This Privacy Notice for HemaSync ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"). HemaSync is a hematology workflow product developed under the Vanthilium brand. Vanthilium is the parent brand and independent software venture under which HemaSync is developed. Umesh Krishna Sureshbabu is the individual operator responsible for decisions concerning the processing of personal information described in this Privacy Notice.
- Download and use our mobile application (Hemasync), or any other application of ours that links to this Privacy Notice
- Engage with us in other related ways, including any marketing or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@hemasync.com.
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
Do we process any sensitive personal information? Some of the information may be considered "special" or "sensitive" in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.
Do we collect any information from third parties? Yes. When you use a supported third-party sign-in service, we receive account and profile information from that provider to register or authenticate your HemaSync account.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.
In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties. Learn more about when and with whom we share your personal information.
How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.
What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.
How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
- phone numbers
- email addresses
Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:
- health data
Sign-In Data. If you sign in with Google or Apple, we receive the name, e-mail address and profile picture that the provider shares with us according to your settings there. We do not receive contacts or friends lists. If you use Apple's Hide My Email, we receive Apple's relayed e-mail address instead. See "HOW DO WE HANDLE YOUR SOCIAL LOGINS?" below.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information: your device type, operating system, app language, screen size, an approximate region that Google estimates from your internet connection, and information about how you use our Services (usage and error events). This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
Google API
Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
- To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
- To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see "WHAT ARE YOUR PRIVACY RIGHTS?" below.
- To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
- To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience.
- To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
Differential Counting & Patient Privacy
When you are signed in, every case you save is stored in HemaSync Cloud (Google Firebase, on Google Cloud servers in Singapore) under your account, on every device where you sign in. There is no setting to keep a signed-in user's cases only on the device. Patient names and direct medical record identifiers are never transmitted to third-party advertising networks. Each case in HemaSync Cloud includes the cell counts, the specimen type, the case name and notes exactly as you typed them, the pathologist and lab names from your profile, and the date it was saved. A copy is also kept on your device so you can keep working offline. If you save or delete a case while offline, the change is kept on your device and sent to HemaSync Cloud automatically when you are back online. Cases stay in HemaSync Cloud until you delete them: delete a single case in Saved Cases, or delete your account in Settings → Delete Account, which permanently deletes all your cases from HemaSync Cloud. When you request an AI analysis, the cell counts, specimen type and notes you submit are sent to our server and processed by Google Gemini, Google's AI service. Gemini does not receive the case name or your account details. Do not enter patient names or identifiers in the notes.
Optional De-Identified Research Contribution
Users may optionally choose to contribute de-identified hematology data for hematology research. Research contribution is strictly opt-in (default OFF) on every platform and can be enabled or disabled at any time in Settings → Privacy; when it is off, nothing is sent for research. Only completed 100-, 200- or 500-cell counts are sent, and only those from peripheral blood or bone marrow smears are kept. When enabled, research contributions contain only cell counts, the specimen type, the app version, whether an AI analysis was used, the date the contribution was received and a country field (current versions of the app always send "Unknown"), without patient names, MRNs, notes, AI analysis text, or persistent user identifiers. Anonymous statistics from cases saved to HemaSync Cloud (specimen type, cell percentages, whether an AI analysis was used and the date) are stored only if you have turned research contribution on.
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ("third parties") who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.
The categories of third parties we may share personal information with are as follows:
- Ad Networks
- Data Analytics Services
We also may need to share your personal information in the following situations:
- Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
4. WHAT IS OUR STANCE ON THIRD-PARTY WEBSITES?
In Short: We are not responsible for the safety of any information that you share with third parties that we may link to or who advertise on our Services, but are not affiliated with our Services.
The Services may link to third-party websites, online services, or mobile applications and/or contain advertisements from third parties that are not affiliated with us and which may link to other websites, services, or applications. Accordingly, we do not make any guarantee regarding any such third parties, and we will not be liable for any loss or damage caused by the use of such third-party websites, services, or applications. The inclusion of a link towards a third-party website, service, or application does not imply an endorsement by us. We cannot guarantee the safety and privacy of data you provide to any third-party websites. Any data collected by third parties is not covered by this Privacy Notice. We are not responsible for the content or privacy and security practices and policies of any third parties, including other websites, services, or applications that may be linked to or from the Services. You should review the policies of such third parties and contact them directly to respond to your questions.
5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
This website uses Google Analytics 4 for aggregate usage statistics (only if you allow analytics) and Cloudflare Web Analytics for cookieless page statistics, as described in "Google Analytics 4" and "Cloudflare Web Analytics" below. The Android app shows ads through Google AdMob, which may use your device's advertising ID as described in "Advertising and Tracking" below. HemaSync does not run retargeting or remarketing campaigns, has no shopping cart, and does not show HemaSync ads on other websites.
Specific information about how we use such technologies and how you can refuse certain cookies is set out in this Privacy Policy.
Google Analytics 4
Google Analytics 4 (GA4) is optional on this marketing website. Unless you choose "Allow analytics" in the website’s choice notice, the Google tag is not loaded, GA4 is not initialized, and this website sends no Google Analytics events or consent-mode pings. Choosing "No thanks" keeps analytics off. You can change your choice at any time using the Analytics preferences link in the website footer.
