PulseOne – Privacy Policy

Last Updated: September 2026

At PulseOne, we are committed to protecting the privacy and security of medical centres, healthcare professionals, patients and other authorised users of our platform.

This Privacy Policy explains how PulseOne collects, uses, stores and protects information when medical centres, their staff and their patients use the PulseOne platform.

1. Information We May Collect

Depending on how PulseOne is used, we may collect and process the following information.

Medical Centre Information

We may collect:

• Medical centre name;
• Business address;
• Telephone number;
• Email address;
• Administrator details;
• Staff names and account information;
• Doctor information;
• Operating hours;
• Subscription information; and
• Billing information.

Patient Information

Where a medical centre uses PulseOne to manage its patients, the platform may process information including:

• Patient name;
• Telephone number;
• Email address, where provided;
• Date of birth, where required;
• Patient identification number;
• National identification information, where configured by the medical centre;
• Account information;
• Appointment information;
• Queue or token number;
• Booking status;
• Arrival or check-in information; and
• Appointment history.

2. Payment Information

PulseOne charges participating medical centres a monthly subscription fee.

Patients are not charged by PulseOne for using the patient-facing features of the platform.

For medical centre subscription payments, we may process information such as:

• Medical centre name;
• Subscription amount;
• Payment date;
• Payment status; and
• Transaction reference.

Payments may be processed through third-party payment providers such as PayHere.

Where payment details are collected directly by an authorised payment provider, PulseOne does not intend to store full credit or debit card details.

3. Technical Information

When users access PulseOne, certain technical information may be collected automatically, including:

• IP address;
• Browser type;
• Device type;
• Operating system;
• Login activity;
• Application usage information;
• Error logs;
• Security logs; and
• Cookies or similar technologies.

4. How We Use Information

We may use information to:

• Create and manage medical centre accounts;
• Create and manage staff accounts;
• Manage patient registrations;
• Facilitate appointment bookings;
• Generate and manage queue or token numbers;
• Provide queue and appointment notifications;
• Allow authorised medical centre staff to manage patients;
• Manage PulseOne subscriptions;
• Process medical centre subscription payments;
• Provide customer and technical support;
• Improve the PulseOne platform;
• Diagnose and resolve technical issues;
• Prevent fraud and unauthorised access;
• Maintain platform security;
• Comply with applicable legal and regulatory requirements; and
• Protect users and healthcare organisations.

5. Medical Centres and Patient Information

Medical centres using PulseOne may enter, access and manage information relating to their patients.

The relevant medical centre is responsible for determining how patient information is collected, used and managed within its healthcare operations.

PulseOne processes this information for the purpose of providing software and related services to the medical centre.

Patients with questions regarding information held or managed by their medical centre should contact the relevant healthcare provider directly where appropriate.

6. Sharing of Information

PulseOne does not sell personal information.

Information may be shared where reasonably necessary with the following parties.

Healthcare Providers

Patient information may be accessible to authorised staff of the medical centre or healthcare organisation providing the relevant healthcare service.

Service Providers

PulseOne may engage trusted third-party service providers for:

• Cloud hosting;
• Database services;
• Email delivery;
• SMS services;
• Notifications;
• Payment processing;
• Security;
• Analytics; and
• Technical support.

These providers may process information only to the extent necessary to provide their respective services.

Payment Providers

Information required to process a medical centre's subscription payment may be provided to payment providers such as PayHere and relevant financial institutions.

Legal Requirements

Information may be disclosed where reasonably required to:

• Comply with applicable law;
• Respond to a valid legal or regulatory request;
• Investigate suspected fraud or unlawful activity;
• Protect PulseOne's legal rights; or
• Protect the safety or security of users and healthcare organisations.

7. Data Security

PulseOne uses reasonable technical and organisational measures to protect information against:

• Unauthorised access;
• Loss;
• Misuse;
• Alteration;
• Unauthorised disclosure; and
• Destruction.

Security measures may include authentication controls, access restrictions, encrypted communications, database protections and security monitoring.

However, no internet-based service or electronic storage system can guarantee absolute security.

Users are responsible for maintaining the confidentiality of their account credentials.

8. Data Retention

Information may be retained for as long as reasonably necessary to:

• Provide PulseOne services;
• Maintain medical centre accounts;
• Support users;
• Maintain subscription and transaction records;
• Resolve disputes;
• Prevent fraud;
• Maintain security; and
• Meet applicable legal and regulatory requirements.

Where appropriate, information may subsequently be securely deleted or anonymised.

9. Cookies and Similar Technologies

PulseOne may use cookies and similar technologies to:

• Keep users signed in;
• Maintain user sessions;
• Remember preferences;
• Improve platform functionality;
• Monitor performance;
• Detect security issues; and
• Understand how the platform is used.

Disabling essential cookies may affect the availability or performance of certain PulseOne features.

10. Communications and Notifications

PulseOne may send communications including:

• Appointment notifications;
• Queue updates;
• Account notifications;
• Security notifications;
• Service notices;
• Medical centre subscription notices; and
• Other important platform-related communications.

11. Children's Information

Where information relating to a child or minor is entered into PulseOne, it may be provided or managed by a parent, guardian, medical centre or another appropriately authorised person.

Medical centres remain responsible for complying with applicable requirements relating to patient care and the handling of information relating to minors.

12. Privacy Requests

Subject to applicable law, users may contact us regarding:

• Access to personal information;
• Correction of inaccurate information;
• Updating account information;
• Deletion requests;
• Privacy concerns; or
• Questions regarding how information is handled.

We may need to verify the identity or authority of the person making the request.

Certain information may need to be retained for legal, security, operational or healthcare-related reasons.

13. Third-Party Services

PulseOne may integrate with third-party services.

Those services are governed by their own privacy policies and terms, and PulseOne is not responsible for the independent privacy practices of third-party providers.

14. Changes to This Privacy Policy

PulseOne may update this Privacy Policy from time to time to reflect changes to the platform, business practices or applicable requirements.

The latest version will be displayed on the PulseOne website together with the applicable last-updated date.

15. Contact Us

For privacy-related enquiries, please contact:

PulseOne Operated by: WICKYS PRODUCTS (PVT) LTD Email: admin@pulseone.com.lk Phone:  Address: 275/40 GREEN CRESCENT GODAGAMA, MATARA, SRI LANKA