Privacy Policy

01Information we collect

The Fordawn website (fordawn.io) has no accounts and no advertising cookies. The only cookie we set is an analytics cookie that counts visits, and in the EEA, the UK, Switzerland and Quebec we set none at all. The Website analytics section lists everything it records. Nothing you do while reading these pages is profiled, sold, or used to advertise to you.

We hold information only when you choose to give it to us:

• Through our contact form or by email - your name, email address, phone number, organisation and whatever you write to us, including a CV if you are applying for a role. If we meet you at an event, a member of our team may fill in the same form for you, with your agreement.
• On WhatsApp - your name as it appears on WhatsApp, your phone number, the messages and files exchanged with us, and notes our team keeps about your enquiry.
• On the MediFlow launch list - if you ask to be told when MediFlow opens: your name, your hospital’s name, your email address, your city, the plan you are interested in, your phone number if you choose to give it, and a record of your agreement. The MediFlow launch list section below explains the rest.

Separately, our hosting provider keeps standard server logs (IP address, browser type, page requested, timestamp) for security and reliability. These are not used to identify or track individuals.

02Website analytics

We use Google Analytics 4, a service provided by Google, to understand which pages people read and how they found us. It is how we learn that a case study is worth writing, or that nobody can find the contact page. Google acts as our processor for this and receives only what this section lists.

What it records:

• The pages you visit, in what order, and how long the visit lasted.
• How you arrived, whether from a search engine, a link on another site or a direct visit, and the search terms where the search engine shares them.
• Your approximate location, worked out from your IP address as a country, region or city. Google states that it does not log or store the IP address itself when collecting Analytics data.
• Your device and browser: type, screen size, operating system, language.
• How quickly each page loaded and responded on your device, as timings in milliseconds, so we can see whether the site is slow for real visitors.
• A randomly generated number, stored in a cookie set by this site, so that two page views a minute apart are counted as one visit rather than two. It is not your name, it is not linked to anything you have told us, and it tells us nothing about you beyond this website.

What it never records: your name, your email address, your phone number, or anything you type into a form. When you send us an enquiry we count that a form was sent and which subject you chose. The contents come to us by email and to our own records, never to Google. When you tap a link to message or call us on WhatsApp or by phone, we count the tap and where on the page the link was. Nothing about you goes with it.

If you are in the European Economic Area, the United Kingdom, Switzerland or Quebec, no cookie is set and no identifier is stored on your device at all. Your visit is counted and then forgotten. We would rather give up the detail than ask you to dismiss a consent banner.

We keep this data for no more than 14 months, which is the longest Google Analytics allows on the free plan, and then it is deleted. If you would rather not be counted at all, Google publishes a browser add-on that switches Analytics off everywhere. Blocking cookies in your browser stops the cookie but not the count: your visit still registers, and two page views can no longer be linked.

03WhatsApp

Our WhatsApp Business number is how we talk to people who have asked about our work: to answer your enquiry, run a demonstration you asked for, and follow up on them.

• We message you first only about something you asked us for - your enquiry, a demo or a quote. WhatsApp only lets us start a conversation with an approved message, and we use that only for your own enquiry.
• Offers and news only if you say yes. We will ask you once, in the chat, with a Yes and a No button, and we keep a record of your answer and the words we showed you. An enquiry on its own never puts you on a marketing list.
• Stop at any time. Reply STOP and we stop messaging you, immediately and permanently. Tap Stop promotions on any offer to stop offers only. You can also tell us by phone, email or in person, and we will record it the same way.
• Real people read it. Our team sees the conversation to help you, and may keep short internal notes about your enquiry. You can ask to see them.
• Demonstrations use sample data. Please do not send real patient, medical, financial or confidential information into a demo or a chat.
• How long we keep it. A conversation is kept while we are working on your enquiry, and deleted once it has been quiet for 90 days after that ends. Records of what you agreed to, and of any request to stop, are kept for as long as we need to prove we honoured them.

Messages travel over the WhatsApp Business Platform, operated by Meta, so your use of WhatsApp is also subject to WhatsApp’s Privacy Policy.

04The MediFlow launch list and email

MediFlow is our hospital software. Some plans open on 7 November 2026. On the MediFlow pages you can ask to be told when a plan opens. This is not an order and it is not a booking. You pay nothing.

• What we ask for. Your name, your hospital’s name, your email address, your city, the plan you are interested in, and optionally your phone number. One box, which starts unticked, reads: “Send me emails about the MediFlow launch. I can stop them at any time.”
• What we send. A confirmation email at once. It says: “This email confirms that you opted in to the MediFlow launch notification. MediFlow opens on 7 November 2026. On that day we will send you an email with the link to start. Nothing is charged. Every email has a Stop these emails link.” Both emails are about MediFlow and nothing else.
• What we count. How many people opened the form, signed up, confirmed, opened the launch email and then started a hospital account, by plan, city and day. We use the totals to see whether the pages work. The totals do not name anyone.
• Stop at any time. Every email has a Stop these emails link that works in one click. After you stop them we keep only a record of your address, stored as a hashed code with no name, no hospital and no other detail, for as long as MediFlow sends launch or marketing emails, so that we honour your choice.
• How long we keep it. We keep your details for 3 months after the launch email, then delete them. You can ask us to delete them sooner.

We keep a record of what you agreed to: the words we showed you, the time and the page. We need it to show that we did what you asked.

05Hospitals and patients who use MediFlow

Fordawn is a software company. We build custom software for businesses, and we make one product of our own, MediFlow. The two roles below are different, and this policy covers only the first.

