Everything governing your use of Doxmate — terms, privacy, data protection, deletion, medical disclaimers, and refunds — all in one place.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
These Terms of Use (“Terms”) govern access to and use of Doxmate, an AI-powered healthcare operations and automation platform developed and operated by Brainox Tech (“Doxmate”, “we”, “our”, or “us”).
Doxmate provides healthcare organizations with software tools for clinic and hospital operations, including appointment management, patient records, prescriptions, billing, queue management, WhatsApp-based patient communication, AI-powered automation, patient engagement, growth and review-management workflows, and supported third-party integrations.
These Terms apply to clinics, hospitals, diagnostic centres, healthcare professionals, administrators, staff members, and other authorized users (“User”, “you”, or “your”).
By creating an account, accessing, connecting to, or using Doxmate, you agree to these Terms and the policies referenced in them. If you do not agree with these Terms, you must not use Doxmate.
1.1 Doxmate
“Doxmate” means the software platform, websites, dashboards, APIs, WhatsApp integrations, AI services, healthcare-management functionality, and related services operated by Brainox Tech.
1.2 Healthcare Organization
A Healthcare Organization includes a clinic, hospital, diagnostic centre, medical practice, laboratory, or other healthcare provider using Doxmate.
1.3 Authorized User
An Authorized User is a doctor, administrator, receptionist, staff member, or other person authorized by the Healthcare Organization to use Doxmate.
1.4 Patient
A Patient is an individual whose appointment, communication, healthcare, billing, queue, or other information is managed through Doxmate by a Healthcare Organization.
To use Doxmate:
If you use Doxmate on behalf of a clinic, hospital, or other organization, you represent that you have authority to bind that organization to these Terms.
Depending on the subscription, configuration, and features enabled for an organization, Doxmate may provide:
Clinic Operations
AI & Automation
Engagement & Growth
Integrations
Depending on availability and account configuration:
The exact features available to a User may depend on the applicable plan, configuration, geographic availability, technical availability, and product version.
Doxmate is a technology platform and does not replace qualified healthcare professionals.
Certain Doxmate features may allow Healthcare Organizations to store and manage healthcare information, including information contained in patient records, prescriptions, clinical notes, and other EMR-related information.
However:
Healthcare Organizations remain responsible for the clinical services they provide to patients.
Doxmate may use AI to support administrative and operational workflows.
AI functionality may include:
AI systems can produce inaccurate, incomplete, or unexpected results. You acknowledge that:
For further information, see the Ethical AI Use Policy.
Doxmate may process Personal Data and healthcare information depending on the features used by the Healthcare Organization. This may include:
Healthcare Organizations generally act as the Data Controller/Data Fiduciary for patient information. Doxmate generally acts as a Data Processor or equivalent service provider when processing information on behalf of Healthcare Organizations.
Healthcare Organizations are responsible for:
The relationship between Doxmate and the Healthcare Organization is further governed by the Data Protection Agreement (DPA) where applicable.
Doxmate processes information in accordance with its applicable privacy and security policies. These include:
Doxmate does not sell Personal Data or patient medical records. Healthcare Organizations should not provide Doxmate with information that they are legally prohibited from processing or sharing with a service provider.
Users are responsible for protecting their account credentials. You agree to:
You are responsible for activity conducted through your account unless caused by unauthorized access that was not reasonably attributable to your actions or omissions.
Healthcare Organizations are responsible for the accuracy and completeness of information entered into Doxmate.
Doxmate may provide tools that assist with:
These tools do not guarantee that information entered, imported, generated, or displayed will always be error-free. Users should verify important information before relying on it.
Doxmate may use the Meta WhatsApp Cloud API to provide WhatsApp-based functionality. Users must comply with applicable:
Doxmate may restrict or suspend WhatsApp functionality if:
Doxmate is not responsible for restrictions independently imposed by Meta.
Doxmate may provide optional integrations with Google services, including:
These integrations require user authorization through Google's authorization mechanisms. When connecting Google services:
Google User Data is handled in accordance with applicable Google API policies, including the Google API Services User Data Policy and its Limited Use requirements. Doxmate does not use Google User Data for advertising, selling data, or training generalized AI/ML models.
Doxmate relies on third-party infrastructure and services to provide certain functionality. These may include:
Third-party services may have their own terms, privacy policies, technical limitations, outages, or availability requirements. Doxmate is not responsible for failures caused solely by a third-party provider beyond Doxmate's reasonable control.
Certain Doxmate AI functionality may rely on third-party AI or Large Language Model providers. Depending on the feature and configuration, information submitted to an AI workflow may be processed by the relevant AI infrastructure provider. Doxmate will apply applicable contractual, technical, and privacy safeguards to such processing.
Users must not intentionally submit information to an AI workflow where such processing is prohibited by applicable law, their organization's policies, or the relevant Doxmate feature's documented limitations.
Where Doxmate Services are provided under a paid plan:
Free plans, trials, promotional offers, and usage limits may be subject to separate eligibility and fair-use conditions. Refunds and cancellations are governed by the applicable Refund & Cancellation Policy.
Doxmate is continuously developed and may:
We will make reasonable efforts to avoid materially disrupting active services. Certain third-party integrations may become unavailable if the relevant provider changes its API, policies, pricing, or technical requirements.
You may use Doxmate only for lawful and authorized purposes. You must not use Doxmate to:
Doxmate's general AI functionality must not be used as the sole basis for:
Where Doxmate provides healthcare-management functionality, final clinical decisions remain with appropriately qualified healthcare professionals. Patients should seek appropriate professional or emergency medical assistance when necessary.
Doxmate and its underlying technology are owned by or licensed to Brainox Tech. This includes, where applicable:
Subject to these Terms, Doxmate grants the User a limited, non-exclusive, non-transferable, revocable right to access and use the Platform for the User's authorized business operations during the applicable subscription period.
You may not copy, reproduce, distribute, sell, sublicense, or commercially exploit Doxmate technology except as expressly authorized. Nothing in these Terms transfers ownership of Doxmate intellectual property to the User.
Subject to applicable law and the rights of Data Subjects:
The Controller remains responsible for ensuring that it has the necessary rights and authority to provide the data to Doxmate.
Doxmate is provided on an “as-is” and “as-available” basis to the extent permitted by law. We aim to maintain reliable service but do not guarantee:
Service interruptions may occur because of:
Doxmate may maintain backups for operational resilience and disaster recovery. Backups are subject to applicable retention and security controls. Users remain responsible for maintaining their own copies of information where they require independent backup or archival records.
To the maximum extent permitted by applicable law, Doxmate does not warrant that:
Mandatory warranties that cannot legally be excluded remain unaffected.
To the maximum extent permitted by law, Brainox Tech and Doxmate will not be liable for indirect, incidental, consequential, special, punitive, or exemplary damages arising from use of the Services. This may include losses arising from:
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited under applicable law.
Subject to applicable law and any separate written agreement, Doxmate's aggregate liability arising from the Services will generally not exceed the fees actually paid by the relevant User to Doxmate during the three months immediately preceding the event giving rise to the claim.
