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Privacy Policy

1. Introduction

This Privacy Policy explains how Codeperate Limited ('we', 'us', or 'our') collects, uses, and protects your personal information when you use Medicloud CMS (the 'Service'). We are committed to protecting your privacy and ensuring the security of your personal data.

2. Information We Collect

We collect the following types of information:

  • Account information (name, email, contact details)
  • Clinic information (business details, staff information)
  • Patient records and medical information
  • Usage data (how you interact with the Service)

3. How We Use Your Information

We use your information to:

  • Provide and maintain the Service
  • Process your requests and transactions
  • Send you important updates and notifications
  • Improve our services and develop new features

4. Data Storage and Security

Your data is stored on secure servers in AWS, protected by industry-standard security measures. We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

5. Data Sharing

We do not sell or share your personal information with third parties except:

  • With your explicit consent
  • To comply with legal obligations
  • To protect our rights or property
  • When a practitioner syncs appointments to Google Calendar, as section 7 describes

6. Online Booking and Patient Accounts

When a clinic in Hong Kong opens online booking, its patients register, book and sign consent forms on the patient website (my.medicloud.hk). This section explains how we handle what patients provide there.

  • Part of the clinic's patient records: The registration details, booking requests and consent forms a patient submits become that clinic's patient records, which the clinic's staff see and use according to their permissions. We process them on the clinic's behalf only to provide the Service, never for any other purpose and never for marketing.
  • What we collect: At registration, name, sex, date of birth, phone, email, long-term illnesses, long-term medication, special physiological conditions, allergies, medical history and how the patient heard of the clinic; in a booking request, the treatments, doctor and time; on a consent form, the items ticked and answers written, who signed and the signature.
  • Patient accounts: A patient account holds only the patient's email address. Patients sign in with a one-time code sent to that email, with no password, and the account shows only the clinics that paired it through a clinic's link, and their appointments.
  • Preventing abuse: To limit how many codes are sent, we keep each code with its email and network address for one day, and store the network address only as a keyed hash.
  • Emails: We email patients only to confirm a registration or booking request, to send a copy of a signed consent form, to verify an email address and to send sign-in codes. These emails never contain the health details a patient entered, appointment times or signatures.
  • Browser: The patient website stores only the sign-in and the chosen language in the browser, and uses no advertising or analytics tracking.
  • Access and correction: Patients who want to see or correct their patient record should contact their clinic; for any question about a patient account, contact us.

7. Google Account and Google Calendar

Staff can link a Google account to sign in with Google, and practitioners can sync their appointments one way to Google Calendar. This section explains what we receive from Google and how we use, store and delete it.

  • What we receive: When a staff member links a Google account in Personal Config or signs in with it, Google gives us the account's basic profile. We keep only its unique identifier and email address and discard the rest at once. When a practitioner starts syncing appointments to Google Calendar, we ask only for openid, to confirm it is the same Google account, and for permission to manage calendars this app creates (calendar.app.created). We can therefore access only the "Medicloud 預約" calendar the Service creates, and cannot read or change the practitioner's other calendars, events, contacts or any other Google data. We keep the authorization Google gives for it and the calendar's identifier.
  • How we use it: The account identifier and email address are used only to sign the staff member in with Google. The calendar permission is used only to create and delete the "Medicloud 預約" calendar and to create, update and delete events in it for the practitioner's appointments that are confirmed or already seen, from the day syncing starts, in clinics that allow it. Each event contains the time, the patient's name, the treatment, the clinic's name and a link to the appointment in the Service. It never contains the patient's contact details or anything from the patient's medical record, such as diagnoses, case notes or prescriptions.
  • Held by Google: Once a practitioner syncs, these events are kept in the practitioner's Google account under Google's terms. A clinic can turn syncing off for its practitioners in its settings, which deletes the events of its appointments.
  • Storage and deletion: The calendar authorization is stored encrypted, with a key held only by our servers. When the practitioner stops syncing, unlinks the Google account, their password is changed or reset, or the staff account is deleted, we delete the "Medicloud 預約" calendar with all its events, revoke the authorization and delete the stored authorization and the calendar's identifier. If the practitioner revokes access directly in their Google account, we can no longer delete the calendar, and they need to delete it themselves in Google Calendar; the authorization, now invalid, is deleted in any of the cases above, such as when they stop syncing in Personal Config. The account identifier and email address are kept until the Google account is unlinked, the password is changed or reset, or the staff account is deleted.
  • No other use: We do not sell, transfer or share data received from Google with third parties, or use it for advertising. We do not use data received from Google APIs to develop, improve or train generalized artificial intelligence or machine learning models. Our staff do not read it unless the user consents, or for security or legal reasons.
  • Limited Use: Medicloud's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

8. Your Rights

You have the right to:

  • Access your personal information
  • Correct inaccurate data
  • Request deletion of your data
  • Object to data processing

9. Cookies

We use cookies and similar technologies to improve your experience with the Service. You can control cookie settings through your browser preferences.

10. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes via email or through the Service.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Email: chris@medicloud.hk
Phone: +852 6108 8345