Last Updated: July 2026 | Platform: Freezy | Operated by Freezy Technologies Pvt. Ltd.
Freezyis operated by Freezy Technologies Pvt. Ltd., having its registered address at M-901, Jade Residences, Phase 1, Nagar Road, Pune (MH). We handle healthcare data with the highest level of confidentiality and will never sell, rent, or trade your clinic's records or patient information to advertising networks or external data brokers.
Welcome to Freezy, a cloud-based Clinic Management and Practice Management Software-as-a-Service ("SaaS") platform owned and operated by Freezy Technologies Private Limited("Freezy", "Company", "we", "our", or "us").
This Privacy Policy explains how we collect, use, process, store, protect, disclose, and retain information when you access or use the Freezy Web Application, Mobile Applications, Website, APIs, Customer Support Services, Third-party Integrations, and any other products or services offered by Freezy.
We recognize that healthcare information is highly sensitive. Protecting the privacy and security of personal data and patient information is one of our highest priorities.
This Privacy Policy should be read together with our Terms & Conditions, Cookie Policy, Security Policy, and Data Processing Agreement (where applicable).
This Privacy Policy applies to:
This Privacy Policy applies whenever you:
Account
A registered account used to access Freezy Services.
Customer
A healthcare organization or individual subscribing to Freezy Services.
Personal Data
Any information that identifies or can reasonably identify an individual, directly or indirectly. Examples include Name, Mobile Number, Email Address, Address, Date of Birth, Government Identification, IP Address, and Device Identifier.
Sensitive Personal Data
Information requiring enhanced protection: medical records, health history, clinical notes, treatment details, prescriptions, diagnostic/lab reports, and medical images.
Patient
An individual whose healthcare information is stored or managed through the Platform.
Processing
Any operation performed on Personal Data including collection, recording, storage, retrieval, analysis, transmission, updating, deletion, and destruction.
Services
The Freezy Platform and all associated products and services.
Depending on how you interact with Freezy, we may collect different categories of information.
4.1 Account Information
When you register, we collect: Full Name, Clinic Name, Email Address, Mobile Number, Password (encrypted/hashed), Professional Details, Clinic Address, GST Number (if applicable), and Subscription Details.
4.2 Clinic Information
Clinic Name, Branch Information, Registration Details, Tax Information, Business Address, Logo, Working Hours, Service Offerings, Team Members, and Billing Preferences.
4.3 Patient Information
Customers may store: Patient Name, Contact Information, Gender, Date of Birth, Address, Emergency Contacts, Medical History, Allergies, Treatment Records, Prescriptions, Appointment History, Clinical Notes, Uploaded Documents, Medical Images, and Payment History. This information is controlled by the Customer — Freezy processes it solely to provide the Services.
Patient data is entered and controlled by the Customer (clinic/hospital). Freezy acts only as a processor.
4.4 Payment Information
Transaction ID, Payment Status, Invoice Number, Billing Address, and GST Details. Full card details are processed by secure third-party gateways — Freezy does not store them.
4.5 Technical & Usage Information
Automatically collected: IP Address, Browser Type, OS, Device Type, Time Zone, Language, Login/Logout Times, Error Logs, Crash Reports, API Usage, Pages Visited, Features Used, Session Duration, and Button Clicks. Used solely to improve platform reliability and UX — never for medical decisions.
4.6 Communication Information
If you contact Freezy: Support Tickets, Emails, Chat Messages, Feedback, Product Suggestions, and Survey Responses.
4.7 Device Information
When using our mobile apps: Device Identifier, Manufacturer, OS Version, App Version, Push Notification Token, and Network Information.
4.8 Cookies & Similar Technologies
Session Cookies, Persistent Cookies, Local Storage, Pixel Tags, Analytics Cookies, and Security Cookies. See Section 9 for full details.
5.1 Provided Directly by You
When you register, purchase a subscription, fill out forms, create patient records, upload documents, contact support, submit feedback, participate in surveys, or configure clinic settings.
5.2 Collected Automatically
Device/browser information, log files, usage analytics, security logs, and performance metrics are collected automatically as you use the Platform.
