1. Who we are
AmbTrack (“AmbTrack”, “we”, “us”, “our”) is an emergency ambulance coordination platform operating in India, currently in a closed pilot in Bengaluru, Karnataka. AmbTrack is built and operated by its founders and is not yet incorporated as a company. This section and the contact details below will be updated with the registered entity and its address once that is in place.
Under applicable data-protection law, AmbTrack is the party that determines the purpose and means of processing personal data through the platform. Our service providers process data on our documented instructions (see section 9).
Correspondence address: AmbTrack, Bengaluru, Karnataka, India.
Data-protection contact: privacy@ambtrack.in
Grievance Officer: grievance@ambtrack.in — see our Grievance Redressal page.
2. Scope of this policy
This policy applies to personal data we process about:
- Registered users — authorised personnel of emergency-response organisations (ambulance crews, hospital staff, traffic police, control-centre operators, and administrators) who hold an AmbTrack account;
- People named in an emergency case — patients and callers whose details are entered by a dispatcher or crew to coordinate a response;
- Pilot enquirers — people who submit the pilot-briefing form on the AmbTrack website;
- Website visitors — people who browse the AmbTrack website.
This policy does not cover data your own organisation collects and holds outside AmbTrack, or third-party websites we link to. Your organisation’s own privacy notice and record-keeping obligations continue to apply to you.
3. Key terms
| Term | Meaning in this policy |
|---|---|
| Personal data | Any data about an individual who is identifiable by or in relation to such data. |
| Processing | Any operation on personal data — collection, storage, use, sharing, disclosure, or erasure. |
| Data Principal | The individual the personal data is about. Where the individual is a child or a person with a lawful guardian, it includes that guardian. |
| Service provider / processor | A person who processes personal data on our behalf and on our instructions. |
| Case | A record created to coordinate one emergency response, from dispatch to hospital handover. |
| Active duty | The period when a crew member is signed in and marked available or assigned, during which ambulance location is shared. |
4. Data we collect
We collect only what is needed to coordinate emergency response, operate accounts, keep required records, and protect the service. We do not collect special-category data about registered users (such as their own health, religion, caste, or biometrics) except a profile photograph used solely to confirm a crew member’s identity.
4.1 Account and identity data (registered users)
- Full name, email address, and Indian mobile number.
- Assigned role and, where applicable, organisation or hospital affiliation.
- Role credentials you supply at registration, such as a vehicle registration number, badge number, hospital registration number, or a government authorisation code.
- Profile photograph (ambulance crew only), used for identity verification.
- A protected form of your password (we never store your password in readable form), account status, and verification records.
- Interface preferences (language, theme, notification and sound settings).
4.2 Emergency case data
Entered by a dispatcher or crew at the point of an emergency, limited to what the responding crew and receiving hospital need:
- Patient name, approximate age, and gender. Any of these may be left blank if unknown.
- Pickup address and coordinates; destination hospital.
- Caller name and mobile number.
- Triage level, presenting condition, and recorded vital signs.
- Case timeline: assignment, en-route, on-scene, transporting, handover, completion or cancellation, and any cancellation reason.
- Short operational messages exchanged between the assigned crew and the control centre for that case.
4.3 Location data
- Ambulance position and related movement data — collected only while a crew member is signed in and on active duty, and stopped when they go off duty or sign out.
- Registered traffic-signal locations (a fixed location, not a person’s movement).
- An approximate city or region derived from your internet address, shown in a security email when you sign in from a new device. Your address is not sent to an external location service for this.
4.4 Device, security, and log data
- Browser type, operating system, internet (IP) address, and a device identifier used to recognise your devices and detect new-device sign-ins.
- Sign-in and sign-out events, and security-relevant events such as unsuccessful sign-in attempts and session activity.
- An audit trail of significant platform actions — account and case changes, alerts, and administrator actions — recorded with the acting user and time.
- Push-notification subscription details for the browsers where you enable alerts.
- Aggregate performance and error information that does not identify a person.
4.5 Pilot-enquiry data (website)
- Name, work email, phone number, organisation type, and organisation name submitted through the pilot-briefing form.
5. Where the data comes from
- From you — registration details, preferences, and pilot-enquiry submissions.
- From your device — location while on active duty, browser and device characteristics, IP address.
- From your organisation or a dispatcher — your role assignment and the case details entered when you are dispatched.
- From a third party at the scene — a caller’s or patient’s details are usually provided by the person who called for help.