To the extent permitted by law, you agree to defend, indemnify, and hold harmless Brainox Tech, Doxmate, and their personnel from claims, losses, liabilities, damages, and reasonable expenses arising from:
This section does not apply to the extent a claim results from Doxmate's own gross negligence, willful misconduct, or other liability that cannot legally be transferred.
Doxmate may suspend or terminate access where reasonably necessary if:
Where practical, Doxmate may provide notice and an opportunity to remedy a breach before termination. Immediate suspension may occur where necessary to protect users, systems, Personal Data, third-party services, or legal compliance.
Upon termination:
Users must comply with all laws applicable to their use of Doxmate. Depending on the jurisdiction and circumstances, this may include:
Doxmate may implement additional restrictions where necessary to comply with applicable law or third-party platform requirements. Nothing in these Terms constitutes a representation that Doxmate is certified under a particular regulatory or security framework unless expressly stated by Brainox Tech in writing.
Doxmate will not be responsible for delays or failures caused by circumstances beyond its reasonable control, including:
Doxmate may update these Terms to reflect:
Material changes may be communicated through the Platform, website, email, or other reasonable methods where appropriate. The latest version will contain the applicable “Last Updated” date.
Continued use of Doxmate after an updated version becomes effective constitutes acceptance of the revised Terms to the extent permitted by law.
These Terms should be read together with Doxmate's applicable policies, including:
These documents collectively describe how Doxmate operates and how information and Services are governed.
If any provision of these Terms is found to be invalid, unlawful, or unenforceable, that provision will be interpreted to the maximum extent permitted by law, and the remaining provisions will remain effective.
Failure by Doxmate to enforce any provision of these Terms does not constitute a waiver of the right to enforce that provision later.
You may not transfer or assign your rights or obligations under these Terms without Doxmate's prior written consent, except where permitted by applicable law.
Doxmate may assign or transfer these Terms as part of a merger, acquisition, restructuring, sale of assets, or similar corporate transaction, subject to applicable law.
These Terms are governed by the laws of India, subject to mandatory rights and protections applicable to users under the laws of their jurisdiction.
Unless otherwise required by applicable law, courts having jurisdiction in Bundi, Rajasthan, India will have jurisdiction over disputes arising from these Terms.
For questions regarding these Terms, legal matters, privacy, security, or Doxmate Services:
Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Support: hello@doxmate.in
Privacy & Data Protection: hello@doxmate.in
Security: hello@doxmate.in
Phone: +91 76654 27777
Website: https://www.doxmate.in
Registered Business Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
© 2026 Brainox Tech. All rights reserved.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
Platform / Brand: Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Website: www.doxmate.in
Email: hello@doxmate.in
Phone: +91 76654 27777
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
At Doxmate, operated by Brainox Tech, we respect the privacy and confidentiality of personal information and healthcare information processed through our platform.
Doxmate is a healthcare technology platform designed to help clinics, hospitals, doctors, and healthcare organizations manage their day-to-day administrative and operational activities.
Our currently available services may include:
This Privacy Policy explains how Doxmate collects, uses, stores, processes, protects, and discloses Personal Data when you use our website, applications, dashboards, integrations, WhatsApp services, or other currently available Doxmate services.
We follow these core principles:
“Doxmate”
“Doxmate”, “we”, “our”, or “us” means the Doxmate platform operated by Brainox Tech.
“Brainox Tech”
“Brainox Tech” means the registered business responsible for operating and providing the Doxmate platform.
“Platform”
“Platform” means the currently available Doxmate websites, web applications, dashboards, APIs, WhatsApp integrations, appointment systems, patient-management functionality, EMR functionality, billing, queue management, AI administrative features, review-management functionality, and supported third-party integrations.
“User”
“User” means an individual who accesses or uses Doxmate, including healthcare professionals, clinic administrators, reception staff, authorized employees, and other authorized users.
“Healthcare Organization”
“Healthcare Organization” means a clinic, hospital, doctor, medical practice, healthcare provider, diagnostic center, or other organization using Doxmate.
“Patient”
“Patient” means an individual whose information is entered, uploaded, transmitted, or otherwise processed through Doxmate by or on behalf of a Healthcare Organization.
“Personal Data”
“Personal Data” means information that identifies or can reasonably be associated with an individual.
“Healthcare Information”
“Healthcare Information” means information relating to a patient's health, medical history, treatment, consultation, prescription, clinical records, reports, or other healthcare-related information.
“Processing”
“Processing” includes collecting, recording, storing, organizing, retrieving, viewing, using, transmitting, modifying, sharing, deleting, or otherwise handling information.
“Third-Party Services”
“Third-Party Services” means external services integrated with or used by Doxmate, including Google services, Meta WhatsApp Cloud API, payment providers, cloud infrastructure providers, analytics services, and other service providers necessary to operate the Platform.
This Privacy Policy applies to Personal Data processed through currently available Doxmate services. It covers information processed through:
This Privacy Policy does not automatically apply to third-party services themselves. Those services operate under their own privacy policies and terms.
The type of information we collect depends on how you use Doxmate.
A. Account and Organization Information
When a Healthcare Organization creates or manages a Doxmate account, we may collect:
When Doxmate is used for appointment management or booking, we may process:
This information is used to facilitate appointment booking, scheduling, confirmations, reminders, follow-ups, reporting, and related operational workflows.
Healthcare organizations may use Doxmate to maintain patient profiles and administrative records. Depending on the organization's configuration, information may include:
The Healthcare Organization determines what patient information it enters into Doxmate and is responsible for ensuring that such collection and processing is lawful.
Where the EMR functionality is enabled, Doxmate may process healthcare information entered or uploaded by authorized Healthcare Organizations. This may include:
Doxmate provides technology for storing and managing this information but does not independently determine the medical purpose for which a Healthcare Organization collects patient information. The Healthcare Organization remains responsible for the accuracy, legality, retention, access, and clinical use of patient records.
Where prescription functionality is enabled, Doxmate may process:
Prescription information is processed to provide the requested healthcare-management functionality. Doxmate does not independently prescribe medication or replace the professional judgment of a qualified healthcare professional.
Doxmate may process information necessary to manage clinic billing and customer subscriptions. This may include:
Where payments are processed through third-party payment providers, those providers may collect payment information directly. Doxmate does not intentionally store complete debit-card or credit-card numbers, CVV codes, or equivalent sensitive payment credentials on its own systems unless expressly stated for a particular payment service. Payment providers process payment information under their own terms and privacy policies.
Where Queue Management is enabled, Doxmate may process:
This information is used to facilitate patient flow and administrative coordination.
Doxmate supports WhatsApp-based patient communication and appointment automation through the Meta WhatsApp Cloud API. Where enabled, Doxmate may process:
WhatsApp information is processed to provide the communication and automation features requested by the Healthcare Organization. Doxmate does not sell WhatsApp message content. WhatsApp communications may be processed through Meta's infrastructure. Meta may process information in accordance with its own terms and privacy policies. Healthcare Organizations are responsible for configuring their WhatsApp communication practices and obtaining any consent or authorization required by applicable law.
Depending on the features enabled, Doxmate may automatically send administrative communications such as:
Healthcare Organizations are responsible for ensuring that their automated communications comply with applicable laws, regulations, and Meta's WhatsApp Business policies.