5.3 From Third Parties
Payment Gateways, Identity Verification Providers, SMS/Email/WhatsApp Providers, Cloud Hosting, and Analytics Providers may supply us with related information.
5.4 Generated During Use
Operational data generated automatically: Appointment Records, Audit Logs, Billing Records, Reports, Usage Statistics, Login History, Error Logs, and Notification History.
Depending on the circumstances, Freezy may act as either:
Data Processor
When processing patient information on behalf of a clinic or healthcare provider, Freezy acts as a Data Processor, handling data only on the Customer's documented instructions.
Data Controller
For our own business operations — customer account management, billing, support, marketing preferences, and website analytics — Freezy acts as the Data Controller and determines the purposes and means of processing.
Freezy processes Personal Data only for legitimate business, operational, legal, and healthcare-related purposes:
Account Management
Create/authenticate user accounts, manage subscriptions, configure clinic settings, manage permissions, reset passwords, and secure accounts.
Providing the Services
Enable core features: Patient Registration, Appointment Scheduling, EMR, Clinical Notes, Treatment Plans, Prescriptions, Billing, Invoicing, Staff Management, Multi-Clinic Management, and Audit Logs.
Customer Support
Respond to support requests, diagnose technical issues, resolve bugs, provide onboarding assistance, and improve customer experience.
Billing & Payments
Subscription management, invoice generation, GST compliance, payment verification, refund processing, fraud prevention, and accounting.
Security & Compliance
Detect suspicious activity, prevent unauthorized access, monitor system integrity, investigate security incidents, comply with applicable laws, court orders, regulatory obligations, tax requirements, and accounting standards.
Product Improvement
Performance optimization, bug analysis, feature enhancements, UX improvements, and capacity planning — using anonymized or aggregated data wherever possible.
Communications
Password Resets, OTPs, Appointment Notifications, Subscription Reminders, Payment Confirmations, Security Alerts, Product Announcements, and Maintenance Notices.
Where applicable, Freezy processes Personal Data based on one or more of the following legal grounds:
For Customers in jurisdictions requiring a specific legal basis, Freezy will process Personal Data in accordance with applicable law.
Patient information stored within Freezy belongs to the respective Customer (clinic, hospital, or healthcare provider). Freezy processes Patient Data solely to provide the Services requested by the Customer. Freezy does not use Patient Data for:
Healthcare providers remain responsible for obtaining all required patient consents and complying with applicable healthcare and privacy laws.
Freezy uses cookies and similar technologies to remember login sessions, maintain user preferences, improve platform performance, analyze usage patterns, detect fraudulent activity, and protect user accounts.
Essential Cookies
Necessary for platform operation: login authentication, session management, security validation, and load balancing. Disabling these may affect core functionality.
Functional Cookies
Remember user preferences such as language, theme, dashboard settings, time zone, and recently accessed pages.
Analytics Cookies
Understand page visits, session duration, navigation patterns, and feature adoption. Collected in aggregated or pseudonymized form where possible.
Marketing Cookies
Used only where permitted by applicable law to measure campaign performance.
Freezy may provide AI-powered features to assist healthcare professionals: clinical note generation, appointment summaries, report summarization, administrative automation, intelligent search, and workflow recommendations.
AI features are designed to assist — not replace — qualified healthcare professionals. Professionals remain solely responsible for reviewing, validating, and approving all AI-generated content. Freezy does not guarantee accuracy, completeness, or suitability of AI outputs. No automated decisions with legal or similarly significant effects are made solely through automated processing.
Freezy may communicate with Customers through Email, SMS, WhatsApp, Push Notifications, and In-App Notifications for:
You may unsubscribe from marketing/promotional communications at any time via the unsubscribe link in emails, account preference settings, or by contacting Freezy Support. Operational communications (security, billing, legal, service availability) cannot be disabled while an account is active.
Freezy works with carefully selected third-party service providers for cloud hosting, payment processing, email/SMS delivery, WhatsApp messaging, analytics, crash reporting, customer support, and security monitoring.
These providers are contractually required to protect Personal Data and process it only for the purposes authorized by Freezy. This list may evolve as our services expand.