- Generated by the platform — account identifiers, session and audit records, verification codes and links.
6. Purposes and legal bases
We process personal data on the basis of your consent, or where applicable law permits processing for a specified purpose without separate consent (for example, to respond to a medical emergency, to keep required records, or to prevent misuse). Each purpose below names the basis we rely on.
| Purpose | Data used | Basis |
|---|---|---|
| Create and verify your account; sign you in; protect the account against unauthorised access | Name, email, phone, protected password, device and IP data, verification records | Consent given at registration; account security |
| Coordinate an emergency response — assign a crew, share ambulance location, alert the receiving hospital and traffic support, record the case timeline | Role and identity data, ambulance location, case data | Response to a medical emergency; performance of the service you registered to use |
| Send transactional messages — verification codes and links, security alerts, dispatch and case notifications | Email and phone number | Consent given at registration; necessary to provide the service |
| Maintain operational, medical-support, and legal records of each response | Case records, audit trail, alert records | Compliance with applicable record-keeping obligations |
| Improve emergency response and plan capacity | Aggregated, de-identified case counts, response-time statistics, and approximate location areas | Research, archiving, or statistical purposes where the data is not used to make a decision about a specific person |
| Prevent, detect, and investigate misuse, fraud, security incidents, and breaches of our Terms or Acceptable Use Policy | IP address, device data, security events, audit trail | Prevention and investigation of fraud, security incidents, and violations |
| Respond to a pilot-briefing enquiry | Name, work email, phone, organisation details | Consent (you submitted the form); steps to enter into an arrangement at your request |
| Comply with the law and respond to lawful requests from a court or authority | Any relevant data | Compliance with a legal obligation or order |
We do not use personal data for advertising, and we do not sell, rent, or trade personal data. We do not process personal data for a purpose that is incompatible with the purposes above without giving you notice and, where required, obtaining fresh consent.
7. Consent and withdrawal
At registration we present a plain-language notice describing what data we collect and why, and you consent to that processing. Where we rely on your consent, you may withdraw it at any time by emailing privacy@ambtrack.in from your registered address.
- Withdrawing consent is as easy as giving it. It does not affect processing carried out before the withdrawal.
- Because AmbTrack cannot operate for you without your account and contact details, withdrawing consent to that core processing means we will close your account. Records we are required to keep are retained for their lawful retention period even after your account is closed — see section 11.
- Processing that the law permits independently of consent — such as security logging or keeping required case records — continues to the extent the law allows.
9. Service providers
We rely on a small number of providers to run AmbTrack — broadly, application and website hosting, a managed database, file storage, transactional email and messaging, bot-protection, and mapping. Each is engaged under terms that require appropriate security measures, restrict use of the data to our instructions, and require deletion or return of the data on termination. Some providers may process limited data outside India (see section 10).
10. Storage location and transfers
We aim to store personal data on infrastructure located in India. Some providers — in particular transactional email and bot-protection — may process limited data (such as an email address or IP address) outside India. Where that happens:
- the transfer is limited to what is necessary for that service;
- it is covered by contractual terms requiring protection consistent with this policy and applicable law;
- we do not transfer personal data to any country or territory that the Government has restricted for such transfers.
11. Data retention
We keep personal data only for as long as the purpose that justified collecting it, or a legal obligation, requires. When the purpose is served and no legal basis to retain remains, we delete or irreversibly anonymise the data.
- Operational and safety records (such as case records and the audit trail) are kept for as long as needed for medical, operational, and legal purposes, and for the period required by applicable record-keeping obligations.
- Live operational data (such as high-frequency location updates and other short-lived records) is kept only for as long as it is operationally useful and is then removed, unless it is attached to a case or a legal hold.
- Account data is kept while your account is active and for a limited period after it is closed or becomes inactive, after which it is deleted, subject to any records we must keep.
- Security and verification data (such as sign-in records and one-time codes) is kept only for the limited period needed for its security purpose.
- Pilot-enquiry data is kept for a limited period after our last contact, or until you ask us to delete it.
Legal holds: where records are relevant to an active dispute, an investigation, a regulatory proceeding, or a court order, we retain them until the matter is resolved, even if a retention period above would otherwise have expired.
12. Your rights
Subject to applicable law, you have the following rights over your personal data.
A summary of the personal data we process about you, the processing activities, and who we have shared it with.
Correction of inaccurate or misleading data, and completion or updating of incomplete data.
Deletion of personal data that is no longer necessary for the purpose it was collected for, unless retention is required by law.
