Last updated: 13 November 2026
This policy explains what personal data White Coat Architect (“we”, “us”) collects, why, how it is used and protected, who it is shared with, how long it is kept and what rights you have. It covers our healthcare architecture, interior design, turnkey and design & consultation services, our business software (the “White Coat Architect Staff App”), and our calls and messages. We follow the Digital Personal Data Protection Act, 2023, its rules, and the Information Technology Act, 2000.
White Coat Architect is a healthcare architecture and interior design firm in Pune, Maharashtra, India. Under the Digital Personal Data Protection Act we are the “Data Fiduciary” for the data described here. Contact: info@whitecoatarchitect.in.
People who enquire about our services — by phone, WhatsApp, the WhatsApp button on our website, Facebook or Instagram lead forms, referrals or in person.
Our clients and the people who act for them: doctors, hospital and clinic owners, administrators, accounts staff and site contacts.
Our staff and people who apply for jobs with us.
Contact persons of our vendors, suppliers and contractors.
Enquiries and clients: name, mobile and alternate mobile number, e-mail, name of the hospital, clinic or business, role, site location, type of facility, site area, project type, requirements and notes, how you heard of us, and records of our calls, messages, meetings and site visits.
Projects: quotations, drawings and 3D views, approvals, change requests, site photos and videos, meeting notes, site issues, warranty and maintenance records, billing details and payments.
Calls: call date, time, duration and result; call recordings and their written transcripts and summaries (section 5).
Staff: name, contact details, emergency contact, role, attendance (including attendance photos), leave, salary and payment details, bank details, identity and other HR documents, work records, devices used to sign in and sign-in history.
Job applicants: CV and the details in it, interview notes.
Vendors and contractors: contact person’s name, mobile, e-mail, and business, tax and bank details.
Google user data: only when a staff member connects Google Calendar (section 8).
We do not need, and ask you not to send us, information about patients. If a site photo shows a patient or hospital staff by accident, we remove or blur it on request.
To answer enquiries, send our portfolio, arrange site visits and prepare quotations.
To carry out the work you engage us for: design, drawings, purchase, site execution, handover, warranty and maintenance.
To bill, collect payments, pay vendors and staff, and keep accounts and tax records.
To keep a record of what was discussed and agreed.
To train our staff and improve the quality of our service.
To run the business software securely: sign-in, device approval, notifications, backups.
To manage employment: attendance, leave, payroll, letters and legal registers.
To meet legal obligations and to protect our legal rights.
We use your data because you gave it to us for these purposes, because you consented, because it is needed for the work or employment you entered into, or because a law requires it.
Calls with us on company phones may be recorded. Calls on personal numbers on our “Personal numbers” list are never recorded or uploaded.
We use recordings for three separate purposes: (1) a record of what was discussed and agreed; (2) staff quality and training; (3) an AI-assisted summary and call score (section 6). You can ask us to stop purpose (3) for your calls at any time; our service to you will not change.
Recordings are stored encrypted. Only White Coat Architect’s owner and the staff member who took part in the call can listen to them; every access is logged and staff cannot download recordings.
The same rules apply to calls made by the owner and by every staff member.
When call analysis is switched on, the audio of a recorded call is sent to Google (Gemini) to produce a transcript, and the transcript is sent to Anthropic (Claude) to prepare a short summary, suggested next steps and a call score.
Some other features may use AI to help staff — for example reading site photos or drawings, or preparing reports. Only the information each task needs is sent.
AI results are suggestions. A person at White Coat Architect reviews them; AI does not make decisions about you on its own.
We use these providers’ paid business services, whose terms state that our data is not used to train their models.
After a call or online conversation, we may send you our portfolio for your project type on WhatsApp, followed by up to three follow-up messages a few days apart if you have not replied.
WhatsApp messages are sent through the WhatsApp Business service of Meta Platforms, which processes them to deliver them.
You can stop these messages at any time by replying STOP or by telling us. We then send no further promotional messages.
If you filled a Facebook or Instagram lead form that we run, including forms run for us on partner pages, Meta passed your answers to us; Meta’s own privacy policy also applies to the form.
Staff members may connect their own Google Calendar to the White Coat Architect Staff App. The app then asks Google for two limited permissions:
Calendars the app creates. The app creates one calendar called “White Coat Architect” in the staff member’s Google account and adds, updates and removes only the events in that calendar: work meetings, site visits, vendor visits and timed tasks. It reads changes the staff member makes to those events, so the work record stays correct.
