Cookie Policy
How and why DocBase uses cookies and similar technologies.
This Cookie Policy (“Policy”) explains how DocBase (“Company”, “we”, “us”, “our”) uses cookies and similar tracking technologies when you access or use the DocBase platform at https://docbase.in and any associated subdomains or applications (collectively, the “Service”). This Policy should be read alongside our Privacy Policy and Terms of Service.
By continuing to use the Service after being presented with a cookie notice, you acknowledge that you have read and understood this Policy. Your continued use of the Service constitutes consent to the use of strictly necessary cookies. For non-essential cookies, we will seek your consent where required by applicable law.
1. What Are Cookies and Similar Technologies
Cookies are small text files placed on your device (computer, tablet, or mobile phone) by a website when you visit it. They allow the website to recognise your device and store certain information about your preferences or actions.
In addition to cookies, we may use the following similar tracking technologies:
- Web Beacons / Pixels: Tiny invisible images embedded in web pages or emails that signal when a page or email has been viewed, and may transmit information such as IP address, browser type, and access time.
- Local Storage / Session Storage: Browser-based storage mechanisms that allow data to be stored locally on your device without an expiry date (local storage) or for the duration of a session (session storage).
- Device Fingerprinting: A technique that collects information about your browser and device configuration (e.g., screen resolution, installed fonts, browser plugins) to create a unique identifier for fraud prevention purposes.
- Server Logs: Our servers automatically record information including your IP address, browser type, operating system, referring URL, pages visited, and timestamps.
For the purposes of this Policy, references to “cookies” include all of the above technologies unless the context otherwise requires.
2. Why We Use Cookies
We use cookies and similar technologies for the following purposes:
- To enable and maintain your authenticated session on the Platform;
- To ensure the security of the Service and protect against fraudulent or unauthorised access;
- To remember your preferences, settings, and customisations;
- To analyse how users interact with the Platform and identify areas for improvement;
- To measure the performance and effectiveness of the Service;
- To comply with legal and regulatory obligations;
- To enforce our Terms of Service and detect violations.
3. Categories of Cookies We Use
3.1 Strictly Necessary Cookies
These cookies are essential for the Platform to function and cannot be disabled. They do not require your consent because they are necessary to deliver the Service you have requested. Without these cookies, core features such as login, navigation, and security cannot operate.
| Cookie Name / Type | Purpose | Duration |
|---|---|---|
| Session Token | Maintains your authenticated login session | Session (cleared on logout/browser close) |
| CSRF Token | Protects against cross-site request forgery attacks | Session |
| Security / Rate Limit | Prevents brute-force and automated abuse | Up to 24 hours |
| Cookie Consent Flag | Records your cookie consent decision to avoid repeated prompts | 12 months |
| Load Balancer | Ensures requests are directed to the same server for session continuity | Session |
3.2 Functional Cookies
These cookies enable enhanced functionality and personalisation. They remember your choices and allow the Platform to provide improved, personalised features. Disabling them may affect certain convenience features but will not prevent you from using the Service.
| Cookie Name / Type | Purpose | Duration |
|---|---|---|
| User Preferences | Remembers UI settings (e.g., sidebar state, date format, language) | 12 months |
| Timezone / Locale | Stores your preferred timezone for accurate appointment times | 12 months |
| Remember Me | Keeps you logged in across browser sessions when selected | 30 days |
3.3 Analytics and Performance Cookies
These cookies collect information about how users interact with the Platform. All data collected is aggregated and anonymised where technically possible. We use this information solely to improve the Platform's performance, usability, and functionality.
| Provider / Type | Purpose | Duration |
|---|---|---|
| Internal Analytics | Tracks page views, feature usage, and error rates to improve the product | Up to 26 months |
| Performance Monitoring | Monitors API response times, load times, and platform errors | Session / 90 days aggregated |
| Error Tracking | Captures technical errors to assist with debugging | 30 days |
Analytics cookies are only deployed where legally permitted. Where consent is required, they will not be set until you have actively accepted them.
3.4 Security and Fraud Prevention Cookies
These cookies are used to detect and prevent fraudulent activity, abuse, and security threats. They are treated as strictly necessary for the safe operation of the Platform.
- Detection of abnormal login attempts or suspicious session behaviour;
- Device fingerprinting for multi-factor authentication verification;
- Rate-limiting to prevent automated abuse of APIs and forms.
4. Third-Party Cookies
Certain third-party services integrated into the Platform may set their own cookies. DocBase does not control these third-party cookies and they are governed solely by the privacy and cookie policies of the respective third parties. We are not responsible for the content, accuracy, or privacy practices of any third-party service.
Third-party services that may set cookies include:
- Cloud Hosting Infrastructure: For load balancing and server-side session management;
- Content Delivery Networks (CDN): For caching and performance optimisation of static assets;
- Payment Processors: Cookies set during payment flows governed by the processor's own policies;
- Customer Support Tools: If a live chat or support widget is embedded, it may set cookies to manage support sessions;
- Error Monitoring Tools: To capture and report technical errors.
