Privacy Policy

This policy describes how Claridad Health Solutions (“Claridad”, “we”, “us”) processes personal data when operating the ClinicalHIS hospital management platform (the “platform”) for healthcare organisations, and when patients, staff or visitors interact with its portals and public pages. It describes what the system actually does today; where a capability is configurable, we say so.

1. Who we are

Claridad Health Solutions, P.O. Box CT 4835, Cantonments, Accra, Ghana (Company Reg. No. BN099561220). Privacy contact: privacy@clinicalhis.com · Security contact: security@clinicalhis.com.

2. Our role and yours

Your hospital or clinic (the “Controller”) decides why and how patient and staff data is processed in ClinicalHIS. Claridad acts only on the Controller's documented instructions as its data processor (or, for US customers, as Business Associate to the Covered Entity). If you are a patient: your hospital controls your record; this notice tells you how the platform your hospital uses handles it, and your rights run through your hospital (see section 11). If you are a staff member of a hospital using ClinicalHIS: your employer's administrators manage your account and the data in it.

3. Data the platform processes

ClinicalHIS processes the following categories, depending on the modules your organisation uses:

• Registration and admissions: identity fields (name, hospital number, sex, date of birth), contact details, next of kin.
• Clinical care: encounters, vitals, notes, diagnoses, allergies, immunisations, procedures.
• Laboratory: test orders, results, critical-value alerts.
• Pharmacy and prescriptions: medication orders, dispensing records, stock movements.
• Radiology: imaging orders (which carry the patient's name, hospital number, date of birth and sex to the connected radiology system), reports and images.
• Billing and insurance: invoices, payments (processors receive the amount and payer email), insurance claims where configured.
• Staff (HR): employee records, rosters, payroll data.
• Patient portal accounts: login identity, appointment and record access, notification preferences and consent choices.
• Technical and security logs: account activity, IP address, device/browser type, and audit records (including before/after values for changes).

4. What we do not do

We do not sell personal data, and we do not use it for our own marketing or to advertise to patients. There is no external AI provider in the platform: no patient data is sent to any AI service. Public websites use no advertising or analytics trackers.

5. Where data lives (deployment model and residency)

Data ownership first: our preferred models keep the hospital's data on the hospital's own hardware. Tenant-local operation (the default we recommend): the complete platform runs on the hospital's own servers — no hospital patient, clinical, billing or HR data is stored on Claridad-operated servers at all. Hybrid operation (multi-centre hospitals): records stay on hospital-controlled servers forming the hospital's data core, and only the categories the hospital configures to synchronise leave those servers, to destinations documented before activation. EU cloud operation (only at the hospital's request): ClinicalHIS runs on EU infrastructure — servers in Germany/France operated by Contabo GmbH — with the full protections of our DPA.

6. Sharing and sub-processors

Beyond the hospital itself, data is shared only with the sub-processors listed in our public register at /legal/subprocessors — for example EU hosting, messaging channels the hospital configures (WhatsApp/Meta, SMS gateways), payment providers (Paystack, Stripe, Flutterwave), the email gateway, and the clinicalris.com radiology link. Each entry states the purpose, the data disclosed and the location. We give 30 days' notice of changes that alter what is disclosed or where it goes, and the hospital may object. We disclose personal data to authorities only where the law requires it.

7. Notice for patients

Patients most often interact with ClinicalHIS indirectly: a portal account the hospital creates or invites, a result-notification message, a payment link, or a telemedicine consultation. When you use those, the platform processes your login identity, the records your hospital makes available to you, your notification/consent choices, and standard security logs. The health record itself — including who may see it and for how long it is kept — is controlled by your hospital. For anything about your record (a copy, a correction, an objection), contact your hospital; they can action most requests directly in the platform and we assist them behind the scenes. Their privacy notice explains their use of your data; this notice covers the platform.

8. How long data is kept

Retention of health records is set by the hospital under its own legal and clinical obligations, using the platform's retention and export tools. Platform-side: audit and security logs are retained on a rotation (with archived audit history kept up to the platform's 7-year audit policy). If a hospital leaves the platform, its full records remain exportable for 30 days and are then deleted from production systems within 90 days, unless the law requires us to retain something (we would tell the hospital what and why).

9. How we protect data

In transit, all traffic is encrypted with TLS 1.2/1.3 (HSTS enforced). Access uses role-based permissions scoped to each hospital, with multi-factor authentication (authenticator apps or passkeys) enforced for sensitive roles. An append-only, checksum-protected audit trail records clinical and administrative changes. Credentials and MFA secrets are encrypted at field level (AES-256-GCM). Honest limitation: the hosting servers' disks are not currently full-disk encrypted and backups are kept on-site, not off-site — we state this openly, it is a known improvement item, and tenant-local hosting is available as the strictest alternative. Details: /security.

10. If something goes wrong

If a personal-data breach affects the platform, we notify the affected hospital without undue delay and no later than 48 hours after becoming aware, with what happened, what data is involved and what we are doing — early enough for the hospital to meet its own regulator deadlines (such as a 72-hour supervisory notification).

11. Your rights

Patients: exercise rights (access, rectification, erasure, restriction, portability, objection) through your hospital — they are the controller and can action requests directly in the platform. Staff: contact your employer's administrators. Hospitals can involve us at privacy@clinicalhis.com for assistance at any time. You may also complain to your data-protection authority — in Ghana, the Data Protection Commission (Act 843); the platform's country annexes (Nigeria NDPA 2023, EU/UK GDPR) carry equivalent rights where they apply.

12. Changes to this policy

We update this policy when the platform's data handling changes. Material changes are announced on this page and, where they affect hospitals' obligations, flagged through the DPA change process at /legal/dpa.

13. Contact

Claridad Health Solutions · P.O. Box CT 4835, Cantonments, Accra, Ghana · Reg. No. BN099561220 · privacy@clinicalhis.com · security@clinicalhis.com.