Privacy Policy
What we collect from visitors, clients and patients, why we collect it and what you can ask us to do about it, in plain language.
Who we are
Vocoworks is a small studio in Gurugram, India. We set up WhatsApp automation for businesses, mostly clinics, and we build websites and brand identities. In this policy, "we" means Vocoworks, and "you" means anyone who visits this site, writes to us or hires us.
Information reaches us in three ways: what visitors leave on this website, what clients share so we can do the work, and what patients write to a client's WhatsApp number. Each has its own section below, because each is handled differently.
What we collect on this website
If you use our contact form, we get your name, your business's name, your phone number and your city, plus whatever you choose to type in the note. Please keep anything sensitive out of it. The form doesn't send anything to a server. It opens WhatsApp with your details already typed in, and nothing reaches us until you press send.
If you accept cookies in the banner, we use Google Analytics to count visits and see which pages and campaign links bring people here. It records things like your approximate location, device, browser and the pages you open. If you say no, we set no analytics cookies. We don't run advertising cookies. To change your mind, clear this site's data in your browser and the banner will ask again.
Cloudflare hosts and protects this site. It handles every request and may log technical details such as your IP address.
What clients share with us
When you hire us, we collect what the job needs: your name and business details, your contact information, invoices and payment records, and the material for your project, such as your logo, photos, text and opening hours. For WhatsApp automation we also need access to your Meta Business account and your clinic's booking details.
Where a platform lets you add us as a user, please do that rather than sending a password. We use what you share to do the work you hired us for, and for nothing else.
Patient messages
When a clinic uses our assistant, patients message the clinic's own WhatsApp number. We handle those messages on the clinic's behalf. The clinic decides what happens to the data, and we follow its instructions.
The booking record holds a name, a phone number and an appointment date and time. We don't store medical records or diagnoses, and the assistant never asks for them. Patients do sometimes mention symptoms in a chat. The only thing we do with that is flag urgent messages so the clinic's staff see them quickly.
Clinic staff can read the conversation in the private staff console, so they can step in whenever a person is needed.
How we use information
To reply to you, to deliver and support the services you've paid for, to send invoices, to keep our systems secure and to understand how people use this site. We don't sell anyone's information, and we don't use patient details for our own marketing.
Who else sees it
A few services carry part of the load. Meta runs the WhatsApp Business Platform that delivers the messages. Google provides our email and spreadsheets, and the analytics described above. Cloudflare hosts this site. Banks and payment providers process what you pay us. Each has its own privacy policy.
Some of these companies handle data outside India, including in the United States. By using our services you accept that. We share information with the authorities only when the law requires it.
Showing our work
We may show finished websites and brand work in our portfolio and on social media, including the client's name and logo, unless the client tells us in writing that they'd rather we didn't. We never show patient information or private chats, and nothing that isn't already public.
How long we keep it
While a clinic or business is our client, we keep what we need so the website, diary and reminders keep working. When the work ends, we delete that data within 30 days, apart from invoices and accounting records, which we keep for as long as the law requires.
Contact-form details stay with us for as long as it takes to answer you, and a little longer in case you write back.
Your rights
India's Digital Personal Data Protection Act, 2023 lets you ask what we hold about you, have mistakes corrected and have your data deleted. Email contact@vocoworks.com and we'll reply within 30 days. Usually it's much quicker.
If you're a patient, asking your clinic is often faster, since the clinic decides what is kept. We'll help them respond. If you're in the US or Canada, you can make the same requests. We apply these rules to everyone, wherever you write from.
Security
The staff console is private and needs an email login. We keep client access details to what the work needs, and we stop using them when the project ends. No system is perfectly safe, so if we find out that your information was exposed, we'll tell the clinic or business and you without delay.
Changes to this policy
If we change this policy in a way that matters, we'll move the date at the top and tell our clients directly. The rest of how we work with clients is in our Terms & Conditions.
Questions or complaints
Write to us at the address below. If you're raising a complaint about how we've handled your data, put "Grievance" in the subject line and we'll treat it as a priority.
Vocoworks165P, Ambedkar Chowk, Sector 51
Gurgaon, Haryana 122003, India
contact@vocoworks.com