Privacy Policy

Last updated: October 28, 2026

Who we are

PhysioDesk is operated by Physiodesk, Sanala Road, 505 Indralok Apartment, Morbi Chitrakut Society, Morbi, Gujarat 363641, India. It has three parts: a public directory of physiotherapy clinics at physiodesk.in; clinic software for physiotherapists (patient records, appointments, billing and a patient portal) at physiodesk.org; and the PhysioDesk app for iPhone and Android, used by clinics and their patients.

Who is responsible for which information

Patient records belong to the clinic that keeps them. The clinic decides why they exist and what goes in them; PhysioDesk stores and processes them on the clinic's behalf, under the clinic's agreement with us. If you are a patient, your clinic is the first place to go with a question about your records. This policy explains what we do with them.

For everything else (a clinic's own account, the public directory, reviews, plan payments and visits to our websites), PhysioDesk decides how the information is used and is responsible for it.

Part 1: Patients, reviewers and visitors

Visiting the directory

We count visits to clinic pages and taps on their contact buttons, keeping only a hashed network address, so a clinic can see how its listing is doing. To show you clinics in your city first, our servers estimate your city from your network address, using IP geolocation data by DB-IP (db-ip.com, licensed CC BY 4.0); the address is not sent to anyone else and is not kept. If you use “near me” search, your browser asks before sharing your location, and it is used only for that search.

Reviews you write

If you submit a review of a clinic, we store the name you enter, your mobile number, your star rating, your review text, and a one-way hashed form of your network address used only to limit repeated submissions. Your review is published under the name you choose; your number is never shown on the site. We ask for it for two reasons: it keeps one person to one review of a clinic, and it lets the clinic check that a review came from someone it treated. The clinic can see your number for that purpose. It does not see the technical information above, and we do not ask for your email address.

The clinic decides which reviews appear on its public page and may hide one, with a reason recorded to us. Hiding does not change the clinic's star rating or review count: every review counts towards both. Only PhysioDesk can remove a review entirely, and we do so for abusive or unlawful content, or at the request of the person who wrote it. To have a review taken down, yours or one about you, use Report under the review, or the form at physiodesk.in/report.

Asking a clinic to call you

If you use “Ask for a call” on a clinic's page, we pass the name and mobile number you enter to that clinic, and keep a one-way hashed form of your network address only to limit repeated requests. The clinic sees them in its PhysioDesk account and uses them to call or message you about your request; from then on they are part of that clinic's records, kept as Part 1 describes for the records a clinic holds. We use them for nothing else, and no other clinic sees them.

Reporting content

A report of a review or an article keeps what you tell us about it, and the name and contact details you choose to give, so that we can look into it and tell you the decision. You do not need an account, and the clinic concerned never sees your contact details.

Contacting us

If you use the contact form on either website, we keep your name and phone number, and the email, clinic name, city and message you choose to add, so that we can answer you. The enquiry is emailed to our team, and if you left an email address you get a copy of your message. We may also use that address to write to you about PhysioDesk; every such email has an unsubscribe link, and you can ask us to stop at any time.

If you write to PhysioDesk on WhatsApp, we keep the conversation, including any photos or files you send, so that we can answer you and look back at what was said. Only the PhysioDesk team can read it.

Your records at a clinic

A clinic that uses PhysioDesk enters your records: your name, phone, age, address, the condition being treated, assessments, treatment notes, sessions, outcome measures, exercises, bills and signed consents. For a child, it also records the parent or guardian who signed. Through the patient portal and the app you see what your clinic chooses to share with you. If your clinic has more than one branch, your record is shared across its branches: it is one record, held by the clinic, which the staff it allows can see at whichever of its branches they work, and it shows the branch you attend.

Your requests as a patient

Use Privacy request, on the Account page of the PhysioDesk app or your patient portal. It is one form for all of these: a copy, a correction, erasure, naming someone to act for you, or a complaint. It goes straight to your clinic, which holds your record and must answer within 30 days, and its answer appears on the same page. You can also download a copy of your record yourself from the portal at any time. If you cannot use the form, email support@physiodesk.org.

