Privacy Policy

1. Who we are

MeDexxA, of Pannipitiya, Sri Lanka, operates the Medexxa platform and is the controller responsible for the personal data described in this policy.

You can reach us on +94 71 799 7000, at slmedexxa@gmail.com for general support, or at privacy@medexxa.com for any privacy, access, correction or deletion request.

2. Information we collect

We collect only what the platform needs to connect you with care and to keep a reliable clinical record.

• Account and identity: name, date of birth, gender, phone number, email address, district and address, profile photo, and your preferred language.
• Professional and center records: registration or licence numbers, specialities, qualifications, practice locations, opening hours, staff roles, and the connections you form with other centers, pharmacies and laboratories.
• Patient clinical data: consultation notes, complaints, diagnoses, allergies, vitals, prescriptions and dispensing history, laboratory orders and reports, referrals, follow-up dates, uploaded documents and images, and family or pet records you add under your own account.
• Activity data: appointments, check-ins including QR walk-in check-ins, waiting-list entries, messages between you and your care providers, payments and billing entries, reviews and feedback.
• Technical data: device type, browser, approximate location when you ask us to find nearby centers, IP address, and log records used to keep the service secure.
• Google account data, only if you choose to connect it: your email address and basic profile, and access limited to files that Medexxa itself creates in your Google Drive.

3. Why we use your information

We do not sell your personal or health information. We do not use your health information for advertising, and we do not use it to train advertising or general-purpose AI models.

• To create and secure your account and verify professionals and centers.
• To let a treating professional see the clinical information they need at the point of care.
• To issue, transmit and dispense prescriptions, and to place and return laboratory orders.
• To manage appointments, waiting lists, check-ins, notifications and reminders.
• To operate billing, pharmacy ledgers and center reporting.
• To detect misuse, investigate security incidents and meet legal obligations in Sri Lanka.

4. Consent and lawful basis

For ordinary account information we rely on the contract between you and Medexxa. For health information we rely on your consent, and on the legitimate care relationship between you and the professional treating you.

Before a professional can open a patient's history on Medexxa, the platform requires a confirmation step performed with the patient present. Consent can be withdrawn at any time, and withdrawing it removes ongoing access going forward.

5. Who can see a patient record

Access on Medexxa is role-based and enforced by the database itself, not only by the interface.

• The patient, who can always see their own complete record.
• The doctor or professional currently treating that patient, for the period of that care relationship.
• The medical center or hospital where the care took place, for its own encounter records.
• A pharmacy, limited to prescriptions actually sent to that pharmacy.
• A laboratory, limited to the orders and reports assigned to that laboratory.
• Family members or guardians the patient has explicitly added to their account.

6. Sharing outside Medexxa

We share information with the centers, pharmacies and laboratories you or your doctor direct it to, and with service providers who host and secure the platform under confidentiality obligations.

We may disclose information where Sri Lankan law requires it, or where it is necessary to protect someone from serious harm. We do not share health information with advertisers or data brokers.

7. Google account and Google Drive

Medexxa offers an optional feature that lets you keep your own copy of your Medexxa documents in your own Google Drive, so that you — not Medexxa — hold the primary copy if you prefer that.

If you connect Google, Medexxa requests only these scopes: your email address, your basic profile, and the Google Drive 'drive.file' scope. The 'drive.file' scope is deliberately the narrowest available: it gives Medexxa access only to files that Medexxa itself creates in your Drive. Medexxa cannot see, list, open or modify any other file, folder or document already in your Google Drive.

Medexxa's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Data obtained through Google APIs is used only to provide the storage feature you switched on, is never sold, is never transferred except as needed to provide that feature or as required by law, and is never used for advertising or to train generalised AI models.

Connecting Google is entirely optional. You can disconnect at any time from Drive settings inside Medexxa, or revoke access from your Google Account permissions page. Disconnecting stops future syncing; files already written to your Drive remain yours and stay in your Drive until you delete them.

8. Where your data is stored

Medexxa stores platform data with our managed cloud database provider, protected by row-level access rules that enforce the role-based access described above. Some processing may take place on servers outside Sri Lanka; wherever it happens, the same protections apply.

You can choose to store your documents only on Medexxa, or on both Medexxa and your own Google Drive. Where Medexxa holds credentials for a connected account, they are encrypted before storage and are never exposed to the browser.

9. How long we keep it

• Clinical records — prescriptions, laboratory reports, consultation notes — are retained while your account is active and for the period expected of medical records, because both patients and treating professionals may need them later.
• Appointment, check-in and messaging history is retained while your account is active.
• Security and access logs are kept for a limited period for incident investigation.
• If you close your account, we delete or anonymise what we are not required to retain. Records that a center or professional is independently obliged to keep remain with that provider.

10. How we protect it

• Encryption in transit for every request, and encryption of stored credentials and connected-account keys.
• Row-level security on every clinical table, so access is denied by default and granted only by an explicit rule.
• Role separation between patients, professionals, centers, pharmacies, laboratories and administrators.
• Verification of professional and center registration details before clinical features are unlocked.
• Audit trails on prescription issuance, dispensing and record access.

11. Your rights

Write to privacy@medexxa.com and we will respond within 30 days. We may ask you to verify your identity first, because these requests concern health information.

• Access — obtain a copy of the information we hold about you.
• Correction — ask us to fix inaccurate details.
• Export — download your records, including to your own Google Drive.
• Deletion — ask us to close your account and delete what we are not required to keep.
• Withdraw consent — remove a professional's or center's access to your record.
• Object or complain — tell us if you believe your information has been handled wrongly.

12. Children and dependants

A parent or guardian may hold records for a child under their own Medexxa account. Those records are treated with the same protection as any other patient record, and control passes to the individual when they open their own account.

13. Security incidents

If a breach affects your personal or health information, we will investigate immediately, contain it, and notify affected users and any relevant authority without undue delay, telling you what happened and what to do.

14. Changes to this policy

We will post any change on this page and update the date shown at the top. If a change materially affects how health information is used, we will notify you inside the app before it takes effect.

15. Contact us

MeDexxA, Pannipitiya, Sri Lanka. Telephone +94 71 799 7000. Support slmedexxa@gmail.com. Privacy and data requests privacy@medexxa.com.