Privacy Policy

1. Introduction & Executive Summary

This Privacy Policy explains how RFID Software India Private Limited ("Company", "We", "Us", or "Our") collects, protects, processes, and handles information when diagnostic laboratories, pathology centers, healthcare technicians, doctors, and patients use our cloud-based LIMS software application, AI Laboratory System (AILS), accessible via ailaboratorysystem.com and app.ailaboratorysystem.com.

Protecting clinical data and maintaining absolute multi-tenant data confidentiality is central to our mission. We implement strict technical and organizational safeguards to ensure that healthcare records are processed solely for laboratory operational purposes.

2. Categories of Data We Collect

Depending on your interaction with the AILS LIMS platform, we process the following categories of information:

• Laboratory Account & Operational Profile: Organization name, laboratory registration details, official email address, phone numbers, lab logo, address, currency settings, and subscription tier credentials.
• Staff Account Information: Name, email address, assigned role (Lab Owner, Lab Admin, Technician, Pathologist/Doctor), and system access logs.
• Patient & Diagnostic Test Data: Patient full name, age, gender, contact number, Medical Record Number (MRN), test requests, sample barcodes, analyzer raw test results, reference ranges, clinical impressions, doctor digital signature graphics, and generated PDF reports.
• Analyzer Equipment & Hardware Telemetry: Machine serial numbers, protocol logs (HL7 v2.x, ASTM E1381/E1394, RS232, TCP/IP), gateway IP addresses, communication status timestamps, and error diagnostics.
• Communication Dispatch Metadata: Recipient mobile numbers for Meta WhatsApp Cloud API messaging and automated PDF delivery dispatch logs.

3. How We Use Collected Information

We process data strictly for necessary operational, technical, and service delivery purposes:

• To provide, operate, and maintain the AILS LIMS software features, including patient intake, test catalog management, billing invoicing, and worklist management.
• To interface bi-directionally with clinical analyzers (e.g., Sysmex, Mindray, Roche, Erba, Horiba, Abbott) for direct result ingestion.
• To compile diagnostic test results into formatted PDF reports featuring official pathologist digital signatures.
• To dispatch patient test reports via WhatsApp Cloud API or Email upon explicit command from authorized lab personnel.
• To process subscription payments, manual offline receipts, and generate financial accounting analytics for laboratory owners.
• To detect, prevent, and troubleshoot security vulnerabilities, unauthorized logins, or system disruptions.

4. Data Security & Storage Infrastructure

AILS is built on enterprise Google Cloud Platform (GCP) and Firebase infrastructure:

5. 15-Day System Audit Trail Retention Policy

To maintain system integrity, activity monitoring, and security compliance, AILS captures automated operational audit trails. Operational activity logs, security access attempts, technician modifications, and audit trail entries are automatically retained for 15 calendar days. Log records older than 15 days are permanently purged daily at 1:00 PM IST via automated Cloud Schedulers. Entitled subscribers can download daily JSON Lines audit log archives anytime within this 15-day window.