Data Deletion Instructions

1. Overview

Pathora is laboratory management software (a laboratory information system) provided by Universal Future Tech to diagnostic pathology laboratories in India. This page tells you how to have data held in Pathora deleted.

Two different kinds of people appear in Pathora, and the route for each is different:

• Lab staff and lab owners. These are our direct customers. They hold Pathora accounts and can ask us to delete their account data directly.
• Patients. A patient's data is entered into Pathora by the laboratory that tested them. The laboratory decides what patient data is collected, how long it is kept, and when it is deleted. The laboratory is the controller of that data; Universal Future Tech only processes it on the laboratory's instructions.

Because of this, a patient asking for deletion should contact the laboratory that performed their test. If you do not know how to reach the lab, or the lab does not respond, write to us using the details in section 3 and we will pass your request to the lab and follow up with them.

2. What Data We Hold

Depending on how a laboratory uses Pathora, the service may hold:

• Lab account details — laboratory name, address, GST and registration details, user accounts with names, roles, phone numbers, email addresses and login credentials.
• Patient demographics — name, age, sex, phone number, address and referring doctor, as entered by the laboratory.
• Test orders and results — requested tests, sample details, entered and verified results, and generated report PDFs.
• Billing records — invoices, payments, discounts and related financial entries.
• Message logs for report delivery — when a report is sent over WhatsApp or email, we record the recipient phone number or email address, the approved message template used, the delivery status returned to us, and the timestamps.
• Audit logs — records of which user created, changed or verified a record, and when.
• Support tickets — messages and attachments sent to us when asking for help.

3. How to Request Deletion

If you are a lab customer (lab owner, or staff with an account), email us at pathora@universalfuturetech.com with the subject line Data deletion request. Include:

• Your laboratory name as registered in Pathora.
• The account identifier — the login email or phone number of the account to be deleted, or a statement that you want the whole laboratory account deleted.
• Whether you want only your own user account removed, or patient data as well.

If you are a patient, contact the laboratory that carried out your test and ask them to delete your record. The lab can do this inside Pathora. If you cannot reach the laboratory, email us at pathora@universalfuturetech.com with the subject line Data deletion request and include:

• The name of the laboratory that tested you.
• Your name, the phone number you gave the lab, and the report or bill number if you have it.

We will route your request to that laboratory, because the laboratory decides what may be deleted, and we will tell you what the laboratory decides.

4. What Happens Next

• We acknowledge your request within 7 days of receiving it.
• We complete the deletion within 30 days of verifying your identity, unless we tell you that a legal retention requirement applies to part of the data.
• We send you a written confirmation by email when the deletion is done, stating what was deleted and what, if anything, was retained and why.

If we cannot complete a request, we will tell you the reason within the same 30 days.

5. What We Delete, and What We Must Keep

When a deletion request is carried out, we delete:

• The user account and its profile and login credentials.
• Patient demographic records.
• Test orders, entered results and generated report files.
• WhatsApp and email message logs relating to those reports.

Some data cannot be deleted on request. In each case the reason is:

• Clinical records the laboratory is obliged to preserve. Diagnostic records in India are commonly retained for at least three years, and longer in some cases. The laboratory, not Universal Future Tech, decides what it is required to keep and for how long. Where the laboratory instructs us to preserve a record, we preserve it.
• Financial and tax records. Invoices, payments and related accounting entries are kept for the periods required under Indian tax and company law.
• Minimal fraud and abuse records. We keep a small record of accounts closed for fraud, payment abuse or misuse of the service, so that the same activity can be recognised again.

Data retained for these reasons is put beyond ordinary use: it is removed from the live application, is not used to provide the service, and is accessible only to the limited staff who need it for the legal purpose above. It is deleted once its statutory retention period ends.

6. Backups

Deletion takes effect on our live systems immediately once the request is carried out.

Copies of the data may still exist in encrypted backups taken before the deletion. Those backups are not used to serve the application; they age out and are overwritten on their normal rotation schedule. If a backup is ever restored for disaster recovery, deletion requests already carried out are applied again so that deleted data does not return to live use.

7. Deleting Your WhatsApp Data

Pathora can send laboratory reports to patients over WhatsApp using the WhatsApp Business Platform (Cloud API). For each such message we store:

• The phone number the report was sent to.
• The approved message template that was used.
• The delivery status returned to us, and the timestamps.

A deletion request removes these message logs from Pathora, along with the report file that was sent.

8. Closing Your Whole Account

A laboratory may ask us to close its Pathora account entirely and delete the whole workspace, including all users, patients, orders, results, report files and message logs held for that laboratory.

Before we do this, we offer a data export so that the laboratory keeps the clinical and financial records it is required to hold. We recommend taking the export, because full deletion cannot be undone once the retention window described in section 6 has passed.

To start this, email pathora@universalfuturetech.com with the subject line Data deletion request and state that you want the full laboratory account deleted. The request must come from the registered owner or administrator of the account.

9. Contact

Send deletion requests and any questions about this page to the address below. We operate under Indian law, including the Digital Personal Data Protection Act, 2023.