SmartLead Care SmartLead Care

Privacy Policy

Effective date: October 2026

SmartLead Care (“SmartLead Care”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains what information we collect through our website, how we use it, where it may be stored and the choices available to you.

1. Who we are

SmartLead Care provides website, enquiry-management, CRM setup, lead follow-up and related digital support services to clinics and healthcare or wellness businesses.

Business details

2. Information we collect

When you submit a lead-process audit request, contact form or service enquiry, we may collect:

  • Your name
  • Clinic or business name
  • Clinic type
  • Phone or WhatsApp number
  • Work email address
  • City or location
  • Clinic website
  • Service interest
  • Current enquiry sources
  • Main business or follow-up challenge
  • Consent to be contacted
  • Page URL from which the form was submitted
  • UTM source, medium and campaign information
  • Date and time of submission
  • Basic technical information, such as browser, device or IP-related security logs, where available

Our general audit and contact forms are intended for doctors, clinic managers, business owners and authorized representatives. They are not intended for collecting detailed patient medical records.

Please do not submit prescriptions, diagnostic reports, medical histories, photographs of medical conditions, treatment records, payment-card information or other sensitive medical information through a general enquiry form.

3. How we collect information

We may collect information when you:

  • Submit a form on our website
  • Request a free lead-process audit
  • Contact us by email, phone or WhatsApp
  • Request a proposal or purchase a service
  • Communicate with us during service delivery
  • Visit our website and interact with permitted analytics or marketing tools

Some information, including the page URL and UTM campaign values, may be collected automatically when you submit a website form.

4. How we use your information

We may use the information collected to:

  • Respond to your enquiry
  • Conduct the requested lead-process audit
  • Understand your clinic’s current enquiry workflow
  • Recommend relevant SmartLead Care services
  • Create and manage a CRM contact or deal
  • Contact you by phone, email or WhatsApp where you have requested or permitted such contact
  • Prepare proposals, quotations and service documentation
  • Deliver and support purchased services
  • Maintain business and accounting records
  • Improve our website, forms and services
  • Measure marketing-source performance
  • Detect spam, misuse, fraud or security incidents
  • Meet applicable legal and regulatory requirements

We will not use information submitted through the audit form to provide medical advice or make medical decisions.

5. Consent and communication

When you select the consent checkbox and submit a form, you authorize SmartLead Care to contact you regarding the requested audit, enquiry or relevant service.

You may withdraw your consent for future marketing communication at any time by:

Withdrawal of consent will not affect processing that was lawfully completed before the withdrawal. We may retain limited information where required for legal, accounting, security or dispute-resolution purposes.

6. CRM and service providers

Website enquiries may be transferred to HubSpot CRM, where a contact record and business opportunity may be created.

We may also use third-party providers for:

  • Website hosting and WordPress services
  • CRM and customer communication
  • Business email delivery
  • Form security and spam prevention
  • Website analytics, if enabled
  • Data backup and technical support
  • Payment and invoicing services, where applicable

These providers may process information on our behalf according to their own infrastructure, security arrangements and privacy terms.

Some providers may store or process information outside India. Where applicable, we take reasonable steps to use established service providers and appropriate contractual or security safeguards.

7. Cookies and analytics

Our website may use essential cookies required for security, form functionality and basic website operation.

If analytics, advertising pixels or non-essential tracking technologies are enabled, visitors should be shown an appropriate cookie notice or consent mechanism before non-essential cookies are activated, where required.

You can control cookies through your browser settings. Disabling certain cookies may affect parts of the website.

8. How we share information

We do not sell personal information.

We may share limited information with:

  • Authorized SmartLead Care personnel
  • CRM, hosting, email and technical service providers
  • Professional advisers such as accountants, lawyers or auditors
  • Government or regulatory authorities where disclosure is legally required
  • A successor organization in connection with a lawful merger, acquisition or business transfer

Information is shared only where reasonably required for the stated purpose.

9. Data retention

We retain personal information only for as long as reasonably necessary to:

  • Respond to enquiries
  • Maintain an active business relationship
  • Deliver contracted services
  • Maintain required business, tax or accounting records
  • Resolve complaints or disputes
  • Protect the website and business from fraud or misuse
  • Comply with applicable law

Information that is no longer required may be deleted, anonymized or securely archived, subject to technical and legal limitations.

10. Data security

We use reasonable administrative and technical measures to protect information, including:

  • Restricted account access
  • Password and access-control practices
  • Server-side handling of CRM credentials
  • HTTPS encryption where supported
  • Reputable hosting and CRM providers
  • Software updates and security monitoring
  • Limited access based on business requirements

However, no website, email service, CRM or internet transmission can be guaranteed to be completely secure.

11. Your choices and rights

Subject to applicable law, you may request:

  • Confirmation of whether we hold your personal information
  • Access to information associated with you
  • Correction of inaccurate or incomplete information
  • Deletion or erasure of information no longer required
  • Withdrawal of consent for future communication
  • Details of the types of service providers involved in processing
  • Review of a privacy-related grievance

We may need to verify your identity before completing a request. Certain information may be retained where required by law or for legitimate security, accounting or dispute-resolution purposes.

12. Children’s information

SmartLead Care’s website and business audit services are intended for adults and authorized business representatives. We do not knowingly invite children to submit personal information through our business enquiry forms.

13. Third-party links

Our website may contain links to third-party websites, platforms or communication services. Their privacy practices are governed by their own policies, and SmartLead Care is not responsible for third-party websites outside our control.

14. Changes to this policy

We may update this Privacy Policy when our services, technology or legal obligations change. The revised version will be posted on this page with an updated effective date.

15. Analytics

We may use Google Analytics to understand how visitors use our website, including pages visited, device type, approximate location, traffic source and interactions with website features.

We do not intentionally send names, phone numbers, email addresses or medical information to Google Analytics.

Analytics data is used to improve website performance, content and marketing effectiveness. Where required, analytics technologies are activated only after the visitor provides the appropriate consent.

16. Privacy questions and grievances

For privacy questions, correction or deletion requests, consent withdrawal or complaints, contact:

Privacy contact / Grievance contact
Name: Ganesh Vishwakarma
Email: support@smartleadcare.com
Phone: +91-9583708587
Address: Ranchi, Jharkhand, India

Please include enough information for us to identify the relevant enquiry and understand your request.