Where the WhatsApp Inbox is enabled, authorized Healthcare Organization users may view and manage conversations between the organization and patients. Doxmate may process:
Access to conversations is controlled through the Healthcare Organization's account permissions.
Doxmate provides optional integrations with certain Google services. Currently supported Google services may include:
Google integrations are optional and require user authorization. Doxmate requests only the permissions reasonably necessary to provide the selected functionality.
If you choose to sign in using Google, Doxmate may receive:
Google Sign-In information is used to authenticate and manage your Doxmate account. Doxmate does not receive your Google account password through Google Sign-In.
Where a user connects Google Calendar, Doxmate may process information necessary to synchronize appointments. This may include:
Google Calendar information is used solely to provide the requested scheduling and synchronization functionality. Google Calendar data is not used for:
Users may disconnect Google Calendar or revoke Doxmate's permissions at any time.
Where Google Sheets integration is enabled, Doxmate may process information necessary to create, export, or update authorized operational reports. This may include:
Doxmate only accesses Google Sheets information necessary to provide the functionality authorized by the user. Google Sheets data is not used for advertising, unrelated profiling, or generalized AI model training.
Where Doxmate's supported Google Meet workflow is enabled through Google Calendar integration, Doxmate may process information necessary to generate or associate a meeting link with an appointment. This may include:
Doxmate provides the integration functionality but does not control Google's operation of Google Meet. Google processes information according to its own terms and privacy policies.
Doxmate's use of information obtained through Google APIs is intended to comply with the Google API Services User Data Policy, including its Limited Use requirements. Google user data is used only to provide the functionality requested by the user.
Doxmate does not sell Google user data. Doxmate does not use Google API data for advertising or personalized marketing. Doxmate does not use Google API data to develop, improve, or train generalized artificial intelligence or machine learning models. Google permissions can be reviewed or revoked through the user's Google Account settings.
Doxmate currently provides AI-powered functionality for administrative and operational workflows. Depending on the features enabled, AI may assist with:
AI processing may involve information already provided to Doxmate by the Healthcare Organization or patient.
Doxmate processes information required to provide the requested AI functionality. Healthcare and patient information is not used by Doxmate to independently make medical decisions. Where AI is used to generate administrative summaries or responses, the output is generated from information available to the relevant Doxmate workflow.
Doxmate does not represent AI-generated information as a substitute for professional healthcare judgment. Healthcare professionals remain responsible for reviewing information and making clinical decisions.
Doxmate may process healthcare information through administrative AI functionality when a Healthcare Organization enables such functionality. However:
The Healthcare Organization remains responsible for determining whether and how AI-generated information should be used.
Google API data obtained through Google Calendar, Google Sheets, Google Sign-In, or supported Google integrations is not used by Doxmate to train generalized artificial intelligence or machine learning models. Where Google information is processed by an AI-powered feature, such processing is limited to providing the specific functionality requested by the authorized user.
Where Google Review-related functionality is enabled, Doxmate may process information necessary to:
Where an organization enables automated review responses, the organization remains responsible for reviewing its configuration and ensuring that its communication practices comply with applicable laws and platform policies. Doxmate does not sell review information. Google processes Google Business Profile and review-related information under Google's own policies.
When you use Doxmate, we may automatically collect technical information such as:
This information may be used to:
Doxmate may use cookies, local storage, session technologies, and similar technologies for purposes including:
Third-party services integrated with Doxmate may also use their own cookies or similar technologies. Where required by applicable law, Doxmate will obtain consent for non-essential cookies. You may control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Platform.
Doxmate may collect information about how users interact with the Platform, including:
This information may be used to maintain, secure, troubleshoot, and improve Doxmate. Where possible, analytics may be aggregated or de-identified.
When you contact Doxmate, we may collect:
This information is used to investigate issues, provide support, maintain service quality, and improve the Platform.
Depending on the context, Doxmate may use Personal Data to:
We do not use Personal Data for purposes unrelated to the services provided unless permitted by law or authorized by the relevant party.
Healthcare Organizations generally determine:
Accordingly, Healthcare Organizations generally act as the Data Controller or Data Fiduciary, as applicable under relevant law, for patient information processed through Doxmate.
When Doxmate processes patient information on behalf of a Healthcare Organization, Doxmate generally acts as a Data Processor, service provider, or equivalent entity under applicable law. Doxmate processes such information:
Doxmate does not determine the medical purpose for which the Healthcare Organization collects patient information.
Patients should generally direct requests concerning their medical records, appointments, prescriptions, clinical information, or other patient information to the Healthcare Organization responsible for their care.
Depending on applicable law, patients may have rights including:
Doxmate will provide reasonable assistance to Healthcare Organizations where required by applicable law or contractual obligations.
Where consent is required by applicable law, Doxmate or the relevant Healthcare Organization will obtain consent before collecting or processing Personal Data. Consent should be:
Where processing is permitted on another lawful basis, separate consent may not be required. Healthcare Organizations remain responsible for obtaining patient consent where they determine that consent is legally required.
Doxmate may process information relating to minors when such information is provided by or on behalf of a Healthcare Organization for legitimate healthcare or administrative purposes. Healthcare Organizations are responsible for:
Doxmate applies appropriate security measures to information relating to minors. Doxmate's AI administrative features do not independently diagnose, prescribe, or make clinical decisions regarding minors.
Doxmate does not sell Personal Data or patient medical records. Information may be shared or made accessible only where reasonably necessary:
With the Healthcare Organization
Patient information may be accessed by authorized users designated by the Healthcare Organization.
With Service Providers
Doxmate may use trusted service providers for:
These providers are permitted to process information only as necessary to provide their services.
With Integrated Services
Information may be transmitted to services that the user or Healthcare Organization has intentionally connected, such as:
For Legal Requirements
Information may be disclosed where required by:
To Protect Rights and Security
Information may be disclosed where reasonably necessary to:
Doxmate relies on selected third-party providers to operate its services. Depending on the functionality used, third parties may include providers for:
Third-party providers may process Personal Data only to the extent necessary to provide their services or comply with applicable law. Third-party services operate under their own terms and privacy policies.
Doxmate implements reasonable administrative, technical, and organizational safeguards designed to protect Personal Data and healthcare information. These measures may include:
No electronic system can guarantee absolute security. Users and Healthcare Organizations are also responsible for protecting their credentials, devices, accounts, and authorized access.
Doxmate retains information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:
For patient information processed on behalf of a Healthcare Organization, retention is generally determined by the Healthcare Organization and applicable legal requirements. When information is no longer required, Doxmate may delete, anonymize, or securely dispose of it, subject to legal, contractual, backup, and security requirements.
When a Doxmate account is closed:
Doxmate may maintain backups to support:
Backup copies are protected using reasonable security controls. Backups may continue to exist for a limited period after information is removed from active systems. Backups are not routinely accessed except when necessary for legitimate operational, security, legal, or recovery purposes.
Where appropriate, Doxmate may create aggregated or anonymized information that no longer reasonably identifies an individual. Such information may be used for purposes including:
We do not intentionally use anonymization to circumvent applicable privacy rights.
