Privacy Policy

AO Carepilot ("CarePilot", "we", "us") is the data controller responsible for personal data processed through our AI healthcare triage and doctor-matching platform (the "Service").

This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the Nigeria Data Protection Act 2023 (NDPA), the Nigeria Data Protection Regulation 2019 (NDPR), and guidance issued by the Nigeria Data Protection Commission (NDPC).

Contact: privacy@aocarepilot.com

This policy applies to:

• Patients using symptom chat, recommendations, and doctor connections
• Doctors provisioned on the platform
• Administrators managing the Service
• Visitors to our website and authentication pages

By using the Service, you acknowledge this policy and our Terms of Service.

Account and identity data: name, email address, password (stored in hashed form), profile photo, role, onboarding status, and account timestamps.

Patient health profile data: date of birth, gender, phone number, allergies, existing medical conditions, and current medications.

Symptom and chat data: messages you send in AI chat sessions, session titles, detected symptoms, symptom summaries, urgency assessments, and AI-generated recommendations (including suggested medications and follow-up advice).

Connection and referral data: doctor connection requests, priority levels, optional messages to doctors, connection status, and alerts sent to doctors.

Doctor profile data (for healthcare providers): professional title, specialization, expertise keywords, licence information, hospital, location, bio, availability flags, and contact details.

Technical and security data: authentication session tokens, IP address, browser user agent, device information, and logs needed to secure and operate the Service.

Some data you provide (health profile, symptoms, chat content) may constitute sensitive personal data under Nigerian law. We process it only with your consent and as necessary to deliver the Service.

• Directly from you — registration, onboarding, profile updates, chat messages, and connection requests
• Automatically — session cookies, authentication tokens, and server logs when you use the Service
• From administrators — when provisioning doctor accounts
• From AI processing — structured outputs derived from your chat inputs (symptoms, urgency, recommendations)

Under NDPA/NDPR, we rely on the following bases:

• Consent — for health profile data, symptom chat, AI analysis, and sharing information with doctors you choose to connect with
• Contract — to create and manage your account and deliver requested features
• Legal obligation — where we must retain or disclose data to comply with Nigerian law
• Legitimate interests — to secure the platform, prevent fraud, and improve service quality, balanced against your rights

You may withdraw consent for optional processing where applicable by contacting us or deleting relevant profile data, subject to legal and contractual retention requirements.

• Provide AI symptom triage chat and generate educational recommendations
• Match you with relevant doctors based on symptoms and expertise
• Notify doctors when you request a connection, including symptom summaries
• Maintain your health profile and allergy safety checks during AI interactions
• Authenticate users and enforce role-based access
• Send service-related communications (account, security, legal updates)
• Monitor, audit, and improve platform performance and safety
• Comply with legal requests and protect rights, safety, and security

We do not sell your personal data. We do not use your health data for unrelated advertising.

Chat messages and profile data may be processed by third-party AI providers to generate responses, detect symptoms, assign urgency levels, and suggest doctor matches. We configure these services to process data only for CarePilot functionality and require appropriate contractual safeguards where data may be processed outside Nigeria.

AI outputs are stored in our database (chat messages, recommendations, doctor match records) so you can review history and so doctors receive accurate summaries when you connect.

We may share personal data with:

• Doctors you connect with — symptom summaries, priority level, and relevant profile information needed for follow-up
• Infrastructure providers — cloud hosting, database, and email delivery services acting as data processors
• AI service providers — for chat and analysis, under data processing agreements
• Regulators or law enforcement — when required by valid Nigerian legal process
• Professional advisers — lawyers or auditors bound by confidentiality, where necessary

Doctor profiles marked as publicly visible may appear in doctor directory listings with professional information only (not patient data).

Your data is primarily stored and processed in Nigeria. Where we or our processors transfer data outside Nigeria, we implement appropriate safeguards required under NDPA/NDPR, such as standard contractual clauses, adequacy decisions, or your explicit consent where applicable.

• Account data — retained while your account is active and for a reasonable period after deletion to resolve disputes and meet legal obligations
• Chat and health data — retained while your account is active unless you request deletion, subject to limits below
• Connection and alert records — retained as needed for care coordination, audit, and legal compliance
• Security logs — typically retained for up to 12 months unless longer retention is required for investigations

We may anonymise or aggregate data for analytics and service improvement where individuals can no longer be identified.

We implement technical and organisational measures appropriate to the sensitivity of health data, including:

• Encrypted connections (HTTPS/TLS) for data in transit
• Hashed password storage and session-based authentication with HTTP-only cookies
• Role-based access controls so users access only their own data (except authorised admins and connected doctors)
• Database access restrictions and audit logging
• Vendor due diligence for subprocessors handling personal data

No system is completely secure. Please use a strong password and notify us promptly of any suspected unauthorised access.

Subject to applicable law, Nigerian data subjects have the right to:

• Be informed about how your data is processed (this policy)
• Access a copy of personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of data where there is no compelling reason to continue processing
• Restrict or object to certain processing
• Data portability — receive your data in a structured, commonly used format where technically feasible
• Withdraw consent at any time for processing based on consent
• Lodge a complaint with the Nigeria Data Protection Commission (NDPC)

To exercise your rights, email privacy@aocarepilot.com. We will respond within the timeframe required by NDPA/NDPR (generally within one month, extendable where permitted). We may need to verify your identity before fulfilling requests.

We use essential cookies and similar technologies to maintain your login session and secure the Service. These are necessary for the platform to function and do not require separate consent under typical NDPR interpretations for strictly necessary cookies.

If we introduce optional analytics or marketing cookies in the future, we will update this policy and request consent where required.

The Service is not directed at children under 18. We do not knowingly collect personal data from children without appropriate parental or guardian authority. Contact us if you believe we have collected a child's data without proper consent.

If a personal data breach is likely to result in risk to your rights and freedoms, we will notify the NDPC and affected individuals as required under NDPA/NDPR, without undue delay and within statutory timeframes.

We may update this Privacy Policy to reflect legal, technical, or business changes. Material updates will be posted on this page with a revised "Last updated" date. Where required, we will seek renewed consent for significant changes to sensitive data processing.

Data controller: AO Carepilot
Email: privacy@aocarepilot.com

You may also contact the Nigeria Data Protection Commission (NDPC) if you are unsatisfied with our response to a privacy concern: ndpc.gov.ng.