The Platform may also contain links to third-party websites or services. Freezy is not responsible for their privacy practices, security, content, or terms of use. Users should review the privacy policies of any third-party services before providing Personal Data.
Freezy does not sell Personal Data.
We disclose Personal Data only where necessary to provide the Services, comply with legal obligations, protect our legitimate interests, or where instructed by the Customer. Personal Data may be shared with:
Authorized Users
Within a Customer organization, based on permissions assigned by the Customer (Clinic Administrator, Doctor, Physiotherapist, Receptionist, Billing Staff, etc.). Customers are responsible for regularly reviewing user access.
Service Providers
Providers supporting the Platform (cloud infrastructure, payment processing, email/SMS, monitoring, backup, and security). They process data only on Freezy's instructions.
Professional Advisors
Limited disclosure to auditors, legal counsel, tax advisors, and compliance consultants where necessary.
Government Authorities
Where required by applicable laws, court orders, or law enforcement. Where legally permitted, Freezy will notify the affected Customer before such disclosure.
Corporate Transactions
In mergers, acquisitions, or sale of assets, Personal Data may be transferred as part of that transaction, subject to appropriate confidentiality and legal safeguards. Customers will be notified where required by law.
We do not permit third parties to use Personal Data for their own independent marketing purposes.
Freezy hosts Customer Data using reputable cloud infrastructure providers. The physical location of data centers may vary depending on Customer location, service availability, infrastructure requirements, and disaster recovery planning. Freezy reserves the right to change hosting providers provided appropriate security standards are maintained.
As Freezy expands internationally, Personal Data may be processed or stored in countries other than the Customer's country of residence. Appropriate safeguards are implemented as required under applicable laws, including contractual obligations, security controls, technical safeguards, and regulatory compliance.
Customers acknowledge that international transfers may be necessary to provide certain Services.
Freezy maintains a comprehensive information security program reviewed periodically, implemented through administrative, technical, and physical controls.
Administrative Controls
Technical Controls
Physical Controls
Managed by cloud providers: controlled facility access, surveillance systems, environmental controls, redundant power supplies, fire detection, and disaster-resistant infrastructure.
Security controls evolve continuously as technology and threats change. Security testing (vulnerability assessments, penetration testing, audits) may be conducted periodically by internal teams or qualified third parties.
Access to the Platform is protected through authentication mechanisms. Customers are responsible for creating strong passwords, protecting login credentials, managing user permissions, removing access for former employees, and reviewing access periodically.
Freezy encourages Customers to enable multi-factor authentication where supported.
Audit logs record:
Freezy performs routine backups to support operational continuity and maintains business continuity measures designed to support continued operation during disruptive events, including infrastructure redundancy, backup systems, disaster recovery procedures, and incident response coordination.
Customers remain responsible for exporting or retaining copies of critical records where required by their own business or regulatory obligations. While Freezy aims to minimize disruptions, uninterrupted service cannot be guaranteed.
Freezy maintains procedures for identifying, investigating, responding to, and recovering from security incidents (detection, containment, investigation, risk assessment, recovery, and root cause analysis).
If a confirmed Personal Data breach affecting Customer Data occurs, Freezy will investigate promptly, take steps to contain and mitigate the impact, and notify affected Customers without undue delay where required by law. Notifications will include: nature of the incident, categories of affected information, likely impact, steps taken by Freezy, and recommended actions for Customers.
Freezy does not guarantee notification of every attempted or unsuccessful attack where no confirmed compromise of Personal Data has occurred.
Security is a shared responsibility between Freezy and the Customer.
Freezy is responsible for:
Customers are responsible for:
Freezy is not responsible for security incidents arising from the Customer's own systems, devices, networks, or negligence.
Freezy retains Personal Data only for as long as necessary to provide the Services, fulfill contractual obligations, comply with applicable laws, resolve disputes, enforce our agreements, and protect the security and integrity of the Platform.
Active Accounts
Personal Data is retained throughout an active subscription to ensure uninterrupted access and support ongoing operations.
Expired or Cancelled Accounts
Following subscription expiry/cancellation, Customer Data may remain available during a grace period. After that, access may be restricted and data archived or scheduled for deletion per Freezy's internal retention policies.