Doxmate is a cloud-based platform and certain information may be processed or stored through service providers or infrastructure located in jurisdictions other than the location where the information was originally collected. International processing may be necessary for:
Where international transfers are subject to legal requirements, Doxmate will take reasonable measures to comply with applicable requirements.
WhatsApp communications may pass through Meta's infrastructure. Meta may process WhatsApp-related information according to Meta's applicable terms, policies, and infrastructure. Doxmate does not control Meta's independent processing of information. Healthcare Organizations should ensure that their use of WhatsApp through Doxmate complies with applicable privacy requirements and Meta's WhatsApp Business policies.
Doxmate maintains processes designed to detect, investigate, contain, and respond to security incidents. Where Doxmate becomes aware of a confirmed breach affecting information processed on behalf of a Healthcare Organization, Doxmate will notify the relevant organization without undue delay or within the timeframe required by applicable law or contractual agreement.
Depending on the circumstances, Doxmate may:
Healthcare Organizations remain responsible for determining whether patient or regulatory notification is required under applicable law when they act as the Data Controller/Data Fiduciary.
Users should:
If you believe your Doxmate account has been compromised, contact us immediately.
If you are located in the European Economic Area, United Kingdom, or another jurisdiction where GDPR or equivalent laws apply, you may have additional rights. Depending on applicable law, these may include:
Where Doxmate acts as a Data Processor for a Healthcare Organization, requests concerning patient information should generally be directed to the relevant Healthcare Organization. Doxmate will provide reasonable assistance where required by applicable law.
Doxmate is committed to complying with applicable Indian privacy and data-protection requirements, including the Digital Personal Data Protection Act, 2023, to the extent applicable to our processing activities. Doxmate may update its privacy practices as applicable rules, regulations, notifications, and regulatory guidance develop. Nothing in this Privacy Policy limits any mandatory rights provided to individuals under applicable law.
Doxmate provides technology that allows Healthcare Organizations and authorized users to create and manage information. Healthcare Organizations are responsible for ensuring that information entered into the Platform is accurate and appropriately maintained. Doxmate may provide tools that assist with data organization, summaries, reminders, and automation, but users remain responsible for reviewing information where appropriate.
Healthcare information is treated as confidential information. Doxmate restricts access based on legitimate operational requirements and uses reasonable security measures to protect healthcare information. Healthcare Organizations remain responsible for determining who within their organization should have access to patient information.
Doxmate may update this Privacy Policy from time to time to reflect:
When we make material changes, we may update the “Last Updated” date and provide additional notice where required by applicable law. We recommend reviewing this Privacy Policy periodically.
If you have questions about this Privacy Policy, Personal Data, healthcare information, privacy requests, security concerns, or data processing practices, please contact us.
Brainox Tech – Doxmate
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Website: www.doxmate.in
Phone: +91 76654 27777
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
For patient-record requests, we generally recommend contacting the Healthcare Organization responsible for the relevant patient relationship first.
By accessing or using Doxmate, you acknowledge that you have had the opportunity to review this Privacy Policy and understand how Personal Data may be processed in connection with the Doxmate Platform. Where applicable, use of specific features may also be subject to additional terms, notices, consent requirements, or agreements.
© 2026 Brainox Tech. All rights reserved.
Version 2.0 · Effective Date: 23 August 2026 · Last Updated: 23 August 2026
This Data Protection Agreement (“DPA”) forms part of the agreement between Brainox Tech, operating the Doxmate platform (“Doxmate”, “Processor”, “we”, “us”, or “our”) and the clinic, hospital, healthcare organization, diagnostic centre, or other authorized organization using Doxmate (“Controller”, “Customer”, “you”, or “your”).
This DPA governs the processing of Personal Data by Doxmate on behalf of the Controller in connection with the Doxmate Platform and is intended to establish the respective responsibilities of the parties regarding the protection of Personal Data.
This DPA applies to the extent required by applicable data protection, privacy, cybersecurity, healthcare, and electronic communications laws.
“Controller”
Means the clinic, hospital, healthcare organization, diagnostic centre, or other entity that determines the purposes and means of processing Personal Data. For patient and healthcare information, the Healthcare Organization will generally act as the Controller/Data Fiduciary.
“Processor”
Means Brainox Tech, the operator of Doxmate, when processing Personal Data on behalf of the Controller.
“Data Subject”
Means an identified or identifiable individual whose Personal Data is processed through the Services, including patients, doctors, staff, administrators, or other individuals.
“Personal Data”
Means information relating to an identified or identifiable individual, as defined under applicable data protection law.
“Health Data”
Means information relating to an individual's physical or mental health, medical history, diagnoses, prescriptions, laboratory reports, treatment information, allergies, clinical notes, vital signs, or other healthcare information processed through Doxmate's healthcare-management functionality.
“Processing”
Means any operation performed on Personal Data, including collection, recording, organization, storage, retrieval, consultation, use, transmission, disclosure, modification, deletion, restriction, or destruction.
“Services”
Means the currently available Doxmate Platform and its enabled functionality, which may include appointment management, patient management, EMR, prescription management, billing and invoice management, queue and token management, WhatsApp-based communication, AI Agent functionality, patient communication automation, reminders and follow-ups, engagement and review-management functionality, Growth Agent functionality, Google Business Profile/review-related workflows, Google Sign-In, Google Calendar, Google Sheets, Google Meet-related workflows, and other integrations and administrative functionality made available by Doxmate. The specific Services available to a Controller depend on the features enabled for its account.
“Subprocessor”
Means a third party engaged by Doxmate to process Personal Data in connection with providing the Services.
“Applicable Laws”
Means privacy, data protection, healthcare, cybersecurity, consumer protection, electronic communications, and other laws applicable to the relevant processing activities, including the Digital Personal Data Protection Act, 2023 (India), where applicable, and the GDPR where applicable.
The Processor may process Personal Data on behalf of the Controller to provide, maintain, secure, and support the Services. Depending on the Services enabled, processing may include:
Doxmate will not process Personal Data for purposes unrelated to the Services except where required by law or otherwise permitted under an applicable agreement.
Depending on the Services used, Doxmate may process Personal Data relating to:
Depending on the Services enabled, the Processor may process the following categories of Personal Data.
4.1 Patient and Appointment Data
4.2 Healthcare and EMR Data
Where the Controller uses Doxmate's EMR or healthcare-management functionality, Doxmate may process:
The Controller remains responsible for determining the lawful basis, purpose, accuracy, and retention requirements applicable to such healthcare information.
4.3 Account and Staff Data
4.4 Billing and Payment Information
Depending on the Services used:
Payment card or financial information may be processed directly by applicable payment providers where applicable.
4.5 WhatsApp and Communication Data
Where WhatsApp Services are enabled:
4.6 Queue and Operational Data
4.7 AI-Processed Information
Where AI functionality is enabled, Doxmate may process:
AI processing is subject to Doxmate's applicable privacy, security, and ethical AI policies.
4.8 Technical and Usage Data
The Controller acknowledges that certain Doxmate Services may process Health Data. Where Doxmate processes Health Data on behalf of the Controller:
Doxmate does not independently determine a patient's medical treatment, diagnosis, or clinical care.
