Purpose
This Policy establishes the requirements governing the capture, upload, storage, synchronization, access, export, disclosure, publication, and deletion of patient-related media through SiriON. It is intended to promote patient privacy, support compliance with applicable laws and institutional requirements, protect patient confidentiality, ensure responsible use of clinical media, and define responsibilities of Users and SiriON.
This Policy should be read together with the SiriON Terms and Conditions, Privacy Policy, Data Collection Notice, and Clinical Data Processing Agreement.
Applicability
This Policy applies to all Users who capture, upload, store, access, export, synchronize, share, or otherwise process patient-related media through SiriON, including dentists, medical practitioners, postgraduate residents, faculty members, clinic owners, healthcare institutions, and authorized healthcare personnel.
Definitions
Clinical Media: Intraoral photographs, extraoral photographs, facial photographs, radiographs, IOPA images, OPG images, CBCT scans, clinical videos, treatment progress photographs, academic case images, and any visual record relating to a patient.
Patient Media: Any Clinical Media that identifies or may reasonably identify a patient.
Practitioner: Any authorized healthcare professional using SiriON.
Purpose Limitation
Clinical Media shall only be collected, uploaded, processed, stored, exported, or disclosed for legitimate purposes selected by the Practitioner at the time of capture or upload. Media shall not be used for purposes materially different from the purpose originally selected without obtaining any additional authorization required under applicable law, institutional policy, or ethical standards.
Media Categories
Track A: Clinical care and treatment documentation, including diagnosis, treatment planning, progress monitoring, clinical documentation, appointment follow-up, and case records.
Track B: Academic documentation, including postgraduate logbooks, case presentations, journal clubs, seminars, thesis work, and institutional academic activities.
Track C: Publication, presentation, or professional display, including journal publications, scientific presentations, conference posters, teaching materials, and educational publications.
Track D: Marketing, social media, or promotional use, which carries elevated privacy risk and requires strict compliance with legal, ethical, institutional, and platform-specific requirements.
User Declaration
Before uploading Clinical Media, Users confirm that they possess authority to upload the media, required permissions have been obtained where necessary, institutional policies have been followed, the upload serves a legitimate purpose, and they understand they remain responsible for lawful collection and use of the media.
Authorization
The Practitioner remains solely responsible for determining whether patient authorization, institutional authorization, departmental authorization, ethics committee approval, or publication approval is required for a particular use of Clinical Media. SiriON does not independently verify authorization.
Pediatric Media
Where Clinical Media relates to pediatric patients, Users remain solely responsible for complying with applicable laws, institutional requirements, ethical standards, and professional obligations. Where applicable, processing may rely upon healthcare-related exemptions under the Digital Personal Data Protection Rules, 2025.
De-identification
Where clinical objectives can reasonably be achieved without displaying patient identity, Users should use cropping, blurring, masking, de-identification tools, and removal of visible identifiers such as facial features, patient names, registration numbers, hospital labels, and barcode identifiers.
Metadata Protection
Where technically feasible, SiriON may automatically remove GPS coordinates, device identifiers, camera serial numbers, embedded location information, and embedded metadata not necessary for clinical use. Users remain responsible for verifying exported media before publication.
Prohibited Content
Unless specifically required by law and appropriately protected, Users shall not upload Aadhaar cards, PAN cards, passport copies, voter identification cards, banking information, insurance documents, financial records, authentication credentials, passwords, or non-clinical government identifiers.
Export Restrictions
Users shall take reasonable precautions when exporting Clinical Media and should avoid sharing it through public file-sharing links, public cloud repositories, unauthorized messaging groups, or unsecured storage platforms.
Publication Rules
Before publishing Clinical Media on social media, websites, marketing materials, public presentations, or professional portfolios, Users remain solely responsible for ensuring compliance with applicable law, ethical obligations, institutional requirements, publication standards, and professional conduct requirements.
Security
Users shall protect account credentials, maintain device security, prevent unauthorized access, avoid credential sharing, and protect exported media. Users remain responsible for media accessed through their accounts.
Logging
SiriON may maintain logs relating to upload events, access events, export events, synchronization events, deletion events, and security events. Such logs may be used for security investigations, compliance reviews, fraud prevention, legal proceedings, and regulatory obligations.
Retention
Clinical Media shall be retained only for as long as reasonably necessary for the purpose for which it was collected, subject to user settings, legal requirements, security requirements, audit requirements, and regulatory obligations.
Incident Reporting
Users shall promptly notify SiriON of unauthorized disclosure, unauthorized access, misuse of Clinical Media, credential compromise, or any security incident involving patient media.
AI and Secondary Use
SiriON shall not use Clinical Media for advertising, marketing profiling, behavioral profiling, sale of patient information, or unrelated secondary purposes without appropriate authorization and legal basis.
Non-Verification
SiriON does not independently verify patient authorization, institutional approval, ethics committee approval, publication authorization, academic approval, clinical appropriateness, or professional compliance. Responsibility for such matters remains solely with the Practitioner.
Liability
The Practitioner remains solely responsible for lawful collection of Clinical Media, compliance with institutional policies, compliance with ethical standards, compliance with publication requirements, and compliance with professional obligations.
Indemnification
The Practitioner agrees to indemnify and hold harmless SiriON and related parties from claims arising from unauthorized photography, failure to obtain required authorization, privacy violations, publication violations, institutional policy breaches, or unlawful disclosure of patient media.
Acceptance
By selecting "I Agree" and uploading Clinical Media through SiriON, the User acknowledges that they have read this Policy, understand their responsibilities, and agree to comply with this Policy.