Free and busy times. The app checks only whether the person is busy at a given time, so it does not book two meetings at once. It never sees the titles, places, guests or details of the person’s other events.
The app does not read, copy, change or delete any other calendar, event, contact, e-mail or file. Events carry only a title, time, place and project code — never client phone numbers or amounts.
Use: only to show and keep in step the staff member’s work events and to find free times for meetings.
Storage: event identifiers and the app’s own event details are stored in the app’s database, encrypted in transit and at rest. Google’s access token is stored encrypted on the app’s server and is never shown to anyone.
Sharing: Google user data is not sold, rented or shared with anyone, is not used for advertising, and is not used to train any artificial-intelligence model.
Limited Use: White Coat Architect Staff App’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.
Removing access: a staff member can disconnect at any time from My profile in the app or at myaccount.google.com/permissions. When the connection ends from the app — the staff member disconnects, White Coat Architect revokes access, or the person leaves — the app first deletes the “White Coat Architect” calendar it created, with all its events, then deletes its access token and stops all sync. If the person removes access from their Google Account first, the app can no longer reach that calendar.
Staff records are seen only by the owner and the people whose role needs them. Salary details are seen only by the owner, HR and the accountant, and every view is logged. Identity numbers and bank details are masked.
Attendance photos are seen only by the owner and HR and are deleted after 90 days; the attendance record is kept.
The software records only work done in it. We do not track location, screens or activity outside the app.
Each staff member’s private to-do list is visible only to them while they work with us.
We do not sell personal data. We share it only with:
Service providers that process it on our instructions:
Render — hosting of the business software and database (Singapore);
Cloudflare — file and backup storage;
Google — business e-mail, Google Sites, call transcription and the calendar connection;
Anthropic — AI analysis, when switched on;
Meta Platforms — WhatsApp Business messages and Facebook / Instagram lead forms.
Contractors and vendors working on your project, limited to what they need, such as the site address, the site contact’s name and number, and approved drawings.
Our professional advisers, such as our chartered accountant and, if a dispute arises, our lawyer.
Government authorities or courts, when the law requires it.
Some providers store or process data outside India, for example in Singapore and the United States. The Digital Personal Data Protection Act allows this except to countries the Government of India restricts. If a country is restricted, we will stop transfers to it.
Enquiries that do not become projects, including their call recordings and transcripts: 12 months from the last contact, then deleted automatically.
Client calls: recordings 12 months; transcripts and summaries 36 months.
Attendance photos: 90 days.
Applications from people we do not hire: up to 12 months.
Google access tokens: deleted when the calendar connection ends.
Projects, contracts, invoices, accounts, and staff and payroll records: as long as tax, accounting, employment and other laws require, and while needed for warranty or legal claims.
When a period ends, the data is deleted or made anonymous, unless a law or a legal claim requires us to keep it.
Access by role: each person sees only what their work needs, checked on our server.
Encryption: secure (HTTPS) connections, and encryption of recordings and sensitive fields.
Logs: every access to sensitive records is recorded.
Device approval and automatic sign-out for staff accounts.
Daily backups.
Confidentiality: staff are bound by it in their appointment letters.
You can:
ask for a summary of the personal data we hold about you and how we use it;
ask us to correct, complete or update it;
ask us to erase it, unless we must keep it by law or to complete work you engaged us for;
withdraw any consent you gave — for example to AI analysis of calls or to WhatsApp follow-ups — without affecting what was done before;
nominate another person to exercise your rights if you die or become unable to do so;
raise a grievance with us and, if you are not satisfied with our response, complain to the Data Protection Board of India.
To use these rights, write to info@whitecoatarchitect.in. We may need to confirm your identity first, and we reply within the time set by the Digital Personal Data Protection Rules.
Our services are meant for adults and businesses. We do not knowingly collect children’s personal data; if you think we have, tell us and we will delete it.
Our main website, whitecoatarchitect.in, is hosted by GoDaddy, which uses cookies to measure website traffic. Our business software does not use advertising or tracking cookies.
When this policy changes, the date at the top changes. We tell staff in the app and tell clients of important changes.
White Coat Architect, Pune, Maharashtra, India · info@whitecoatarchitect.in