We remember your choice in a first-party cookie named hemasync_analytics_consent. Its only values are granted and denied, and it expires after 180 days. Both this choice cookie and GA4 analytics cookies are scoped to www.hemasync.com and are not shared with the app subdomain. If you allow analytics, this website measures standard page views and clicks on links to the HemaSync web app, Google Play, and the Apple App Store. Those click events contain only the page-area label (cta_location) and destination platform (destination_platform). The website configuration excludes page URL query strings, Google advertising signals, and ad personalization signals. We do not use this GA4 setup for remarketing audiences, enhanced conversions, or User-ID. Because this website's Google Analytics property is linked to Google Ads, allowing analytics also sends a measurement signal to Google Ads (pagead2.googlesyndication.com). It is sent with advertising storage denied and marked as non-personalized.
When enabled, Google may process information from your visit, including online identifiers and device, browser, and page information. Google describes how it uses information from sites and apps that use its services in How Google uses information from sites or apps that use its services. Read Google’s information about Analytics cookies for more about cookies used by Analytics.
If you withdraw consent, the website stops sending future analytics events, sets GA4 analytics storage to denied, and removes visible _ga and _ga_* cookies for this website where the browser permits it. Withdrawal does not recall information already sent to Google. For more information about Google’s privacy practices, see the Google Privacy Policy.
Cloudflare Web Analytics
This website also uses Cloudflare Web Analytics, a measurement service from Cloudflare, the company that hosts this website. It runs on every page, including before you make a choice in the choice notice, because it does not identify you: it sets no cookies, stores nothing in your browser and does not fingerprint your device. It reports page views and page-loading performance (for example the page address, the referring page, the browser type and how long the page took to load) as aggregated statistics. Cloudflare discards your IP address at its nearest data center and does not store it with these statistics.
Advertising and Tracking
HemaSync does not track you across third-party apps or websites. The mobile application does not access the Apple Advertising Identifier (IDFA), does not use third-party data broker SDKs, and does not use cookies to track you across other apps or websites. On Android, our advertising partner Google AdMob can use your device's advertising ID to show and measure ads, limit how often they repeat and, where the law and your consent choices allow, personalize them. You can reset or delete the advertising ID in your Android settings.
Usage Analytics in the HemaSync app
HemaSync uses Google Analytics for Firebase to understand how the app is used and to find errors. It collects usage events (for example, that a count was started, a case was saved or an AI analysis was completed, with the specimen type), error events (the type of error and the part of the app where it happened), and basic device information (device type, operating system, app language and screen size). Google estimates an approximate region from your internet connection; HemaSync does not send your location. HemaSync does not include cell counts, case names, notes, patient details, or your name or email in these events, and does not link them to your HemaSync account; Analytics uses a random identifier stored in the app. Analytics data is also available to Google Ads and Google AdMob for measurement, for example counting how often the app is opened and the ads shown in it. HemaSync has turned off its use for ad personalization. Google keeps the detailed event data for 2 months and data tied to the analytics identifier for up to 14 months, then deletes them; only aggregated statistics without identifiers are kept longer. Analytics is on by default. You can turn this off at any time in Settings → Privacy → Analytics. When it is off, no analytics events leave your device. The setting applies to the device where you change it. Turning off Analytics does not change advertising (see "Advertising and Tracking" above).
6. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
In Short: AI analysis of your cell counts and notes is processed by Google Gemini and is for review by qualified healthcare professionals.
Use of AI Technologies
When you request an AI analysis, the cell counts, specimen type and notes you submit are sent to HemaSync's server and processed by Google Gemini, Google's AI service.
Our AI Products
Our AI Products are designed for the following functions:
- AI analysis: AI analysis of your cell counts and notes, for review by qualified healthcare professionals. This feature does not replace professional judgment.
How We Process Your Data Using AI
Gemini does not receive the case name, your account details, or other personal information. Do not enter patient names or identifiers in the notes.
7. HOW DO WE HANDLE YOUR SOCIAL LOGINS?
In Short: If you sign in with Google or Apple, we receive limited profile information from that provider.
If you sign in with Google or Apple, we receive the name, e-mail address and profile picture that the provider shares with us according to your settings there. We do not receive contacts or friends lists. If you use Apple's Hide My Email, we receive Apple's relayed e-mail address instead.
We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by Google or Apple. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.
8. HOW LONG DO WE KEEP YOUR INFORMATION?
When you delete your account, HemaSync immediately deletes your account and associated application data from its records.
We keep account and application data while your account is active to provide the Services. Users may permanently delete their account and associated server data at any time via Settings -> Delete Account. Deletion takes effect immediately. Research contributions and anonymous statistics cannot be removed afterwards because they are not linked to you, and records of past purchases are kept without your account ID to prevent re-use.
Account deletion does not delete files you have exported or saved outside HemaSync, or records independently held by third-party services under their own policies.
9. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
10. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 years old. Users under 18 are not permitted to use the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at privacy@hemasync.com.
11. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Account Information
If you would at any time like to review or change the information in your account or terminate your account, you can:
- Log in to your account settings and update your user account.
When you delete your account, we immediately and permanently delete your account and associated application data from our records. Research contributions and anonymous statistics cannot be removed afterwards because they are not linked to you, and records of past purchases are kept without your account ID to prevent re-use. See Account Deletion for the steps and scope of deletion.
If you have questions or comments about your privacy rights, you may email us at privacy@hemasync.com.
12. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
13. DO WE MAKE UPDATES TO THIS NOTICE?
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at privacy@hemasync.com or contact us by post at:
Umesh Krishna Sureshbabu
E-102, CasaGrand Irene, M.G. Road, Manapakkam, Kanchipuram - 600125, India
Email: privacy@hemasync.com
Website: https://www.hemasync.com
15. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.