To leave, use Delete my account, in the PhysioDesk app or in your patient portal. Your account and your way of signing in go at once. Your treatment record stays with your clinic, which must keep it for the retention period in Part 3, and you can ask your clinic about it at any time.

Part 2: Clinics and their staff

What we hold about a clinic

• Clinic accounts: the clinic's name, registration number, address or the areas it serves, logo, phone and email, the owner's name, and the names and contact details of staff the clinic adds. Staff and patients sign in with the mobile number their clinic holds for them; their passwords are stored only in a form that cannot be read back.
• Public listings a clinic chooses to publish on the directory: services, fees, opening hours, photos, areas served, pincode, map location and contact numbers.
• Plan payments: the plan, the amount and whether it was paid. On the website, card, UPI and bank details are entered in Razorpay's own payment window and never reach PhysioDesk. A plan bought in the app is paid through Apple or Google, which tell PhysioDesk only which plan was bought and when it renews.
• Patient records, which a clinic enters and PhysioDesk holds for it, as described in Part 1.

Finding a clinic's address

When a clinic searches for its own address while setting up its listing, that search text is sent to OpenStreetMap's public geocoding service through our servers, so we can name our application as their usage policy requires and so the clinic's own network address is not shared with them. This is a clinic's business address, which is about to be published on the directory. Patient information is never sent to it.

Leaving or closing a clinic

• Clinic staff: use Delete my login, in the app's Settings or on the website. Your name stays on the sessions you delivered, because those are the clinic's records.
• Clinic owners: use Delete this account, in the app's Settings or on the website. It closes the clinic for everyone at once and takes your listing off the directory. It cannot be undone, and the phone number cannot be used to open another account. Use Download all clinic data, in Settings on the website, before you do it.

Part 3: For everyone

How we use information

To run the clinic software, the patient portal and the app; to publish the listings clinics choose to publish; to send the verification codes, reminders and notifications you have asked for, and the newsletters you chose to receive; to take payment for plans; to answer enquiries and give support; to keep accounts secure and look into misuse; and to meet legal obligations. We do not sell personal information, we do not use patient records for advertising, and PhysioDesk shows no advertising.

In the app

The app keeps a notification token if you allow notifications, and a photo only when you choose one: a clinic logo, a listing photo or an article image. The app does not read your location or your contacts.

Notifications

Notifications travel through Apple, Google and Expo for the app, and through your browser's push service for the website. Each one says what it is about (for a new appointment, the date, the time and the clinic), but never a diagnosis, what was done in a session, or an amount of money. Anyone near your phone can read its lock screen, so you can turn PhysioDesk's notifications off, or hide what they say on the lock screen, in your phone's settings.

Who else sees it

Service providers who do work for us, each seeing only what that work needs:

• Our hosting and database provider, which stores the service's data.
• Razorpay, which takes payment for clinic plans on the website.
• Apple and Google, which take payment for plans bought in the app, and RevenueCat, which tells PhysioDesk which plan was bought. RevenueCat receives a random clinic identifier and the purchase record, never a name, a contact detail or patient information.
• Meta's WhatsApp Business service, which carries messages to and from PhysioDesk's WhatsApp number: sign-up, sign-in and password reset codes, each sent only to the number it is for and saying nothing about anyone's treatment; account messages to clinic owners, such as a welcome, payment receipts and plan reminders; PhysioDesk news to people who agreed to receive it, who can tap Stop promotions or reply STOP at any time; and our replies when you write to us there. Patient information is never sent through it.
• Our email provider, which delivers PhysioDesk's announcements and account emails to clinic owners, answers and copies of enquiries, and newsletters to people who asked for them. Every newsletter has an unsubscribe link.
• Apple, Google and Expo, which deliver app notifications, and the push services of browser makers, which deliver website notifications.
• OpenStreetMap, which turns an address a clinic types into a map location. Only the clinic's business address is sent, from our servers, and never patient information.
• Google Maps, which draws the map on a clinic's public page. Loading it lets Google see your network address, under Google's own privacy policy.