Withdraw consent you previously gave, without affecting processing already carried out.
Raise a complaint with us and receive a response within the time we publish.
Where the law provides for it, nominate another individual to exercise your rights in the event of your death or incapacity.
How to make a request
Email privacy@ambtrack.in from your registered email address and tell us which right you want to exercise. Some account settings (profile details, preferences, active sessions, and an in-app deletion request) can also be used directly in AmbTrack.
- We acknowledge requests promptly and aim to complete them within 30 days.
- We may need to verify your identity before acting, to protect your data.
- We may decline or defer part of a request where the law permits — for example where data is needed for an active emergency case, for a legal obligation, or under a legal hold. We will explain any limitation that applies.
- There is no charge for a reasonable request. We may decline to act on, or charge a reasonable fee for, a manifestly unfounded or repetitive request.
If you are not satisfied with our response, you may escalate to our Grievance Officer (see section 22) and then to the Data Protection Board of India.
13. Your duties
Applicable law places some duties on you. When using AmbTrack you must:
- provide accurate and complete information, and not impersonate another person when registering or entering case data;
- not suppress material information when providing your identity documents or role credentials;
- not register a false or frivolous grievance or complaint;
- furnish only verifiably authentic information when exercising your right to correction or erasure.
Entering another person’s data (a patient or caller) is part of the emergency workflow and is covered by section 20; you must still enter it accurately and only as the response requires.
14. Data security
We apply technical and organisational safeguards proportionate to the sensitivity of the data, including encryption of data in transit and at rest, access controls that limit each user to what their role needs, authentication and account-protection measures, an audit trail of significant actions, and least-privilege access for the operators. Our providers are engaged under terms requiring appropriate security measures. We keep our safeguards under review as the service grows. No system is perfectly secure.
15. Personal data breach
If a personal data breach occurs, we will assess it without undue delay and, as required by applicable law, notify affected individuals and the relevant authority, along with the information the law requires and steps you can take to protect yourself. We keep an internal record of breaches and the remediation taken.
16. Automated decision-making
AmbTrack does not make decisions that produce legal or similarly significant effects about you solely by automated means. Dispatch, clinical, and enforcement decisions are made by people. The platform ranks and surfaces information (for example, nearby available ambulances or hospital availability) to support those people, who remain responsible for the decision.
17. Analytics and anonymisation
Operational analytics use grouped, de-identified data rather than directly identifying records:
- map and heat views group case locations into approximate areas and never include patient or caller names;
- response-time figures are computed across many completed cases, not exposed per patient;
- patient and caller names are excluded from analytics outputs.
We do not use third-party advertising or cross-site tracking analytics.
19. Children and persons with a guardian
AmbTrack accounts are for trained emergency-response personnel. We do not knowingly create accounts for anyone under 18, and we do not process children’s personal data for tracking, behavioural monitoring, or targeted advertising.
A minor’s details may appear in an emergency case (see section 20). That data is processed only to support emergency care for that child, is handled as patient data, and is subject to the same protection and retention rules. Where a Data Principal has a lawful guardian, the guardian may exercise the rights in section 12 on their behalf.
20. Patient and caller data
When someone is dispatched, a dispatcher or crew enters the minimum patient and caller details the response needs. AmbTrack processes that data to coordinate care and to keep the operational record of the response.
- Fields are optional where the workflow allows; unknown details are left blank.
- Caller contact details are shown only to the roles that need them (control centre and assigned crew), not to hospitals or traffic police.
- Patient and caller data is retained with the case under section 11 and then deleted, unless a legal hold applies.
- If you are a patient or caller and want to know what is held about a specific response, or want it corrected or erased, contact privacy@ambtrack.in with enough detail to locate the record (approximate date, location, and the mobile number given). We will act on it subject to the record-keeping and legal-hold limits in section 11.
21. Changes to this policy
We update this policy when the law, our providers, or our practices change. For a change that materially affects how we handle your personal data, we will notify registered users by email at least 14 days before it takes effect. Minor clarifications take effect when published. The “Last updated” and “Effective” dates at the top of this page always show the current version.
22. Contact and grievance redressal
Privacy questions and rights requests: privacy@ambtrack.in
Acknowledgement: promptly · Resolution target: within 30 days
Grievance Officer: grievance@ambtrack.in. Full process on our Grievance Redressal page.
If your grievance is not resolved to your satisfaction, you may approach the Data Protection Board of India, and you retain any other remedy available to you under law.