Privacy Policy
Kōami mobile app · Effective 30 September 2026
Koami Private Limited (“Kōami”, “we”) builds healthcare software — a hospital information system (HMIS), workforce, inventory, imaging and fertility products — that hospitals and clinics use to run their work. Kōami is a software company, not a hospital, and does not provide medical care.
The Kōami mobile app connects you to a hospital that uses Kōami. Patients use it to book appointments, see their hospital records and manage their family's records; the hospital's own staff use it for their work. This policy explains what personal data the app handles, why, who receives it, how long it is kept, and your rights under India's Digital Personal Data Protection Act, 2023 (DPDP Act). Our website and our other products are covered by koami.in/legal/privacy.
Your hospital decides how your medical and billing records are created, used and kept. For those records the hospital is the data fiduciary, and Kōami processes them on the hospital's behalf, under its contract with the hospital. Each hospital's data is kept in its own separate database.
Koami Private Limited is responsible for your app account: your sign-in, your consent choices, and the documents, photos and diary entries you add in the app.
Grievance Officer, Koami Private Limited: info@koami.in · +91 94745 65506 (Monday–Saturday, 9:00 AM–6:00 PM IST) · Registered office: 3-11-15/A Alkapur Colony, Neknampur, Rangareddy, Telangana 500089, India · CIN U62013TS2026PTC221275. Questions about records held by your hospital can also be taken to that hospital directly.
1. What we collect, and why
| Data | Why |
|---|---|
| Your mobile number and your 4-digit MPIN | They are how you sign in. No code is sent to your phone. The MPIN is stored only as a one-way hash, so nobody — including Kōami and hospital staff — can read it. When you first set up or reset your MPIN, the date of birth held for you (on your hospital registration, or the one you gave when you registered in the app) is used to confirm the number is yours. Your mobile number is also how the app finds the hospital registrations already made under it. |
| The hospital code you type at sign-in, if any | To connect you to the right hospital. Left blank, the app uses the hospital of the address it was opened from. |
| Name, title, date of birth, gender, email, address (area, city, state and PIN code) and the hospital branch you choose when you register | To create your account and, if you ask, to send a registration request to the hospital so it can issue you a hospital ID (UMR). Only name, date of birth and gender are required. |
| Your hospital records: registration (UMR), appointments, visits, bills, lab and imaging reports, prescriptions written by hospital doctors, vitals recorded by hospital staff, discharge summaries | To show you your own records and those of family members registered under your number. The hospital creates and keeps these records; the app only displays them. |
| Appointments you book in the app | To book the appointment with the hospital. |
| Documents and prescriptions you upload, and meal photos you take | To store them with your records and, if you allow it, to read them automatically (see section 3). |
| Food diary entries and medicine check-offs | To show your own diary and reminders. |
| Aadhaar QR code, if you choose to scan one | Only to fill in the registration form. The QR is checked against UIDAI's public certificate on our server; no call is made to UIDAI. |
| Your IP address, the app version and device platform | For security (for example, limiting repeated sign-in attempts) and to diagnose problems with the app. |
| Staff only: user ID, sign-in history, profile photo, and dictation or handwriting you choose to convert to text | To run the hospital's clinical and administrative work, as the hospital directs. |
Your app lock PIN and your Face ID / fingerprint setting never leave your device.
The app has no advertising and no third-party analytics. We do not sell personal data, we do not track you across other apps or websites, and we do not use patient records to train AI models.
2. Device permissions
- Camera and photos — only when you choose to photograph or pick a document, a prescription, a meal, a profile picture or an Aadhaar QR code (and, for staff, a sample barcode).
- Microphone — staff only, and only while the mic button is pressed to dictate notes.
- Face ID / fingerprint — to unlock the app on your device, if you turn it on. Checked by your phone; nothing is sent to us.
The app does not use your location or your contacts.
3. Automatic reading with AI
Before any file is sent for automatic reading, the app asks for your permission and names the service used. If you agree, the file you chose is sent through our servers to Google's Gemini API, which returns the text or nutrition estimate shown to you. Nothing else from your records is sent. Google processes that file outside India. Automatic readings can be wrong: they are labelled as automatic, and you should check them against the original and ask your doctor before acting on them. You can withdraw this permission at any time in Settings & Privacy → Automatic reading (AI); you can still store documents and log food by hand.
4. Who else receives data
- Your hospital — holds your medical records and receives your bookings and registration requests. Staff see records according to the roles the hospital gives them.
- Google (Gemini API) — only the files you choose to have read automatically, only after you agree (section 3).
- Open Food Facts and USDA FoodData Central — the food names you search for, to look up nutrition values. No personal data is sent with the search.
- WhatsApp Business messaging — when hospital staff choose to send you a prescription, your mobile number, name and the prescription link are passed to the hospital's WhatsApp messaging provider.
- Expo (EAS Update) — delivers app updates; it receives the app version and device platform.
- Cloud hosting — the servers and storage that run the service, located in India, under contract with Kōami.
We disclose data to authorities only where Indian law requires it. If Kōami's business is transferred, this policy continues to apply to your data.
5. How long data is kept
- Your MPIN (as a one-way hash): until you change it or your account is deleted.
- A count of wrong sign-in attempts for your mobile number, used to lock sign-in for a while after repeated wrong tries: reset when you next sign in successfully.
- Your app account and the data the app holds (uploads, meal photos, food diary, medicine check-offs, family links): until your account is deleted.
- After an account is deleted: a record that an account was deleted, holding only the date, the reason if one was given, and counts of what was removed — not your name, mobile number or hospital ID.
- Hospital medical and billing records: kept by the hospital for the periods Indian law and medical regulations require, whether or not you have an app account.
6. Your rights
- Access — see your records in the app, and download a copy with Settings & Privacy → Download health archive.
- Correction — ask the hospital front desk to correct your registration details.
- Withdraw consent — turn off automatic reading in Settings, or ask for your account to be deleted.
- Deletion — in the app, Settings & Privacy → Delete account. The screen lists what goes and what your hospital keeps before you confirm; deletion is immediate and signs you out on every device. If you cannot open the app, write to info@koami.in from any address giving the mobile number your account uses, or ask at your hospital's front desk — we confirm the account is yours, acknowledge within 7 working days and complete deletion within 30 days. Either way, this deletes your app account and the data the app holds. Records the hospital must keep by law are not deleted; ask the hospital about them. See how account deletion works.
- Grievances — contact the Grievance Officer named above. If you are not satisfied with the answer, you may complain to the Data Protection Board of India.
7. Children
Accounts are for adults. A parent or guardian can see a child's hospital records as a family member under their own account; the treating hospital is responsible for consent to a child's care.
8. Security
Data is encrypted in transit between the app and our servers; each hospital's data is held in its own database; access to records is limited to the account holder's household and to hospital staff the hospital has authorised; uploaded documents are stored privately. Sign-in is protected by your MPIN, stored only as a one-way hash, with sign-in locked for a while after five wrong attempts. Changing or resetting your MPIN signs you out on every other device; if you think someone else knows it, change it in Settings & Privacy → Sign-in security. No system is perfectly secure; tell the Grievance Officer at once if you believe your account has been misused.
9. Where the service is offered
The app is offered in India, for patients and staff of hospitals in India that use Kōami. Data is stored on servers in India.
10. Changes
We will update this page when our practices change and show the new date at the top. Significant changes will also be shown in the app.