• Information about people who visit our site, join the launch list or contact us. We decide why and how this is used. This policy applies.
• Information that a hospital keeps in MediFlow about its patients and staff. The hospital decides what is collected and why. We store and process it only on the hospital’s instructions, under a written agreement with the hospital. We do not use it for our own marketing, we do not sell it, and we do not use it to advertise to anyone.

If you are a patient or a member of staff at a hospital that uses MediFlow, ask the hospital for its privacy notice and send your request to the hospital. The hospital answers it. If you send it to us, we pass it on to the hospital and tell you that we did. MediFlow’s own privacy policy, for hospitals that open an account, is at mediflow.fordawn.io/privacy.

06Facebook and Instagram

We run a Facebook Page and an Instagram account for Fordawn Innovations, and we manage them from our own internal tools through Meta’s official interfaces. Two things happen there that involve other people’s information.

Messages and comments sent to our accounts. When you comment on one of our posts or message us, our team can read it in our tools so that we can answer you. We do not copy your comments or messages into a separate database. We keep a record that we replied and what we wrote, in our activity log.

Hashtag research. To plan our own posts, our team may look up an Instagram hashtag. Meta then returns a small sample of public posts that use it. For each post we keep only its public link, its type, when it was posted, the number of likes and comments, and the other hashtags in its caption. We do not ask for, and do not keep, usernames, profile pictures or any other detail about the people who posted.

• The saved posts are deleted automatically within two days. Only totals remain, such as a median number of likes, and they cannot identify a post or its author.
• Only Fordawn staff with a marketing role can see them.
• We never contact the people who posted, never combine the sample with other information to identify anyone, and never use it for advertising or profiling.

If something you wrote to our Page or account should be removed from our records, ask us using the contacts under “Deleting your data” below. The platforms keep their own copies under their own policies, so you can also delete a comment or message of your own on Facebook or Instagram directly.

07How we use your information

• To reply to your enquiry and follow it up
• To run and follow up on a demonstration you asked for
• To send offers and news on WhatsApp, only if you have said yes
• To consider your application, if you sent us a CV
• To confirm your place on the MediFlow launch list and tell you when your plan opens
• To count how the MediFlow pages are used, as totals that do not name anyone
• To answer comments and messages sent to our Facebook Page and Instagram account
• To plan our own posts, using public Instagram hashtag samples as described above
• To keep our own systems secure and working

08What we never do

• Sell, rent or trade your information
• Use it for advertising, retargeting or profiling
• Add you to a marketing list because you enquired about something
• Send you offers you did not agree to, or message you after you replied STOP
• Email you after you unsubscribe from the MediFlow launch list
• Use a hospital’s patient or staff records in MediFlow for our own marketing

09Who we share it with

Only the service providers needed to operate, and only for that purpose. Today those are our website host and database provider, our email provider, Google for website analytics, and Meta for WhatsApp messaging and for our Facebook Page and Instagram account. Each processes the information on our instructions and is bound by its own obligations.

We also disclose information where the law requires it. Nothing else, and never for anyone else’s marketing.

10Retention and security

We keep information only as long as it serves the reason you gave it to us, plus any period the law requires. A WhatsApp conversation is deleted once it has been quiet for 90 days after your enquiry ends, analytics records after no more than 14 months, MediFlow launch list details 3 months after the launch email if you have not started a hospital account, and saved Instagram hashtag samples within two days. Access is limited to the people at Fordawn who need it, and everything is held in access-controlled systems.

11Deleting your data

You can ask us to delete everything we hold about you, at any time, without giving a reason. There is no form to fill in:

• Email contact@fordawn.io with the subject “Data deletion request”, or
• Reply DELETE to any WhatsApp message from our number.

Tell us the email address or phone number you used so we can find the right records. We confirm within 30 days and delete everything except anything we are legally required to retain, which we will name explicitly if it applies.

12Your rights

You may ask what we hold about you and who we shared it with. You may have it corrected, completed, updated or erased. You may withdraw consent for us to contact you at any time. Withdrawing consent is as easy as giving it: one message saying so is enough, and we stop.

You may also nominate someone to exercise these rights on your behalf if you die or become unable to act for yourself. Tell us who, in writing, and we will record it.

Email our Grievance Officer, Rahul Ram, at rahul.ram@fordawn.io and we will act on it. If you are in India these rights sit alongside the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023. The Rules under the 2023 Act apply in full from May 2027, and we are working to them now.

13Grievance Officer

If you are unhappy with how we have handled your information, raise it with our Grievance Officer. We answer every complaint, and we will tell you what we did about it.

• Grievance Officer - Rahul Ram, Fordawn Innovations Private Limited, Salem, Tamil Nadu, India.
• Email - rahul.ram@fordawn.io

If we have not resolved it to your satisfaction, you may complain to the Data Protection Board of India, which hears complaints under the Digital Personal Data Protection Act, 2023. You do not need our permission to do so, and we will not treat a complaint as a reason to stop dealing with you.

14If there is a data breach

If a security incident exposes information about you, we will tell you without waiting to be asked. We will say what happened, what was exposed, what we have done about it, and what you can do, in plain language. We will also report it to the Data Protection Board of India as the law requires. We would rather tell you about a small incident than have you learn about a large one from somebody else.

15Children’s data

This website, the MediFlow launch list and our demonstrations are meant for businesses and are not directed at children. We do not knowingly collect information from anyone under 18. If you believe a child has sent us information, tell us and we will delete it. A hospital that uses MediFlow decides how it records and protects its young patients’ records, as the law requires of the hospital.

16Changes to this policy

If this policy changes we update the date at the top of the page. Material changes to how we handle information will be described here rather than made quietly.

17Contact