Doxmate shall process Personal Data:
If Doxmate is required by law to process Personal Data beyond the Controller's instructions, Doxmate will, where legally permitted, inform the Controller of that requirement. Doxmate may process information in aggregated or anonymized form for legitimate purposes where such information no longer identifies an individual.
The Controller is responsible for:
The Controller must not use the Services for unlawful processing or in a manner that violates applicable laws or third-party platform policies.
Doxmate shall:
8.1 Process Data Appropriately
Process Personal Data only for purposes connected with the Services, the Controller's instructions, or applicable legal requirements.
8.2 Maintain Confidentiality
Ensure that personnel authorized to process Personal Data are subject to appropriate confidentiality obligations.
8.3 Implement Security Measures
Maintain reasonable technical and organizational measures designed to protect Personal Data against unauthorized access, unauthorized disclosure, accidental loss, destruction, alteration, or unauthorized processing. Security measures may include:
8.4 Assist the Controller
Where reasonably required, Doxmate will assist the Controller with:
Such assistance may be subject to reasonable technical limitations and costs where permitted by law.
Doxmate shall take reasonable measures to ensure that personnel and contractors with access to Personal Data are authorized to access such information, receive appropriate confidentiality obligations, and access information only when necessary for their responsibilities. Confidentiality obligations continue after the individual's employment, engagement, or access to the Services ends.
Doxmate maintains security practices described in its Data Protection & Security Policy. Depending on the relevant Service, these may include:
No online service can guarantee absolute security. Doxmate will maintain reasonable safeguards appropriate to the nature and risks of the processing.
Where the Controller is legally responsible for responding to a Data Subject request, Doxmate will provide reasonable assistance where technically applicable. This may include assistance with:
Doxmate may require the Controller to verify the identity and authority of the requesting Data Subject. Doxmate will not independently disclose patient information to a requester where the Controller's authorization or applicable legal requirements are necessary.
If Doxmate becomes aware of a confirmed Personal Data breach affecting Personal Data processed on behalf of the Controller, Doxmate will notify the Controller without undue delay, subject to applicable law. Where reasonably available, the notification may include:
Doxmate will provide reasonable cooperation to assist the Controller with applicable breach-response obligations. The Controller remains responsible for regulatory or Data Subject notifications where required by applicable law, unless the law places such responsibility directly on Doxmate.
Doxmate may use third-party Subprocessors to provide infrastructure, communications, integrations, payment functionality, analytics, security, or other Platform capabilities. Depending on the Services used, categories of Subprocessors may include:
Cloud Infrastructure
Messaging
Google Services
Payment Services
Payment processors used by Doxmate where applicable.
Security, Monitoring and Infrastructure Services
Third-party providers used for hosting, monitoring, security, logging, communications, or infrastructure operations where applicable.
Doxmate may update its Subprocessors as its Platform and infrastructure evolve. Where applicable law requires notice or approval of material Subprocessor changes, Doxmate will provide such notice or obtain such approval in accordance with the applicable requirements.
Doxmate will require relevant Subprocessors to implement appropriate confidentiality and security measures appropriate to the services they provide. Subprocessors may process Personal Data only to the extent necessary to provide the relevant services, comply with applicable law, or perform their contractual obligations. Doxmate remains responsible for managing its Subprocessors in accordance with applicable legal requirements.
Where the Controller or authorized user connects Google Services, Google User Data may be processed in accordance with the permissions granted through Google OAuth. Supported Google integrations may include Google Sign-In, Google Calendar, and Google Sheets. Google data will be accessed only to provide the functionality authorized by the user.
Doxmate does not sell Google User Data and does not use Google User Data for advertising or personalized marketing. Google User Data obtained through Google APIs is not used to develop, improve, or train generalized AI or machine-learning models. Doxmate's use of Google User Data is subject to the Google API Services User Data Policy, including applicable Limited Use requirements.
Where the Controller enables WhatsApp Services:
Doxmate cannot control information independently retained by Meta or by a Data Subject's WhatsApp device.
Personal Data may be processed or stored in jurisdictions outside the Controller's country depending on the infrastructure, Subprocessors, and Services used. Where applicable law restricts international transfers, Doxmate will implement appropriate safeguards required by that law. Depending on the jurisdiction, safeguards may include:
The parties acknowledge that cloud-based services and third-party integrations may involve international processing.
Personal Data will be retained for as long as reasonably necessary to:
For healthcare records, the Controller generally determines appropriate retention periods subject to applicable healthcare and data-protection requirements. Doxmate may retain certain technical, security, billing, or legal records after account termination where required or permitted by law.
Upon termination of the Services or a valid written deletion request, Doxmate will delete or return Personal Data in accordance with the applicable agreement and Doxmate's Data Deletion Policy, subject to legal retention requirements. Where technically and legally applicable:
Doxmate may anonymize information where appropriate instead of deleting it.
Where required by applicable law or contractual agreement, Doxmate may provide reasonable information necessary to demonstrate compliance with its data-protection obligations. This may include:
Any formal audit must:
Additional audit requirements may be subject to reasonable costs and contractual arrangements.
Where reasonably necessary and required by applicable law, Doxmate will provide reasonable assistance to the Controller with information relevant to a Data Protection Impact Assessment (DPIA). The Controller remains responsible for conducting its own DPIA where legally required.
Doxmate may disclose Personal Data where required by:
Where legally permitted, Doxmate may notify the Controller of such requests. Doxmate may challenge or limit an unlawful or overbroad request where reasonably appropriate.
Each party remains responsible for its own obligations under applicable law. The Controller remains responsible for:
Doxmate remains responsible for its obligations regarding processing and safeguarding Personal Data under its control and applicable contractual obligations. Any limitation of liability or indemnification obligations will be governed by the applicable primary agreement between the parties.
This DPA remains effective for as long as Doxmate processes Personal Data on behalf of the Controller. Upon termination:
If there is a conflict between this DPA and another agreement between the parties regarding the processing of Personal Data, the parties will interpret the documents to give effect to applicable data-protection requirements. Where the primary agreement contains specific data-protection terms that expressly override this DPA, those terms will apply to the extent legally permitted.
This DPA will be governed by the governing-law provisions of the primary service agreement between the parties. Where no separate governing-law provision exists, the laws applicable to the contractual relationship between Brainox Tech and the Controller will apply, subject to mandatory data-protection requirements applicable to the processing.
Doxmate may update this DPA where reasonably necessary to reflect:
Where a change materially affects the Controller's obligations or rights and applicable law requires notice, Doxmate will provide appropriate notice. The latest version will be published on the Doxmate website where applicable.
For data protection, privacy, security, or DPA-related matters:
Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Data Protection & Privacy: hello@doxmate.in
Security: hello@doxmate.in
Support: hello@doxmate.in
Phone: +91 76654 27777
Website: https://www.doxmate.in
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
© 2026 Brainox Tech. All rights reserved.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
Doxmate is a healthcare technology platform operated by Brainox Tech. We prioritize the confidentiality, integrity, and availability of patient, clinic, healthcare, and organizational information processed through our Platform.