We do not use advertising networks, behavioural tracking platforms, or retargeting cookies. DocBase does not sell your data to third parties and does not permit third-party advertising cookies on the Platform.
5. Cookies and Healthcare Data
DocBase operates in a healthcare context. We are acutely aware of the sensitivity of health-related data. We do not use cookies to track or profile patients' health conditions, diagnoses, or treatment histories for any purpose other than delivering the Service to the Healthcare Provider who holds that data.
Cookie data is never used to:
- Build health or medical profiles of individual patients for advertising or commercial purposes;
- Share identifiable patient data with marketing or data-brokering services;
- Train AI or machine learning models on identifiable Protected Health Information without explicit authorisation.
Healthcare Providers should note that patients accessing the platform to book appointments or view their records will be subject to strictly necessary cookies only unless they independently provide consent to non-essential cookies.
6. Your Cookie Choices and Controls
6.1 Cookie Consent Banner
Where required by law, we will present a cookie consent banner when you first visit the Platform. You may accept or decline non-essential cookies at that point. You can change your preference at any time by accessing the cookie settings link available in the Platform footer.
6.2 Browser-Level Controls
You may control cookies through your browser settings. The following links provide instructions for common browsers:
- Google Chrome: Settings → Privacy and Security → Cookies and other site data
- Mozilla Firefox: Settings → Privacy & Security → Cookies and Site Data
- Safari: Preferences → Privacy → Manage Website Data
- Microsoft Edge: Settings → Cookies and site permissions
- Mobile browsers: Refer to your device's browser settings or app permissions
6.3 Opt-Out of Analytics
If we use third-party analytics tools, you may opt out directly through those providers' opt-out mechanisms. We will update this Policy with relevant opt-out links as applicable.
6.4 Do Not Track
Some browsers include a “Do Not Track” (DNT) signal. At present, there is no universally accepted standard for responding to DNT signals. Our Platform does not currently alter its behaviour in response to a DNT signal, but we will review this position as standards evolve. This does not affect the privacy protections described in this Policy.
Important: Disabling or blocking strictly necessary cookies will impair or completely prevent your ability to log in and use the Service. DocBase accepts no liability for any degradation of service or loss of functionality resulting from your decision to disable cookies.
7. Cookie Retention Periods
Cookies fall into two duration categories:
- Session Cookies: Temporary cookies that exist only for the duration of your browser session. They are automatically deleted when you close your browser or log out of the Platform.
- Persistent Cookies: Cookies that remain on your device for a set period (as specified in the tables in Section 3), or until you manually delete them. They enable the Platform to remember your preferences across sessions.
We periodically review cookie lifespans to ensure they are proportionate to their purpose and are not retained longer than necessary.
8. Legal Basis for Cookie Use
Our use of cookies is underpinned by the following legal bases:
- Legitimate Interests (Strictly Necessary): The operation of essential and security cookies is necessary for the legitimate interest of delivering a secure and functional Service. These do not require consent.
- Consent (Non-Essential): Where required by the Information Technology Act 2000 (as amended), the Digital Personal Data Protection Act 2023 (India), the General Data Protection Regulation (GDPR) where applicable, or any other applicable data protection law, we will obtain your prior, freely given, specific, and informed consent before setting non-essential cookies.
- Legal Obligation: Certain data collected via server logs may be retained to comply with applicable law, including for security incident investigation and regulatory reporting.
9. Cross-Border Data Transfers
Information collected through cookies may be processed and stored on servers located outside of your country of residence, including in jurisdictions that may not provide the same level of data protection as your home country. Where such transfers occur, we ensure appropriate safeguards are in place in accordance with applicable data protection law, including standard contractual clauses or other approved transfer mechanisms. By using the Service, you acknowledge and consent to such transfers to the extent permitted by law.
10. Disclaimer of Liability
DocBase makes no warranty that cookie-based features will function correctly on all browsers, devices, or operating systems. We are not responsible for any loss of functionality, data, or service access resulting from browser incompatibility, user-configured cookie restrictions, browser updates, or third-party browser extensions that block or modify cookies.
To the maximum extent permitted by applicable law, DocBase shall not be liable for any damage or loss arising from the use of, reliance on, or inability to use cookies or similar technologies on the Platform, including any consequences of a user choosing to disable or restrict cookies.
11. Updates to This Cookie Policy
We may update this Cookie Policy from time to time to reflect changes in our technology, legal requirements, or business practices. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you via the Platform or email. Your continued use of the Service after the effective date of any revised Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically.
12. Contact Us
If you have any questions, concerns, or requests regarding this Cookie Policy or our use of tracking technologies, please contact us at:
For data protection matters, your request will be handled by our designated data protection contact. We aim to respond to all cookie-related inquiries within 30 days.
This Cookie Policy is subject to and forms part of our Terms of Service and Privacy Policy. In the event of any conflict between this Cookie Policy and the Terms of Service, the Terms of Service shall prevail.