Insimen Medical Record Privacy Policy

1. Scope

This policy applies to the Medical Record product for healthcare facilities, healthcare professionals, patients, appointments, queues, care records, prescriptions, pharmacy, and clinical operations.

2. Data we may process

The data involved depends on the features you use and the information you choose to provide.

• patient identity, contact details, appointments, and screening data needed for care
• clinical notes, prescriptions, pharmacy data, and care documents created by authorized people
• facility, healthcare-professional, and role identity plus operational audit trails
• the minimum technical data needed for security, integrity, and access traceability

3. Sources and collection

Data may come from you, another member's action connected to your account, an authorized party in a service process, or your browser and device when a feature is used. We seek to explain the need when data is requested and do not request unrelated data without a reasonable purpose.

• You may provide data through forms, settings, Chat, uploads, email, support, or a service workflow.
• Technical data such as sessions, devices, times, and security signals may be created automatically to operate the service.
• When an account is created, we record the connection IP address and its estimated country for account history and security. The estimate uses reference data held on our server without sending the IP address to a location lookup service. A VPN or the network you use can affect the result; the connection country does not establish nationality or home address. It also helps set the initial language. You can still choose Indonesian or English.
• Data from another party is processed only when connected to a function, access decision, report, or lawful obligation.

4. Why data is used

Data is used only for legitimate purposes connected to the service.

• provide care, facility administration, appointments, queues, and lawful records management
• apply access controls, audit, and operational support
• meet applicable legal obligations, patient-safety needs, or facility requirements
• handle security incidents and maintain service continuity

5. Visibility and sensitive data

Some visibility choices can be managed in product settings.

• Health data is highly sensitive and is processed on a limited basis for care, lawful administration, security, and applicable obligations.
• Patient-data access is limited by facility and role; the data is not used for advertising or public profiling.

6. Roles and sources of health data

Data may come from patients, facilities, healthcare professionals, administrators, appointments, screening, input devices, or approved integrations. Depending on the care context and applicable law, a facility may decide processing purposes and authority while Insimen provides software and technical support under the relevant arrangement.

Data categories may include patient identity, contact information, appointments, queues, clinical notes, prescriptions, pharmacy data, documents, professional identity, roles, facilities, and audit trails. We seek to limit data to the feature's need.

• Health data is treated as highly sensitive and is not used for advertising or public profiling.
• Patient data from one facility must not appear to another facility merely because the personal account is the same.
• Data entered by an authorized person should remain distinguishable from technical metadata and audit records.

7. Facility- and role-based access

Server-side access considers facility, role, membership status, care duties, and data boundaries. Patients, healthcare professionals, facility administrators, and operations personnel do not have the same access. Selecting a facility or patient ID in a browser is not proof of permission.

Facilities should apply least-privilege roles, review accounts regularly, and prevent credential sharing. Insimen may record access and change events for investigation without putting clinical-record contents into ordinary logs.

8. Purposes and limited sharing

Data is used for lawful care and administration, appointments, queues, prescriptions, pharmacy, facility support, security, record integrity, continuity, audit, and applicable obligations. It may be shared with facilities, professionals, patients, vendors, or authorities only when a relevant need and authority exists.

Technical providers such as hosting, database, storage, email, monitoring, or backup services may process limited data to operate the system. Vendor access must be restricted and supervised, not a general route to patient records.

• Documents, prescriptions, and clinical records are not used as public promotional material.
• External requests must follow the facility's procedure and appropriate verification.
• Data for aggregate reporting must be selected and limited so it does not expose a patient without a need.

9. Audit, security, and incidents

Session, device, time, change, and access metadata may be recorded for security and traceability. Audit logs must not store passwords, tokens, excessive clinical content, or credentials. Security controls reduce risk but cannot remove all digital risk.

If there is suspected misaccess, a lost device, a misdirected message, or another security incident, the facility should follow its internal incident process and contact support without sending more patient data than necessary.

10. Retention, correction, and patient requests

Retention depends on record type, care purpose, facility policy, safety needs, audit, disputes, backups, and legal obligations. Deletion or anonymization may not be immediate, especially where a record must remain part of a care history.

A patient or authorized party may request access, correction, an explanation, or another action through the facility or appropriate privacy channel. Requests may require identity verification and must not expose another patient's data, sensitive audit records, or protected information.

11. Sharing

We do not sell personal data as a commodity. Data may be shared on a limited basis with:

• facilities and healthcare professionals authorized for lawful care or administration
• patients through accounts and access that are expressly permitted
• parties required by law or needed for patient safety through the applicable process

12. Retention and security

Data is retained only as long as needed to operate the service, protect users, resolve disputes, or meet applicable obligations. It is then deleted, anonymized, or restricted as appropriate.

We use technical and organizational controls proportionate to risk. No digital transmission or storage can be guaranteed 100% secure, so users must also protect their accounts and devices.

13. Your requests

Subject to applicable law, you may request access, correction, restriction, or deletion of certain data. Some information may need to be retained for security, audit, service, or legal reasons. We will explain a decision where reasonably possible.

14. Cookies and similar technology

Cookies or similar technologies may be used for sessions, language preferences, security, and product operation. Disabling necessary cookies may prevent parts of the service from working.

15. Updates

This policy may be updated when the product, processing practices, or legal requirements change. The latest version is identified by the update date above; material changes may receive an additional notice through an appropriate channel.