We share information with public authorities only when the law requires it. Where a provider stores data outside India, the transfer is made as Indian law permits.

Cookies and similar technologies

We use only what the service needs to work: two sign-in cookies for the clinic dashboard (pd_session, and pd_refresh, which renews it) and two for the patient portal (pd_patient and pd_patient_refresh), all ending when a sign-in ends, a week after it begins; a cookie that remembers whether you last signed in as a clinic or a patient (pd_login_role), and your browser's local storage for choices such as dark mode and the calendar view. There are no advertising or third-party analytics cookies.

How the service is used

To make the clinic software, the patient portal and the app easier to use, we count which screens are opened and which buttons are pressed, by kind of user (clinic owner, clinic admin, therapist or patient), as daily totals for each clinic. The counts keep no names, no patient information, nothing anyone typed and no network address. They stay with PhysioDesk; no analytics company receives them.

Security records

We record each sign-in, and each time a patient record is opened, changed or exported, with a one-way hash of the network address rather than the address itself.

How long it is kept

• Patient records: for as long as the clinic keeps them, and after that too. When a record is deleted, or a clinic closes, it is taken out of use and hidden from everyone, and kept: medical records must be kept for at least the period the law sets (seven years unless the clinic sets another), and PhysioDesk does not erase them after it.
• A child's records: at least until three years after the child turns 18, even if the clinic's retention period would end sooner, so that they can ask about their own record as an adult.
• Security and access records: at least six years, and never edited.
• Clinic accounts: while the account is open. Once it is closed, its records are kept, hidden and locked, and its patients' requests are answered by PhysioDesk (write to support@physiodesk.org). A closed clinic's phone number stays reserved permanently, so that the account cannot be reopened by somebody else and inherit its records.
• Verification codes: a few minutes, then they expire.
• Sign-ins: a week from when you sign in; then you sign in again.

How it is protected

Passwords are stored only as one-way hashes. Traffic between your device and our servers is encrypted. Each account sees only its own clinic's records, and a staff member only what their role allows. Every access to a patient record is written to a tamper-evident log. You stay signed in until you sign out; signing out, changing your password, or a clinic removing your access ends it at once. The app keeps its sign-in in the phone's secure keychain and stores no patient records on the phone, apart from a bill you choose to share, which is deleted as soon as the share is done. If a breach affects personal information, we tell the clinics affected and the authorities as the law requires.

Your rights

You can ask for a copy of your information, a correction or its deletion, withdraw a consent you gave, complain to us or to the Data Protection Board of India, and nominate someone to exercise these rights on your behalf if you die or become unable to act. Patients ask through Privacy request, as Part 1 explains; clinics and staff through the options in Part 2; everyone else, including reviewers, by email to support@physiodesk.org.

Some records must be kept for a time the law sets, even after an account is deleted. Deleting an account always removes the way in immediately; the treatment records behind it are kept, hidden and out of use, and are not erased. Where that applies, we or your clinic will tell you.

Children

PhysioDesk is not meant for children to use on their own. A clinic may keep records for a child it treats, with the consent of a parent or guardian, who can sign for them and make privacy requests for them. A child's records are kept at least until three years after they turn 18.

Changes to this policy

When this policy changes, we update the date at the top. For a significant change we also tell clinic owners, by email or in the app, before it takes effect.

Contact and grievance officer

Questions, requests and complaints about privacy go to our Grievance Officer at support@physiodesk.org. We acknowledge a complaint within 24 hours and resolve it within 15 days. Privacy requests (a copy, a correction, erasure or a nomination) are answered within 30 days.

Email: support@physiodesk.org