1. Purpose and Scope
This policy explains requests to close or delete individual VITALOS user accounts and requests for erasure of eligible personal information. Because the platform handles healthcare and financial records, account closure must be distinguished from deletion of hospital records.
2. Who May Request Deletion
A registered patient portal user, doctor, hospital employee, other authorized individual or the relevant hospital administrator may request closure of an account they are authorized to manage. Deletion of an institution-wide tenant or deployment requires action by the hospital’s authorized contracting representative and compliance with the relevant service agreement.
3. Submit a Request
If an in-app “Delete Account” or “Request Account Deletion” control is available, use it and follow its verification steps. Alternatively, send a request to info@vitalos.in with the subject “VITALOS Account Deletion Request”. State your account username or registered email, your associated hospital and whether you seek account closure, eligible personal-data erasure or both. Do not email passwords, OTPs, government ID copies or medical records.
4. Identity and Hospital Authorization
To avoid deletion by an unauthorized person, we may verify control of the registered email or account and may coordinate with the hospital that manages organizational users. Approval of an institution’s administrator does not override an individual’s applicable statutory data rights.
5. How Requests Are Handled
After verification, we assess which account credentials, sessions, optional profile data and other personal information may be deleted or de-identified; what processing is controlled by the hospital; and what information must lawfully remain. We will communicate the decision and any applicable exceptions using the available verified channel. Processing deadlines follow applicable law and the service agreement; the website does not promise an unverified fixed number of days.
6. Information Eligible for Deletion
Depending on the circumstances, this may include authentication credentials, active sessions, individual app preferences, unused optional profile information and other data no longer needed for a lawful purpose. Deleted access does not necessarily remove identifiers from retained clinical or audit events.
7. Records That May Have to Be Retained
Patient medical history, consultation notes, prescriptions, laboratory and imaging results, treatment and discharge records, pharmacy dispensing and stock logs, invoices, payments, statutory accounts, insurance records, access logs, audit trails and information under legal hold may require retention. Relevant records remain subject to access restrictions and the hospital’s lawful record-management responsibilities.
8. Patient Versus Hospital Accounts
A patient asking to remove access to a portal does not thereby direct the hospital to destroy its underlying case history. A departing staff member’s login may be disabled while legally required clinical entries and audit attribution are retained. A hospital closing its VITALOS subscription may arrange export and controlled deletion under its contract and the relevant law.
9. Backups and Processors
Eligible deleted information may remain temporarily in protected backup systems until the applicable backup cycle expires. Restored data must remain subject to prior valid deletion decisions. Necessary requests may be transmitted to contracted processors or to the hospital that controls the relevant records.
10. Confirmation and Complaints
Where possible, verified requesters receive confirmation when access is closed or eligible deletion is completed, together with a general explanation of any lawful retention restrictions. For an outstanding or disputed request, email info@vitalos.in. Applicable statutory grievance remedies remain available.
11. Contact and Changes
VITALOS, Ahmedabad, Gujarat, India. Email: info@vitalos.in. This policy may be updated with notice as required by law. An actual self-service deletion mechanism and operational retention schedule should be confirmed before app-store publication.