DATA RETENTION & DATA LIFECYCLE POLICY
Version 2.1 · Effective from 11.10.2026 · Last updated 11.10.2026
1. About this Policy
This document is issued by AVDAUSON HEALTHTECH PRIVATE LIMITED, a company incorporated under the Companies Act, 2013 (the "Company", "we", "us" or "our"). The Company owns and operates the "Aarog" / "Aarog Health Records" mobile applications and the website www.aaroghealthrecords.com (together, "Aarog"). "Aarog" is a brand of the Company and is not a separate legal entity.
This Policy explains how long we keep personal data, including health information, and how we delete it. It applies to all personal data processed through Aarog, including data about family members. It should be read with our Privacy Notice and Account Deletion Policy.
2. Our principles
- We keep personal data only as long as it is needed for the purpose for which it was collected, or as long as the law requires.
- When that period ends, we erase the data or irreversibly de-identify it.
- Your records stay under your control: you can delete any record at any time.
- We do not keep data "just in case".
3. How long we keep each type of data
| Data | While your account is active | After deletion, withdrawal or account closure | Why |
|---|---|---|---|
| Account details (name, mobile, email, date of birth) | Kept | Erased from live systems within 30 days | Needed to run your account |
| Health records, AI results, vitals, medicines, reminders, notes | Until you delete them | Erased from live systems within 30 days and from backups within 90 days | Needed to provide the service |
| Family member and child profiles | Until deleted or consent is withdrawn | Same as health records | Needed to provide the service |
| Medical ID and emergency contacts | Until you delete them | Same as health records | Needed for the feature |
| Shared links and Doctor QR codes | Until they expire (default 24 hours, maximum 7 days) or you revoke them | Revoked immediately | Limit access to what you chose |
| Copies held by our AI provider | Up to 30 days for abuse monitoring (longer only if the law requires) | Deleted by the provider | Our contract with OpenAI |
| Security, access and audit logs | 1 year on a rolling basis, stored in India | 1 year from creation | CERT-In Directions (180 days in India) and the Digital Personal Data Protection Rules, 2025 (1 year) |
| Consent and withdrawal records | Life of the account | 3 years after closure | To show what you agreed to |
| Support and grievance records | Kept | 3 years after closure | To handle follow-ups and legal claims |
| Invoices and payment records | Kept | 8 financial years | Companies Act, 2013 and GST law |
| Encrypted backups | Rolling backup cycle | Deleted data overwritten within 90 days | Disaster recovery |
4. Inactive accounts
If you do not log in to Aarog for 3 years, we will treat your account as inactive. We will notify you at least 30 days and again 48 hours before erasing it, by SMS, email or app notification. If you log in or reply before the date given, your account will stay active.
5. Backups
We keep encrypted backups only for disaster recovery and business continuity. Backups are not used for day-to-day access. Data you have deleted is not restored from a backup except to recover from a disaster, and if that happens it is deleted again as soon as the recovery is complete.
6. Legal hold
If we receive a court order, a lawful request from an authorised agency, or notice of a legal claim or investigation, we may keep the relevant data for longer than the periods above, only for as long as the matter requires. We will tell you where the law allows.
7. De-identification
Where we keep statistics, we use data that has been irreversibly de-identified so that no person can be identified from it. We do not try to re-identify anyone, and we do not use de-identified health data to train AI models or for research without your separate consent.
8. How we destroy data
When data reaches the end of its retention period, we erase it using methods suited to the storage involved, such as cryptographic erasure (destroying the encryption keys) or secure overwriting, in line with recognised standards such as NIST SP 800-88. Our service providers are required by contract to do the same.
9. Your role
- You can delete any record at any time in the app.
- Before deleting your account, please download any records you want to keep.
- We recommend keeping your own copies of important medical documents.
10. Changes to this Policy
We may update this Policy. We will tell you in the app at least 15 days before a material change takes effect.
Grievance Officer and contact
If you have a question, complaint or request about this document or about your personal data, please contact our Grievance Officer:
- Name: Mr. Arpan Gupta
- Designation: Grievance Officer, AVDAUSON HEALTHTECH PRIVATE LIMITED
- Email: support@aaroghealthrecords.com (please write "Grievance" in the subject line)
- Phone: +91 98781 23696 (Monday to Saturday, 10:00 a.m. to 6:00 p.m. IST, except public holidays)
- Registered office: AVDAUSON HEALTHTECH PRIVATE LIMITED, 206, Tower 6, Millenium Garden, Zirakpur, Punjab 140603, India
How we handle your grievance. We will acknowledge your grievance within 24 hours and give you a ticket number. We will resolve it within 15 days of receipt. If a law that applies to your grievance sets a shorter period, we will follow that period. If we need more information from you, we will ask within 3 working days.
If you are not satisfied. You may ask for a review by our founder, Mr. Anurag Verma, by writing to support@aaroghealthrecords.com with "Review request" in the subject line. After using this grievance mechanism, you may approach the Data Protection Board of India under the Digital Personal Data Protection Act, 2023, once the relevant provisions are in force. You may also use any other remedy available to you under law, including the Consumer Disputes Redressal Commissions.
Our full Grievance Redressal Policy is available at www.aaroghealthrecords.com/grievance.
Questions about this policy? Contact us.