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Privacy Policy

Effective date: 6 October 2026
Applies to the MediReporting web portal and mobile applications

How we collect, use, and protect information across the MediReporting web portal and mobile apps.

1. Introduction

This Privacy Policy explains how MediReporting (“we”, “us”, or “our”) collects, uses, stores, and protects information when you use our web administration portal, related mobile applications, and supporting services (together, the “Platform”).

The Platform is a field-force reporting system used by pharmaceutical and healthcare organisations to manage employees, doctors, day plans, attendance, visits, leave, expenses, and operational reports. By accessing or using the Platform, you acknowledge this Privacy Policy and the platform policies below.

2. Who we are

MediReporting is operated for authorised company administrators, managers, and field employees. It is not a public consumer social network. Access is limited to users created by an organisation administrator.

For privacy questions, write to info@medireporting.com.

3. Information we collect

We collect information that you, your organisation, or your devices provide while using the Platform.

Account and identity

  • Name, email address, mobile number, gender, and login credentials
  • Role (administrator, manager, or field employee) and designation
  • Headquarter, division, state, city, and address
  • Dates of birth, joining, and resignation, where entered

Employment and payroll-related details

  • Manager hierarchy and reporting relationships
  • Bank account, PAN, and Aadhaar numbers if your organisation stores them in employee records
  • Leave balances, leave requests, and holiday calendars
  • Expense claims, policy rules, and receipt attachments

Field operations and master data

  • Doctor profiles (name, specialisation, contact details, timing, headquarter, and assignment)
  • Day plans, visit reports, missed-doctor records, and related comments
  • Chemist, stockist, and camp activity submitted by field staff
  • Product, category, and item images used in reporting

Technical and usage data

  • IP address, browser type, device type, and approximate time zone
  • Login times, admin action logs, and security events
  • Mobile app version, sync snapshots, and connectivity status

4. How we use information

We use information to:

  • Authenticate users and operate the admin dashboard and mobile apps
  • Create and maintain employee, doctor, plan, leave, and expense records
  • Generate attendance, visit, call-average, and other operational reports
  • Support manager approvals, transfers, imports, and exports
  • Protect the Platform, investigate misuse, and keep audit logs
  • Send service emails such as password reset and account notices
  • Improve reliability, security, and support

We do not sell personal information to third-party advertisers.

5. Location and field data

Field reports and attendance features may capture location coordinates, addresses, or related workplace activity so organisations can verify visits and working days. Location is used only for operational reporting, compliance, and management review. It is not used to build public maps or consumer advertising profiles.

If your organisation enables location capture, field staff should use company devices and processes in line with their employment policies.

6. Mobile applications

The mobile apps sync master data, reports, leave, expenses, and images with the server. Depending on device permissions granted by the user and required by the organisation, apps may access:

  • Camera or files for item images and expense receipts
  • Location services for visit and attendance verification
  • Network connectivity for upload and download of sync data

You can control many device permissions in your phone settings, but some features will not work without them.

7. How we share information

We share information only as needed to run the Platform:

  • Within your organisation: administrators and authorised managers can view records according to their role
  • Service providers: hosting, email delivery, and similar vendors who process data on our instructions
  • Legal requests: if required by law, regulation, or to protect rights, safety, and security
  • Business changes: if the Platform is transferred as part of a reorganisation, with equivalent protections

We do not share doctor or employee lists with unaffiliated companies for their own marketing.

8. Data retention

We keep information for as long as an organisation account remains active and as needed for reporting, approvals, audits, and legal obligations. Records marked deleted in the Platform may remain in backups or audit logs for a limited period. When an organisation asks us to close an account, we delete or anonymise personal data unless retention is required by law.

9. Security

We use access control, encrypted connections where configured, password hashing, role-based permissions, and administrative audit logs to protect the Platform. No system is completely secure. Users must keep passwords confidential, sign out of shared computers, and report suspected unauthorised access to an administrator and to info@medireporting.com.

10. Cookies

The web portal uses session cookies and similar technologies that are needed to keep you signed in, remember language or form state, and protect against cross-site request forgery. These are essential for the service. We do not use third-party advertising cookies on the admin portal.

11. Your rights

Subject to applicable law (including India’s Digital Personal Data Protection Act, where it applies) and your organisation’s policies, you may request to:

  • Access the personal information held about you
  • Correct inaccurate or incomplete information
  • Ask for deletion where the law allows and operational records no longer require the data
  • Withdraw consent for optional processing, where processing is based on consent

Employees and managers should first contact their organisation administrator, because most records are controlled by the employer. You may also email info@medireporting.com. We may need to verify your identity before fulfilling a request.

12. Platform policies

Everyone who uses MediReporting must follow these rules:

  • Use the Platform only for authorised company work
  • Do not share login credentials or attempt to access another user’s account
  • Enter accurate visit, attendance, leave, and expense information
  • Do not upload unlawful, misleading, or unrelated personal files
  • Treat doctor, employee, and patient-adjacent information as confidential
  • Export and download data only when your role permits it, and store files securely

Misuse may result in account suspension, disciplinary action by the organisation, and, where appropriate, legal action.

13. Children

The Platform is intended for adult employees and administrators. We do not knowingly collect personal information from children. If you believe a child has been added in error, contact info@medireporting.com.

14. Changes

We may update this Privacy Policy from time to time. The “Effective date” at the top of this page will change when we do. Continued use of the Platform after an update means you accept the revised policy, except where the law requires additional notice or consent.

15. Contact us

For privacy or policy questions about MediReporting:

This page is provided to explain how the Platform handles information. It is not legal advice. Organisations remain responsible for their own employment, data-protection, and field-force compliance obligations.