This Data Protection & Security Policy describes the security practices and safeguards Doxmate uses to protect information entrusted to us. This policy applies to the currently available Doxmate services, including the Doxmate website, admin dashboard, account systems, appointment management, patient management, EMR, prescription management, billing, queue management, WhatsApp Cloud API workflows, WhatsApp Inbox, AI-powered administrative features, supported Google integrations, Google Review functionality, and associated backend systems.
This policy applies to information processed through Doxmate, including:
This policy covers:
Doxmate may process different categories of information depending on the services enabled by a Healthcare Organization.
A. Account and Organizational Data
Examples include:
B. Patient and Administrative Data
Examples include:
C. Healthcare Information
Where the Healthcare Organization uses Doxmate's EMR, prescription, or patient-management functionality, Doxmate may process healthcare information including:
Doxmate treats healthcare information as confidential and applies appropriate security controls based on the nature of the information.
D. Technical and Security Data
Doxmate may also process:
Doxmate's security program is based on the following principles:
A. Encryption
Doxmate uses encryption and secure communication technologies to protect information.
In Transit
Communication between supported clients, Doxmate systems, APIs, and third-party services is protected using secure transport protocols such as HTTPS/TLS where applicable.
At Rest
Doxmate uses encryption mechanisms appropriate to the underlying infrastructure and storage systems for protecting stored information and backups. Where third-party infrastructure is used, applicable provider security controls also apply.
Credentials
Passwords and authentication credentials are protected using appropriate security mechanisms. Doxmate does not intentionally store passwords in plain text.
Doxmate uses cloud infrastructure and technology providers to operate its Platform. Where AWS infrastructure is used, applicable security capabilities may include:
Cloud infrastructure providers maintain their own security certifications and compliance programs. Doxmate's use of a cloud provider does not transfer responsibility for Doxmate's own application-level security obligations.
Doxmate uses access-control measures designed to restrict access to Personal Data and healthcare information. Depending on the system and account configuration, controls may include:
Healthcare Organizations are responsible for assigning appropriate permissions to their employees and authorized users.
Access to production systems and sensitive information is restricted to authorized personnel who require such access for legitimate business or technical purposes. Where appropriate:
Doxmate personnel are expected to maintain confidentiality of information accessed through their work.
Doxmate uses reasonable technical controls to protect its applications and infrastructure. Depending on the relevant system, these may include:
Security controls may be updated as the Platform evolves.
Doxmate provides and uses APIs for platform functionality and integrations. API security measures may include:
API credentials should not be publicly shared or stored in insecure locations.
Doxmate uses the Meta WhatsApp Cloud API for supported WhatsApp-based communication and automation. Doxmate applies reasonable safeguards to information processed through its WhatsApp integration. These may include:
WhatsApp and Meta operate their own infrastructure and security controls. Doxmate cannot control Meta's independent processing, storage, retention, or security practices. Healthcare Organizations are responsible for using WhatsApp in accordance with applicable privacy requirements and Meta's applicable WhatsApp Business policies.
Doxmate supports certain Google integrations, including supported Google Sign-In, Google Calendar, Google Sheets, and Google Meet-related workflows. When these integrations are enabled:
Google independently operates its infrastructure and security controls.
Doxmate currently provides AI-powered administrative functionality. Depending on the enabled feature, AI may process information such as:
Doxmate applies reasonable access and security controls to information processed by its AI-enabled workflows. AI-generated information is not automatically treated as a verified medical decision. Where healthcare information is processed through an AI-assisted workflow, appropriate authorized users remain responsible for reviewing information before relying on it for clinical or operational purposes where appropriate.
Doxmate may process healthcare information through currently available administrative workflows where enabled by the Healthcare Organization. Doxmate's AI functionality does not replace professional medical judgment. Doxmate does not represent administrative AI outputs as:
Healthcare Organizations remain responsible for determining appropriate use of AI-generated information.
Doxmate retains information only for as long as reasonably necessary for:
Healthcare Organizations generally determine retention requirements for patient healthcare information processed on their behalf, subject to applicable law. Data deletion requests are handled according to Doxmate's Data Deletion Policy. Backups may continue to contain information for a limited period after deletion from active systems until the applicable backup-retention cycle is completed.
Doxmate may maintain backups to support:
Backups are protected using reasonable technical and organizational safeguards. Backup information may not be immediately deleted when information is removed from active systems. Backup copies are generally subject to scheduled retention and deletion procedures.
Doxmate maintains organizational measures designed to protect confidential information. Depending on the circumstances, these may include:
Personnel are granted access to information only where reasonably required for their responsibilities.
Doxmate may maintain logs and monitoring systems for:
Security logs may be retained for a reasonable period to support:
Doxmate may periodically review its applications and infrastructure for security risks. Depending on the system, security practices may include:
Security practices may evolve as new threats and vulnerabilities emerge.
Doxmate maintains procedures for responding to suspected or confirmed security incidents. Depending on the incident, response activities may include:
Where a confirmed incident affects information processed on behalf of a Healthcare Organization, Doxmate will notify the relevant organization as required by applicable law or contractual obligations. Where applicable law imposes a specific notification deadline, Doxmate will follow the legally applicable requirements.
Healthcare Organizations and users also have an important role in protecting information. Users should:
Healthcare Organizations are responsible for determining the lawful basis for collecting and processing patient information and for maintaining appropriate patient-data practices.
Doxmate may rely on third-party providers necessary to operate its currently available services. Depending on the functionality used, these may include:
Third-party providers may process information only to the extent reasonably necessary to provide their services or comply with applicable legal requirements. Third-party providers maintain their own privacy and security policies. Doxmate may update its third-party service providers as its infrastructure and services evolve.
For questions regarding current subprocessors or data-processing arrangements, contact hello@doxmate.in.
Doxmate is a cloud-based service. Depending on the infrastructure, integrations, and service providers used, information may be processed or stored in jurisdictions outside the country where the information was originally collected. Where cross-border processing is subject to applicable legal requirements, Doxmate will take reasonable measures required under applicable law. Such measures may include appropriate contractual, technical, or organizational safeguards.
Doxmate seeks to maintain security practices consistent with applicable legal and industry requirements. Depending on the relevant service and jurisdiction, our security and privacy practices may take into consideration:
References to security frameworks or regulatory requirements do not mean that Doxmate represents itself as formally certified under a particular standard unless expressly stated. Doxmate does not claim to be HIPAA compliant or ISO 27001 certified unless such certification is separately obtained and expressly communicated.
Healthcare information requires appropriate safeguards because unauthorized disclosure or alteration may create significant risks. Doxmate therefore applies reasonable security controls to protect healthcare information processed through its currently available services. However, no internet-based service, cloud infrastructure, or electronic transmission method can guarantee absolute security. Doxmate cannot guarantee that information will never be subject to unauthorized access, loss, alteration, or disclosure despite reasonable safeguards.
For questions or requests concerning:
please contact Doxmate using the information below. Where Doxmate processes patient information on behalf of a clinic or hospital, the relevant Healthcare Organization may need to participate in the request process.
Doxmate may update this Data Protection & Security Policy to reflect:
The latest version will be published on the Doxmate website with the revised “Last Updated” date.
