1. Who we are
MyCliniCore is practice software for veterinary and skin clinics. It is made by Kalivers Pvt Ltd, a company registered in India (“Kalivers”, “we”, “us”).
This policy covers the website at myclinicore.com and the app at app.myclinicore.com. It explains how we handle personal data under the Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023. Where a clinic or visitor is covered by the EU or UK General Data Protection Regulation, the rights in section 10 apply to them too.
2. Our data and clinic records
We hold two kinds of personal data, and our role differs between them.
Our own data
This is data about website visitors, people who contact us, the clinics that sign up, their staff who use the app, and billing. We decide what is collected and why. For this data we are the data fiduciary (the “controller” under the GDPR).
Clinic records
This is what a clinic enters or creates in MyCliniCore: patient and pet-owner details, animals, appointments, clinical notes, prescriptions, lab results, photos, invoices and messages. The clinic decides what to record and why. The clinic is the data fiduciary. We process these records only to run the service for that clinic and on its instructions (the “processor” under the GDPR).
If you are a patient or a pet owner, your clinic controls your records. Ask your clinic to see, correct or delete them. If you write to us instead, we will pass your request to the clinic and help it respond.
3. What we collect
When you visit the website
- Pages viewed, the page that referred you, device and browser type, and approximate location from your IP address. Google Analytics collects these (see section 12).
- Messages you send through the chat widget, which runs on Tawk.to.
When you contact us or book a demo
- What you type into the form: your name, email, phone number, clinic name, type of clinic, number of locations, current software and your message.
- If you run the free clinic audit and ask for your results, your email address and the figures you entered (patients per day, consultation fee, team size, how you work now).
When your clinic uses the app
- Account details: the name, email and role of each staff user, a vet's or doctor's qualification and registration number if entered, and the clinic's name, address, tax registration and settings.
- Sign-in and activity data: IP address, browser, time of sign-in, and a log of which user changed which record.
- Clinic records, as described in section 2.
- Voice recordings, if the clinic uses the AI scribe (see section 5).
When your clinic pays us
- Plan, billing period, invoices and payment status. Card, UPI and bank details are entered with Razorpay, our payment provider. We do not receive or store full card numbers.
4. How we use it
- To provide the app, keep it working and fix problems.
- To send the messages a clinic sets up, such as appointment and vaccination reminders on WhatsApp, and account emails.
- To bill clinics for their subscription and keep tax records.
- To answer enquiries, run demos and provide support.
- To keep accounts secure and investigate misuse.
- To understand how the website and app are used, so we can improve them. We use counts and patterns for this, not individual clinic records.
- To send product news to clinics and people who have enquired. You can opt out at any time by replying or writing to us.
- To meet legal obligations, such as tax, accounting and lawful requests.
We do not sell personal data. We do not use clinic records for advertising, and we do not use them to train AI models.
Our legal basis is your consent where we ask for it, performance of our contract with the clinic, compliance with law, and legitimate uses permitted by law (such as security and fraud prevention).
5. AI features
AI scribe
The scribe turns a recorded consultation into a draft note. The recording goes to AssemblyAI, which returns a transcript. We don't store the recording ourselves; AssemblyAI handles it under its own data-retention terms. The transcript goes to Anthropic or OpenAI, together with the patient details the note needs (such as name, species, age, weight, allergies and current medicines), and the draft note comes back. The transcript and the draft are saved with the clinic's records.
Clinical assistant
The veterinary clinical assistant sends the patient's clinical details (such as breed, weight, symptoms, notes, vitals and lab results) to Anthropic or OpenAI. It does not send the pet owner's contact details.
A clinic's own AI account
A clinic can connect its own Anthropic or OpenAI account. The data then goes to that account, under the clinic's own agreement with the provider.
Everything the AI produces is a draft. A clinician must review it before it becomes part of the record or informs treatment. The clinic is responsible for telling its clients that a consultation is being recorded, and for getting consent where the law requires it.
7. Where it is stored
The app and its database run on Render servers in Singapore. Some of the providers in section 6process data in other countries, including the United States. Indian law permits these transfers except to countries the government restricts.
If your clinic is in the EU, the UK or another country with rules on transfers abroad, write to us for a data processing agreement before you store patient or client records in MyCliniCore.
8. How long we keep it
Clinic records
The clinic decides how long to keep its records. Clinics often have legal duties to keep medical and financial records for several years. We keep a clinic's records while its account exists, including after a trial or subscription ends, so that the clinic can come back to them.
A clinic can ask us at any time for a copy of all its records, or to delete them. We do either within 30 days, keeping only what the law requires us to keep. Before we delete the records of an account that has been closed for a long time, we email the account holder at least 30 days in advance.
Our own data
- Enquiries and demo requests: up to 24 months after our last contact with you.
- Staff user accounts: for as long as the clinic's account is open.
- Billing and tax records: as long as Indian tax and company law requires, currently up to eight years.
9. How we protect it
- Connections to the website and the app are encrypted (HTTPS).
- Passwords are stored as salted hashes, never in readable form.
- Repeated failed sign-in attempts are blocked for a period.
- The app logs sign-ins, and changes to patient, client, prescription, invoice and user records, with the user, time and IP address.
- Kalivers staff can sign in to a clinic's account to give support or fix a problem. We do this only when it is needed for that purpose.
No system is perfectly secure. If a breach affects your personal data, we will tell the affected clinics and users without undue delay, and report it to the authorities as Indian law requires.
10. Your rights
For data we hold as data fiduciary, you can ask us to:
- tell you what personal data we hold about you and how we use it;
- correct, complete or update it;
- delete it, where we don't need to keep it by law;
- stop using it for purposes you consented to, such as product news;
- name someone to exercise these rights for you if you die or become unable to.
If the GDPR or UK GDPR applies to you, you can also ask us to restrict or stop certain uses, and to give you your data in a portable format. You can complain to your data protection authority.
Write to hello@myclinicore.com. We may need to confirm who you are before we act. We will reply within 30 days. For clinic records, see section 2: your clinic handles the request.
11. Children
The website and app are for clinics and their staff, not for children. Clinics may hold records about patients under 18. The clinic is responsible for getting a parent's or guardian's consent for those records where the law requires it.
13. Changes to this policy
When we change this policy we will post the new version here with a new effective date. If a change materially affects how we use your data, we will also email the account holders of affected clinics before it takes effect.
14. Contact and grievances
For privacy questions, requests and complaints, write to our Grievance Officer, Varsha, at hello@myclinicore.com. We acknowledge complaints promptly and resolve them within one month. If you are in India and are not satisfied with our answer, you can complain to the Data Protection Board of India.
Kalivers Pvt Ltd
CIN: U70200TN2025PTC187166
New No. 26, Old No. 10, Kalyani Kottivakkam, Kuppam Beach Rd, Valmiki Nagar, Thiruvalluvar Nagar, Thiruvanmiyur, Chennai, Tamil Nadu 600041, India
Email: hello@myclinicore.com
Phone: +91-6382413957
See also our Terms of Service and Refund Policy.