supports human staff—it does not replace them.

  • Clinics maintain full control over schedules and can override AI-suggested slots anytime.
  • Patients can escalate queries or request human support through the clinic.
  • Admin users can review AI-generated logs, message flow, and appointment outcomes.

Human supervision ensures accuracy and safety.

6. Safety & Reliability Standards

To maintain ethical and reliable performance, Doxmate:

  • Conducts regular audits of AI outputs to ensure accuracy and safety
  • Monitors for harmful or unintended behaviors
  • Implements strict testing before releasing new features
  • Maintains clear fallback flows if AI cannot interpret a message
  • Ensures the AI never initiates unsolicited or irrelevant messages

7. Continuous Improvement

We are committed to constantly improving Doxmate:

  • Feedback from clinics and patients is reviewed regularly
  • AI performance is monitored to reduce errors and false triggers
  • Systems are updated to align with new regulations, healthcare standards, and ethical AI practices
  • We stay updated with global AI safety and interoperability frameworks

8. Compliance With Global Standards

Doxmate adheres to:

  • GDPR principles (EU)
  • HIPAA-aligned practices (where applicable)
  • Meta’s WhatsApp Cloud API policies
  • Global responsible AI guidelines
  • Local healthcare data laws applicable to each region

9. Contact Us

For questions, concerns, or ethical AI-related requests, please contact:

Doxmate — Ethical AI & Compliance Team
 Email: support@doxmate.in
 Privacy/Compliance: privacy@brainoxtech.com
 Website: https://www.doxmate.in