For privacy, data protection, security, or information-security inquiries:
Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Phone: +91 76654 27777
Website: https://www.doxmate.in
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
For security or data-protection matters, please use hello@doxmate.in.
© 2026 Brainox Tech. All rights reserved.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
At Doxmate, operated by Brainox Tech, we respect privacy, healthcare confidentiality, and the rights of individuals and organizations regarding their Personal Data.
This Data Deletion Policy explains how clinics, hospitals, administrators, staff members, and patients can request deletion of Personal Data processed through Doxmate.
Doxmate provides healthcare technology and administrative software. Depending on the service being used, Doxmate may process appointment information, patient information, healthcare records, billing information, WhatsApp communications, queue information, and other information entered or generated through the Platform.
For patient information processed on behalf of a clinic or hospital, the clinic or hospital generally acts as the Data Controller/Data Fiduciary, while Doxmate generally acts as a Data Processor/service provider.
This policy applies to deletion requests from:
Depending on the circumstances and applicable legal requirements, Doxmate may process and delete the following categories of information.
A. Account and Clinic Data
B. Patient and Appointment Data
Depending on the Doxmate services used by the Healthcare Organization:
C. Healthcare and EMR Data
Where the Healthcare Organization uses Doxmate's EMR and patient-management functionality, Doxmate may process information such as:
For patient healthcare records maintained on behalf of a clinic or hospital, deletion generally requires authorization from the relevant Healthcare Organization because that organization determines the purpose, retention requirements, and legal basis for maintaining the records.
D. Billing Data
Depending on the services used:
Certain financial or tax records may need to be retained for legally required periods and therefore may not be immediately deletable.
E. WhatsApp Data
Where Doxmate's WhatsApp services are used, information may include:
F. Google Integration Data
Where a user has connected supported Google services, Doxmate may process information associated with:
Deletion of data associated with a connected Google service may also require the user to disconnect or revoke the relevant Google authorization.
G. System and Usage Information
Doxmate may process:
Certain security and technical logs may be retained where reasonably necessary for security, fraud prevention, troubleshooting, legal compliance, or dispute resolution.
Doxmate does not independently determine whether a patient's healthcare record should be deleted. For patient information processed on behalf of a clinic or hospital:
Accordingly, a patient requesting deletion of medical records should generally contact the clinic, hospital, doctor, or healthcare organization responsible for their care. Where Doxmate is legally required to assist with such a request, we will provide reasonable assistance.
Depending on the type of information and the requester, Doxmate may:
Deletion may not always mean immediate physical removal from every backup or third-party system.
Send your request to: hello@doxmate.in
Subject: Data Deletion Request
Please provide:
For clinic or hospital requests involving patient information, the requester must demonstrate that they are authorized to make the request.
To protect Personal Data from unauthorized deletion, Doxmate may verify deletion requests. Verification may include:
Doxmate may refuse or delay a request where identity or authorization cannot be adequately verified.
After receiving a valid and sufficiently verified request:
Complex requests, requests involving multiple systems, third-party services, legal obligations, or Healthcare Organization authorization may require additional time. Where an extension is necessary, Doxmate will provide appropriate notice where required by applicable law.
For WhatsApp-related information processed through Doxmate:
Where applicable, Doxmate may also revoke WhatsApp-related credentials, tokens, or connections when a clinic terminates its Doxmate account.
When a user disconnects a supported Google integration:
Revoking Google authorization does not necessarily delete information previously entered into Doxmate.
Authorized clinic administrators may request:
For requests involving patient healthcare information, Doxmate may require confirmation from the clinic owner or another authorized representative.
When a clinic or hospital permanently terminates its Doxmate account, the organization may request deletion of its Doxmate data. Subject to applicable legal and contractual requirements, the offboarding process may include:
Certain information may be retained where required for legal, financial, security, fraud-prevention, dispute-resolution, or regulatory purposes.
Doxmate may retain certain information when deletion is not legally or technically appropriate, including:
Retained information will be limited to what is reasonably necessary for the applicable purpose.
A deletion request applies to information under Doxmate's control. Doxmate cannot directly delete information independently controlled by third parties, including:
Where appropriate, users may need to submit separate deletion requests directly to those third parties.
Where deletion is not required or where appropriate for legitimate operational purposes, Doxmate may anonymize information so that it can no longer reasonably be associated with an identifiable individual. Properly anonymized information may be retained and used for legitimate purposes such as:
Doxmate may refuse, restrict, or delay deletion where retaining information is necessary to:
Where deletion is restricted, Doxmate will retain only the information reasonably necessary for the applicable purpose.
Depending on your location and applicable law, you may have rights including:
Where Doxmate processes information on behalf of a clinic or hospital, some requests may need to be directed to that Healthcare Organization.
Doxmate is committed to complying with applicable Indian privacy and data-protection requirements, including the Digital Personal Data Protection Act, 2023, to the extent applicable to our processing activities. Data deletion requests will be handled in accordance with applicable law, contractual obligations, and the role of Doxmate and the relevant Healthcare Organization in processing the information.
Doxmate applies reasonable security measures during the deletion process to prevent unauthorized access, alteration, or disclosure. Deletion may include:
Doxmate may update this Data Deletion Policy when:
The latest version will be published on the Doxmate website.
For data deletion requests, privacy questions, or concerns:
Doxmate
Operated by: Brainox Tech
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Phone: +91 76654 27777
Website: www.doxmate.in
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
Subject for deletion requests: Data Deletion Request
For patient healthcare-record deletion requests, we recommend contacting the relevant clinic, hospital, or healthcare professional first, as they generally determine the retention and deletion requirements for those records.
© 2026 Brainox Tech. All rights reserved.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
Doxmate is an AI-powered healthcare technology and clinic operations platform operated by Brainox Tech. Doxmate provides healthcare organizations with tools for appointment management, patient records, prescriptions, billing, queue management, patient communication, WhatsApp automation, AI-powered administrative workflows, patient engagement, and related healthcare-management functions.
Doxmate is a technology platform. It does not replace qualified healthcare professionals, clinical judgment, or emergency medical services.
This Medical Disclaimer explains the limitations and responsibilities associated with using Doxmate.
Doxmate provides software tools that may assist healthcare organizations with administrative and operational activities. Doxmate does not replace:
Healthcare professionals remain responsible for professional medical judgment, diagnosis, treatment, prescriptions, patient monitoring, and patient care.
Certain Doxmate features use Artificial Intelligence to support healthcare organizations and their administrative workflows. Depending on the feature enabled, AI may assist with:
AI-generated information may contain errors, omissions, or inaccuracies. Users should therefore:
AI-generated content is not automatically a substitute for professional medical judgment.
Unless a specific Doxmate feature is expressly documented and legally permitted for the applicable use case, Doxmate should not be relied upon to independently:
Any clinical information entered into or managed through Doxmate remains subject to review and responsibility of the relevant healthcare professional.
Depending on the features enabled by a Healthcare Organization, Doxmate may be used to manage healthcare-related information, including:
The healthcare organization and its authorized healthcare professionals are responsible for the accuracy, appropriateness, and lawful use of such information. Doxmate provides technology for storing, organizing, displaying, and managing information. The platform does not independently verify that healthcare information entered by users is medically accurate.