Customers are encouraged to export required data before the retention period ends.
Legal Retention
Certain information may be retained longer to comply with applicable laws, tax/accounting obligations, legal proceedings, fraud prevention, dispute resolution, and protection of legal rights.
Customers may request deletion of Personal Data and Customer Data after terminating their subscription. Freezy will verify the identity and authority of the requesting party before processing. Deletion requests may be delayed where retention is required by law, court orders, fraud prevention, or legitimate business purposes.
Once deleted, data may not be recoverable.
Where supported, Customers may export their data during an active subscription in formats including CSV, Excel, PDF, and other supported formats. Freezy may apply reasonable technical limits to protect platform performance and security.
Depending on applicable law, individuals may have the right to:
Certain rights may be limited where Freezy processes Personal Data solely on behalf of a Customer. In such cases, requests should generally be directed to the relevant clinic or healthcare provider. Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
Most account and clinic information can be updated directly through the Platform. Where self-service updates are unavailable, requests may be submitted to Freezy Support.
The Freezy Platform is intended for use by healthcare organizations and authorized personnel. Freezy does not knowingly provide Services directly to children.
Where patient information relating to minors is stored in the Platform, such information is entered and managed by healthcare providers or authorized guardians in accordance with applicable laws.
If Freezy provides community forums, discussion boards, or public feedback channels, any information voluntarily shared in those areas may become publicly accessible.
Users should avoid posting confidential, medical, or sensitive information in public forums.
Freezy is committed to complying with applicable provisions of the Digital Personal Data Protection Act, 2023 (India) and any associated rules or regulations. As Freezy expands internationally, this Privacy Policy will be updated to address requirements of additional laws including GDPR and CCPA (where applicable).
Where Freezy processes Personal Data as a service provider on behalf of healthcare organizations, the Customer remains responsible for providing appropriate notices to individuals, obtaining valid consent, ensuring lawful processing, and respecting individual rights.
Freezy supports Customers in meeting compliance obligations through security features, access controls, audit logs, and data management capabilities. Customers operating in multiple jurisdictions remain responsible for ensuring compliance with local legal requirements.
If you have concerns regarding the handling of your Personal Data, or any privacy-related questions, please contact us. We will acknowledge your complaint, investigate the matter, respond within a reasonable timeframe, and resolve the issue in accordance with applicable law.
In accordance with the Digital Personal Data Protection Act, 2023, Freezy designates a Grievance Officer to address privacy-related concerns. Details will be updated on the official Freezy website.
Freezy Technologies Private Limited
Website: https://freezy.in
General Support: support@freezy.in
Privacy Team: privacy@freezy.in
Registered Office
M-901, Jade Residences, Phase 1, Nagar Road, Pune (MH), India
Grievance Officer
Name: [To Be Updated]
Email: privacy@freezy.in
Address: M-901, Jade Residences, Phase 1, Nagar Road, Pune (MH), India
Freezy may update this Privacy Policy from time to time to reflect changes in applicable laws, product features, security practices, business operations, industry best practices, and third-party integrations. When material changes are made, we will notify Customers through:
Continued use of the Services after the effective date constitutes acceptance of the updated Privacy Policy.
Language
This Privacy Policy is published in English. If translations are provided for convenience, the English version shall prevail in the event of any inconsistency, unless otherwise required by applicable law.
Severability
If any provision is determined to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force. Where possible, the invalid provision shall be replaced with a valid one that most closely reflects its original intent.
No Waiver
Failure by Freezy to enforce any provision shall not constitute a waiver. Any waiver shall be effective only if made in writing by an authorized representative of Freezy.
Relationship with Other Policies
This Privacy Policy should be read together with our Terms & Conditions, Cookie Policy, Refund & Cancellation Policy, Acceptable Use Policy, Security Policy, Data Processing Agreement (DPA), and Service Level Agreement (SLA). In the event of any inconsistency, the document specifically governing the relevant subject matter shall prevail.
© 2026 Freezy – Freezy Technologies Pvt. Ltd. All Rights Reserved.