Privacy Policy

ClinicCare ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when clinic owners and their patients interact with our service.

1. Information We Collect

We collect the following categories of information:

• Clinic Owner Information: Name, email address, clinic name, WhatsApp number, and Google Sheets data provided during onboarding.
• Patient Data: Patient names, WhatsApp phone numbers, treatment dates, and follow-up status — as entered by the clinic.
• Message Data: WhatsApp message content sent and received via the Meta Business API for the purpose of sentiment analysis and follow-up automation.
• Usage Data: Automated system logs for error tracking and performance monitoring.

2. How We Use Your Information

• To send automated WhatsApp follow-up messages to patients on behalf of your clinic.
• To analyse patient replies using Microsoft AI (Microsoft Foundry / DeepSeek-V3.2) for sentiment classification.
• To alert clinic owners when a patient reports pain or discomfort.
• To request Google reviews from satisfied patients.
• To display analytics data in your clinic dashboard.
• To improve ClinicCare's service quality and reliability.

3. Data Storage

Patient data is stored in Google Sheets linked to your clinic's Google account. ClinicCare workflows run on ActivePieces and access this data only to execute automations. We do not store patient data on our own servers.

4. Microsoft AI Processing

Patient message text is sent to Microsoft Foundry (Azure AI) for grounded analysis using the DeepSeek-V3.2 model, with Foundry IQ retrieval over the clinic's own knowledge base. This data is processed transiently and is not stored by Microsoft for model training under their standard API terms. See Microsoft's Privacy Statement for details.

5. WhatsApp Data

Messages are sent via the Meta Business API. Message delivery and read receipts are processed by Meta. Please review WhatsApp's Privacy Policy for information about how they handle message data.

6. Data Sharing

We do not sell, rent, or trade your patient data to third parties. Data is shared only with the following service providers strictly for operation:

• Microsoft / GitHub (AI sentiment analysis)
• Meta / WhatsApp (message delivery)
• Google (Sheets database, review links)
• ActivePieces (workflow automation)

7. Patient Rights & Opt-Out

Patients can opt out of follow-up messages at any time by replying "STOP" or similar opt-out phrases in any language. ClinicCare's AI automatically detects opt-out intent and removes the patient from the follow-up queue immediately.

8. Data Retention

Patient records remain in your Google Sheet until you delete them. You have full control over your data at all times. Conversation logs are retained for 90 days for quality and debugging purposes.

9. Security

We take reasonable technical precautions to protect data in transit and at rest. API keys and tokens are stored as encrypted environment variables. We recommend clinic owners use strong Google account passwords and enable two-factor authentication.

10. Children's Privacy

ClinicCare is not intended for use with patients under 18 without parental consent. Clinic owners are responsible for ensuring patient data entered into the system complies with applicable laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered clinic owners of significant changes by email. Continued use of ClinicCare after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or data deletion requests, contact us at:

cliniccare@ecohavens.store