Clinics, hospitals, doctors, and other healthcare organizations using Doxmate remain responsible for:
Doxmate does not assume responsibility for the clinical decisions of healthcare professionals.
Patients using Doxmate's communication or booking functionality should understand that:
Patients should not delay seeking professional medical care because of an automated Doxmate response.
Doxmate is not an emergency medical service.
Doxmate may not be able to:
If you believe you or another person is experiencing a medical emergency, seek immediate assistance from the appropriate local emergency service or qualified healthcare professional. Do not rely on Doxmate, WhatsApp, an AI response, or an automated appointment workflow as an emergency-response system.
Doxmate may automate:
Automated systems may occasionally experience:
Healthcare organizations should maintain appropriate operational processes for situations where automated communication is unavailable.
Doxmate may use Meta WhatsApp Cloud API and other third-party services to provide communication and integration functionality. Message delivery may be affected by:
Doxmate does not guarantee that every WhatsApp message will be delivered immediately or successfully. Healthcare organizations should not rely on automated WhatsApp messaging as their only method of communicating critical medical information.
Doxmate does not guarantee:
The use of Doxmate does not create any guarantee regarding the outcome of a patient's healthcare.
Use of Doxmate's website, AI Agent, WhatsApp communication, appointment tools, or other software does not itself create a doctor-patient relationship between:
Any doctor-patient relationship exists between the patient and the relevant healthcare professional or healthcare organization, subject to applicable law.
Doxmate provides configurable tools that healthcare organizations can use according to their workflows. Healthcare organizations are responsible for configuring:
Doxmate is not responsible for incorrect information resulting from inaccurate or outdated configuration by the healthcare organization.
To the maximum extent permitted by applicable law, Brainox Tech and Doxmate are not responsible for medical decisions, treatment outcomes, or harm resulting from:
Nothing in this Disclaimer excludes liability that cannot legally be excluded or limited.
This Medical Disclaimer should be read together with Doxmate's:
These policies collectively govern use of the Doxmate platform.
Doxmate may update this Medical Disclaimer when necessary to reflect:
The latest version will be published with the applicable “Last Updated” date.
For questions regarding this Medical Disclaimer, healthcare-related platform functionality, AI use, privacy, or compliance:
Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Medical / Compliance Queries: hello@doxmate.in
Privacy & Data Protection: hello@doxmate.in
Support: hello@doxmate.in
Phone: +91 76654 27777
Website: https://www.doxmate.in
Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
© 2026 Brainox Tech. All rights reserved.
Effective Date: 23 August 2026 · Last Updated: 23 August 2026
This Refund & Cancellation Policy explains the cancellation, subscription, refund, trial, promotional-offer, and account-termination terms applicable to customers using Doxmate.
Doxmate is operated by Brainox Tech (“we”, “our”, “us”).
These terms apply to clinics, hospitals, healthcare organizations, healthcare professionals, and other customers using paid Doxmate services.
By purchasing or using a paid Doxmate service, you agree to this Refund & Cancellation Policy.
Doxmate may offer different types of plans, including:
The features, usage limits, pricing, billing period, and eligibility requirements may differ between plans.
The applicable price and plan conditions presented at the time of purchase will govern the relevant subscription.
Promotional offers may have separate terms, eligibility requirements, validity periods, or usage limits.
Where Doxmate provides a free plan:
A free plan does not automatically create any refund entitlement because no subscription fee has been paid for the free service.
Doxmate may provide free trials or promotional offers from time to time.
Unless otherwise stated:
If a trial or promotional period expires, the account may move to the applicable paid or free plan depending on the offer terms.
Customers may request cancellation at any time by contacting: hello@doxmate.in
Where subscription-management functionality is available, customers may also use the cancellation option provided within their Doxmate account.
Cancellation generally takes effect at the end of the current paid billing period.
Unless otherwise stated in the applicable plan:
For custom or enterprise agreements, cancellation terms may be governed by the applicable written agreement.
Monthly subscription payments are generally non-refundable once the subscription period has started.
This applies even if:
Customers may cancel their subscription to prevent future billing.
Annual subscription payments are generally non-refundable after the applicable subscription has commenced.
However, Doxmate may consider a refund request made shortly after the initial purchase where:
Approval of such a refund is subject to verification.
After the applicable refund window, annual subscription payments are generally non-refundable.
If a verified technical problem substantially prevents a customer from using a paid Doxmate service, the customer should first contact: hello@doxmate.in
Doxmate will investigate the reported issue.
Where:
Doxmate may, at its reasonable discretion, provide:
The remedy will depend on the nature, duration, and impact of the issue.
Doxmate may depend on third-party services, including:
A third-party outage, restriction, policy decision, API change, account suspension, or network failure does not automatically qualify for a refund.
Where a third-party issue materially affects Doxmate functionality, Doxmate may provide a reasonable service remedy at its discretion where appropriate.
Refunds will generally not be provided for:
Doxmate may use Meta's WhatsApp Cloud API for WhatsApp-based functionality.
Customers are responsible for complying with applicable Meta and WhatsApp policies.
No refund is automatically available where service limitations result from:
Doxmate cannot guarantee that Meta will approve, maintain, or continuously support a customer's WhatsApp Business Account.
Doxmate may suspend or terminate an account where reasonably necessary because of:
Where suspension or termination results from the customer's violation of applicable terms or policies, subscription fees already paid are generally non-refundable.
This does not limit any rights that cannot legally be excluded.
If you believe you have been charged:
contact: hello@doxmate.in as soon as reasonably possible.
After verification, Doxmate may correct the billing error or issue an appropriate refund.
To request a refund, cancellation-related review, or billing correction, email: hello@doxmate.in
Subject: Refund Request – [Clinic/Hospital Name]
Please provide:
Doxmate may request additional information to verify the request.
Refund requests are normally reviewed within 7–10 business days.
If a refund is approved:
Additional verification may be required for suspected fraudulent or unauthorized transactions.
Cancelling a subscription does not necessarily mean that all customer or patient data is immediately deleted.
Data will be handled according to the applicable:
Customers may submit a valid data-deletion or account-offboarding request through: hello@doxmate.in
Applicable legal, security, billing, or regulatory retention requirements may apply.
After cancellation or termination, customers may request account offboarding.
Depending on the applicable service and data-retention requirements:
Customers should request any required data export before account termination where export functionality is available.
Where applicable:
Enterprise, hospital, institutional, or custom customers may have separately negotiated:
Where a signed written agreement contains specific refund or cancellation terms, those terms will govern to the extent of any conflict with this Policy.
Doxmate may update this Refund & Cancellation Policy from time to time to reflect:
The latest version will be published with a revised “Last Updated” date.
For cancellation, refund, billing, or subscription-related questions:
Doxmate
Registered Business Name: Brainox Tech
Business Owner: Pratyaksh Gautam
Email: hello@doxmate.in
Billing & Refund Support: hello@doxmate.in
General Support: hello@doxmate.in
Phone: +91 76654 27777
Website: https://www.doxmate.in
Registered Business Address: A-43, New Mansarovar Colony, Chittor Road, Bundi, Rajasthan, India – 323001
© 2026 Brainox Tech. All rights reserved.