Privacy Policy

1. Scope, and the two kinds of data here

This policy explains how Xentovia Tech Pvt. Ltd. handles personal data in XentoScribe. Two categories are treated very differently and it is worth separating them at the outset.

• Account data — about you, the pathologist. We are the Data Fiduciary for this: your name, email, professional designation and registration number, and your usage of the service.
• Patient data — about the people whose specimens you report on. You are the Data Fiduciary for this; we are only a Data Processor acting on your instructions. See clause 3 of the Terms.

2. What patient data the service holds

Only what you enter or dictate. Specifically:

• Requisition details you type: patient name, age, sex, medical record (MRD) number, and referring doctor.
• The clinical content of the report: gross and microscopic descriptions, impressions, and any notes — whether typed or dictated.
• Audio you record for dictation, and its transcript.
• Images you attach, including photographs taken through a microscope.

3. Where it goes, and who else processes it

Your reports and images are stored on infrastructure we operate in India. Two categories of third party are involved, and only these:

• Google (Gemini API) — receives dictation audio and report text in order to transcribe and structure it. This is the core function of the product and cannot be switched off while using AI dictation. Google processes it as our sub-processor and does not use it to train its models under the paid API terms.
• Sentry — receives technical error reports. These are automatically scrubbed before transmission: request bodies are discarded entirely and any field resembling patient data is redacted. Patient data is not intentionally sent, and Session Replay (which would record the screen) is disabled.
• Our cloud storage provider — holds encrypted backups.

4. What we do not do

We do not sell personal data. We do not use patient data to train our own models. We do not disclose patient data to advertisers, insurers, or any party other than the sub-processors above, except where compelled by law — in which case, where legally permitted, we will tell you first.

5. How long it is kept

Reports and attachments are kept while your account is active, and deleted within 30 days of account closure on request.

Two exceptions, both legal obligations rather than choices: billing records are retained for 72 months under Section 36 of the CGST Act, 2017; and audit records of who signed or amended a report are retained for the same period, because a signed pathology report is a medico-legal document.

Backups are retained on a 14-day rolling window, so deleted data may persist in backups for up to 14 days after deletion.

6. Security

Access to reports is enforced at the database level, not only in application code: each user’s data is isolated by row-level security policies that the application cannot bypass. Traffic is encrypted in transit. Backups are encrypted at rest. Administrative access is restricted to named personnel and is logged.

No system is perfectly secure. In the event of a personal data breach we will notify the Data Protection Board of India and affected Data Fiduciaries as required by the DPDP Act.

7. Your rights

As a user, you may ask us to give you a copy of your account data, correct it, or delete it. Write to privacy@xentovia.ai and we will respond within 30 days.

If a patient asks you to exercise their rights over their data, you are the Data Fiduciary and the request is properly made to you. We will assist you in responding, including by deleting or exporting specific records on your instruction.

8. Grievance officer

Under Section 13 of the DPDP Act you may raise a grievance with our Grievance Officer at grievance@xentovia.ai. We will acknowledge within 7 days and respond substantively within 30 days. If you remain dissatisfied you may escalate to the Data Protection Board of India.

9. Children and changes

XentoScribe is a professional tool and is not offered to anyone under 18. Patient data may relate to children; you are responsible for the lawful basis on which you process it.

We will notify registered users by email of material changes to this policy at least 30 days in advance. Questions: privacy@xentovia.ai.