Privacy Policy

1. Introduction

EaseQMS is the Quality Management System (QMS) offered by EaseOps, a product operated by Moonwyre Software Private Limited (collectively "EaseQMS", "EaseOps", "we", "us", or "our"). We provide an AI-powered hospital operations platform that helps healthcare providers streamline workflows, manage quality and compliance, and improve patient experience. We are committed to protecting the privacy and security of the personal information entrusted to us.

This Privacy Policy applies to information we collect through our web and mobile applications, our website at easeops.io, and any related services (collectively, the "Services"). By using the Services, you agree to the collection and use of information in accordance with this Policy.

2. Information We Collect

We collect the following categories of information:

• Account information — such as your name, email address, phone number, organisation name, role, and login credentials when you register or are provisioned an account.
• Operational data — content you and your organisation create or upload while using the Services, such as checklists, audits, documents, tasks, meeting minutes, and quality-management records.
• Usage data — information about how you interact with the Services, including pages viewed, features used, device and browser type, IP address, and timestamps.
• Communications — information you provide when you contact us for support, sales, or feedback.

We do not intend to collect sensitive patient health records through the EaseOps platform. Where any operational data may relate to individuals, it is processed on behalf of the healthcare organisation that controls it.

3. Google User Data and the Meeting Minutes Feature

EaseQMS offers a Meeting Minutes feature that helps healthcare teams capture, generate, and store minutes for committee meetings, quality reviews, and other operational meetings. To provide this feature, EaseQMS may request access to your Google account.

When you authorise the Meeting Minutes feature, we request access only to the Google data necessary to deliver it, which may include:

• Google Calendar — to read meeting details (such as title, time, and attendees) so that minutes can be associated with the correct meeting;
• Google Meet / meeting content — to access meeting recordings, transcripts, or notes that you choose to bring into EaseOps for the purpose of generating minutes;
• Google Drive — limited access to specific files you select or that the feature creates, so that generated minutes can be read or saved.

We use this Google data solely to generate, format, and store meeting minutes within your organisation's QMS and to provide related functionality that you request. We do not use Google user data to train generalised or non-personalised artificial intelligence or machine learning models, we do not use it for advertising, and we do not sell it or transfer it to third parties except as needed to provide the feature or as required by law.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. You may revoke EaseOps' access to your Google account at any time through your Google Account security settings.

4. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Services;
• Authenticate users and secure accounts;
• Respond to enquiries and provide customer support;
• Improve, personalise, and develop new features;
• Monitor usage and detect, prevent, and address technical or security issues;
• Comply with legal obligations.

5. How We Share Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Within your organisation — operational data is accessible to authorised users of the organisation that owns the account.
• Service providers — with trusted third parties who perform services on our behalf (such as cloud hosting and analytics) under confidentiality obligations.
• Legal requirements — where required to comply with applicable law, regulation, legal process, or enforceable governmental request.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

6. Analytics, Cookies and Session Recording

This section applies to our public website at easeops.io rather than to the EaseQMS platform. We use PostHog, a product analytics platform, to understand how visitors find and use the site. PostHog is configured so that the data it collects is stored in the European Union.

Through it we collect:

• Page and navigation data — pages viewed, links and buttons clicked, text copied from a page, how far down a page you read, the site that referred you, and any search or campaign parameters in the address that brought you here;
• Device and performance data — browser, operating system, screen size, an approximate location inferred from your IP address, and measurements of how quickly pages loaded and responded;
• Session recordings — a reconstruction of how pages rendered and how a visit moved through them, which we use to find broken layouts and journeys. Anything typed into a form field is masked in your browser before the recording is sent and is never recorded;
• Error reports — details of errors the site encountered in your browser, so that we can fix them.

PostHog stores a first-party cookie and a local-storage entry in your browser so that a returning visit can be recognised as the same visit. We do not use any of this for advertising, we do not sell it, and we do not build a profile that identifies you by name from website analytics — website visitors are recorded anonymously.

If your browser sends a "Do Not Track" signal, the site honours it and collects none of the above. You can also block or clear these cookies in your browser settings, or browse in a private window; the site works normally either way. PostHog's own handling of the data is described in the PostHog privacy policy.

7. Data Security

We implement appropriate technical and organisational measures designed to protect your information against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit, access controls, and regular security reviews. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain personal information for as long as necessary to provide the Services and fulfil the purposes described in this Policy, unless a longer retention period is required or permitted by law. When information is no longer needed, we take reasonable steps to delete or anonymise it.

9. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, update, or delete your personal information, or to object to or restrict certain processing. To exercise these rights, please contact us using the details below. Where EaseOps processes data on behalf of a healthcare organisation, requests should generally be directed to that organisation.

10. Children's Privacy

The Services are intended for use by healthcare organisations and their staff and are not directed at children. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes will be communicated through the Services or by other appropriate means.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Moonwyre Software Private Limited
Electronic City Phase 1, Bangalore, Karnataka, India
Email: enquiry@easeops.io
Phone: +91-9993-278-227