Privacy Policy

1. Who we are

HeyDenta is a clinic operations platform serving dental clinics in the Philippines. We're operated by an independent team based in Pasig City, Metro Manila. Contact: hello@heydenta.com

2. What data we collect

From patients booking via /intake or our partner clinics' Messenger/WhatsApp channels:

• Full name, phone number, optional email
• Preferred appointment date/time, primary dental concern
• Free-text notes the patient shares (allergies, medical history when applicable)
• Messages exchanged with the clinic's Aria AI assistant or staff
• Voice calls with the Aria receptionist may be recorded and transcribed for quality assurance and booking accuracy; names and phone numbers are redacted from stored transcripts, and recordings are deleted after 30 days

From dentists who sign up:

• Email + password, clinic name + address + phone
• Procedures offered, working hours, team members
• Connected channel credentials (FB Page tokens, WhatsApp credentials, Twilio keys) for the purpose of sending replies on the clinic's behalf

3. How we use it

• Schedule, confirm, and remind patients of appointments
• Generate receipts and patient records for the clinic
• Power the AI assistant Aria to answer patient questions about the clinic, services, and bookings
• Send appointment reminders, recall messages, and follow-up care notes via SMS / WhatsApp / Messenger
• Operate the clinic dashboard so dentists can run their practice

We do not sell or share patient data with third parties for marketing. We don't use patient messages to train external AI models.

4. Where it lives

All data is stored in a managed PostgreSQL database hosted in Northeast Asia (Seoul). Encrypted in transit (TLS) and at rest. Access is gated by row-level security: each clinic only sees their own data. Service-role queries are server-side only.

5. Your rights (PH Data Privacy Act + GDPR-style)

• Access: request a copy of all data we hold on you
• Correction: ask the clinic to correct anything inaccurate
• Deletion: ask the clinic to delete your patient record (medical records subject to retention laws)
• Withdrawal of consent: stop receiving automated reminders by replying STOP to any message
• Complaint: contact the PH National Privacy Commission at privacy.gov.ph if you believe your data has been mishandled

To exercise any right, contact your dental clinic directly, or email us at hello@heydenta.com.

6. Retention

Patient records and treatment history are kept by the clinic for as long as required under Philippine medical-records law (typically 10 years). Account credentials and messaging logs are kept while your clinic subscription is active and deleted within 90 days of cancellation.

7. Third-party services we use

We rely on a small set of reputable third-party providers to run the service — for hosting, database storage, AI processing, and message delivery (SMS and social messaging). Each provider only processes the data needed to perform its function, is bound by its own privacy policy and data-processing terms, and is not permitted to use your data for its own purposes.

We do not sell your data, and we do not transfer it to any party outside these operational integrations.

8. Changes

We'll update this page when our practices change. Material changes get a banner notice on the dashboard.