Privacy Policy

Last updated: September 7, 2026

Docutar AI ("Docutar," "we," "us," or "our") helps clinics improve how they are understood, cited, and recommended by artificial intelligence systems.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, contact us, request an audit, become a client, or otherwise use our services.

1. Scope

This Privacy Policy applies to personal information collected through:

  • Our website and contact forms

  • Audit, consultation, and service requests

  • Email and other business communications

  • Client onboarding and project delivery

  • Analytics, scheduling, payment, and related service providers

  • Events, referrals, and professional networking activities

A separate written agreement, data processing agreement, or business associate agreement may apply to information processed for a client. If that agreement conflicts with this Privacy Policy, the written agreement controls for that client relationship.

2. Information we collect

Information you provide

We may collect information such as:

  • Your name, email address, telephone number, and job title

  • Your clinic, practice, or organization name

  • Website addresses, clinic locations, services, and business information

  • Information submitted through forms, questionnaires, emails, meetings, or support requests

  • Project instructions, approvals, files, and feedback

  • Billing and transaction information

  • Account credentials or access permissions that you provide for an authorized project

Payment card information may be processed directly by a payment provider. We do not necessarily receive or store complete card details.

Information collected automatically

When you use our website, we or our service providers may collect:

  • IP address

  • Browser and device information

  • Operating system

  • Referring and visited pages

  • Approximate location derived from an IP address

  • Dates, times, and duration of visits

  • Website interactions and diagnostic information

  • Cookie and similar technology identifiers

Information from third parties and public sources

We may receive information from:

  • Public clinic websites and professional profiles

  • Search engines, directories, review platforms, and AI systems

  • Analytics, advertising, scheduling, or CRM providers

  • Referrals and business partners

  • Clients who authorize us to access particular platforms

  • Public professional, regulatory, or corporate records

We may analyze publicly available information about clinics, clinicians, competitors, sources, and online visibility as part of our services.

3. Patient and health information

Docutar’s general website and contact channels are not designed to receive patient medical records, protected health information, or other sensitive patient information.

Please do not send us patient names, medical histories, treatment records, appointment details, insurance information, or other identifiable health information unless:

  1. The information is necessary for an agreed service;

  2. Docutar has expressly approved the transfer in writing; and

  3. Any required privacy, security, data processing, or business associate agreement is in place.

If we receive sensitive patient information unintentionally, we may delete it, restrict access to it, or contact the sender to arrange an appropriate method of handling it.

Docutar’s marketing, content, and AI visibility services do not constitute medical advice or patient care.

4. How we use information

We may use personal information to:

  • Respond to inquiries and arrange consultations

  • Prepare audits, proposals, strategies, and recommendations

  • Deliver and improve contracted services

  • Research a clinic’s public presence and AI visibility

  • Create, review, and manage authorized content

  • Maintain client relationships and provide support

  • Process payments and maintain business records

  • Secure our systems and prevent misuse

  • Measure website and service performance

  • Comply with legal, regulatory, and contractual obligations

  • Establish, exercise, or defend legal claims

  • Send relevant business communications where permitted

We may combine information from different sources when reasonably necessary to perform an authorized project.

5. Legal bases for processing

Where applicable law requires a legal basis, we process personal information based on one or more of the following:

  • Performance of a contract or steps requested before entering a contract

  • Our legitimate interests in operating, protecting, and improving our business

  • Your consent

  • Compliance with a legal obligation

  • Establishment, exercise, or defense of legal claims

You may withdraw consent at any time where processing depends on consent. Withdrawal does not affect processing already completed lawfully.

6. Artificial intelligence and automated tools

Docutar may use artificial intelligence systems and other automated tools to support research, analysis, drafting, classification, summarization, and service delivery.

When appropriate, we may provide limited information to AI or technology providers acting on our behalf. We seek to limit shared information to what is reasonably necessary for the task.

We do not intentionally submit identifiable patient health information to general-purpose AI systems. Clients must not provide such information unless Docutar has expressly approved the workflow and appropriate contractual and technical safeguards are in place.

AI-assisted work may be reviewed by a person before it is delivered or published, particularly where the work involves medical claims, reputation, regulatory risk, or client-facing content. AI-generated material can contain errors and should not be treated as medical, legal, or regulatory advice.

7. How we disclose information

We may disclose information to:

  • Hosting, cloud storage, email, analytics, CRM, scheduling, and payment providers

  • Contractors and professional advisers supporting our business

  • AI and research providers used to perform authorized work

  • A client’s approved staff, agencies, or technology providers

  • Government authorities where disclosure is legally required

  • Parties involved in a merger, financing, reorganization, sale, or transfer of the business

  • Other parties when you direct or authorize us to disclose information

Service providers are permitted to use information only for agreed purposes and subject to applicable contractual obligations.

We do not sell personal information for money. We also do not knowingly share personal information for cross-context behavioral advertising. If our practices change, we will update this Privacy Policy and provide any choices required by law.

8. Cookies and analytics

Our website may use cookies and similar technologies for:

  • Essential website functionality

  • Security and fraud prevention

  • Remembering user preferences

  • Measuring traffic and website performance

  • Understanding how visitors interact with our content

Where required, non-essential cookies will be used only after consent.

You can control cookies through your browser settings. Blocking certain cookies may affect website functionality. Any cookie preference tool made available on our website should be used for more specific controls.

9. Data retention

We retain personal information only for as long as reasonably necessary to:

  • Provide services

  • Maintain accurate business and financial records

  • Fulfill contractual commitments

  • Resolve disputes

  • Enforce agreements

  • Meet legal and regulatory requirements

Retention periods depend on the type of information, the reason it was collected, contractual requirements, and applicable law.

When information is no longer required, we may delete it, anonymize it, or securely isolate it until deletion is practical.

10. Data security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.

No website, transmission method, or storage system is completely secure. We cannot guarantee that unauthorized access, loss, misuse, or disclosure will never occur.

Clients are responsible for providing access credentials through an approved method, limiting access to what is necessary, and promptly revoking access when a project ends.

11. International transfers

Docutar and its service providers may process information in countries other than the country where it was collected.

Where required, we use appropriate safeguards for international transfers, which may include contractual protections or other mechanisms recognized by applicable law.

12. Your privacy rights

Depending on your location, you may have the right to:

  • Request access to personal information we hold about you

  • Ask us to correct inaccurate information

  • Request deletion of certain information

  • Restrict or object to certain processing

  • Receive certain information in a portable format

  • Withdraw consent

  • Opt out of certain marketing communications

  • Lodge a complaint with a privacy or data protection authority

These rights may be subject to legal exceptions. We may need to verify your identity before completing a request.

To submit a privacy request, contact us at rudra@docutar.com.

We will not discriminate against you for exercising a privacy right.

13. Marketing communications

You may unsubscribe from marketing emails by using the unsubscribe link in the message or contacting us.

We may still send non-promotional communications relating to an inquiry, active project, payment, security issue, or contractual obligation.

14. Children’s privacy

Our website and services are intended for businesses and professionals. They are not directed to children under 16, and we do not knowingly collect personal information directly from children.

If you believe a child has provided personal information to us, contact us so we can review and delete it where appropriate.

15. Third-party websites

Our website may link to third-party websites, platforms, and services. Their privacy practices are governed by their own policies. Docutar is not responsible for the privacy, security, or content of third-party services.

16. Changes to this policy

We may update this Privacy Policy when our services, technology, vendors, or legal obligations change.

The updated version will be posted with a revised "Last updated" date. Where required, we will provide additional notice or request consent.

17. Contact us

For privacy questions or requests, contact:

Docutar AI

Email: rudra@docutar.com