This Privacy Policy applies to all services provided by Automation Intelligence, including WhatsApp-based clinic automation systems, appointment booking bots, and related automation services. By using our services, you agree to this policy.
1Information We Collect
When you interact with our WhatsApp automation systems on behalf of our clinic clients, we may collect the following information:
- Your WhatsApp phone number and display name
- Appointment details — date, time, type of consultation
- Patient information provided during booking — name, age, health concern
- Message content related to appointment booking and clinic communication
- Response data from post-treatment follow up messages
- Opt-in and opt-out preferences for WhatsApp communications
2How We Use Your Information
We use the information collected solely to provide clinic automation services, including:
- Processing and confirming appointment bookings
- Sending appointment reminders before your scheduled visit
- Post-treatment follow-up messages to ensure patient wellbeing
- Sending Google review requests to satisfied patients
- Reengagement messages to inactive patients (with opt-out option)
- Maintaining appointment records for clinic management
We do not use your information for any marketing purposes unrelated to the clinic you are interacting with.
3WhatsApp Data Usage
Our automation systems operate through WhatsApp Business API, managed via Meta's official platform. By messaging a clinic that uses our system, you acknowledge:
- Your messages are processed by our AI automation to provide responses
- Message data is stored securely in Google Sheets for appointment management
- You can opt out of automated messages at any time by replying "STOP" or "UNSUBSCRIBE"
- WhatsApp's own Privacy Policy also applies to your use of the platform
4Data Sharing
We do not sell, trade, or rent your personal information to third parties. Your data may be shared only in the following limited circumstances:
- With the clinic: Your appointment and patient details are shared with the clinic you are booking with, as this is the core purpose of the service
- Service providers: We use Google Sheets for data storage, WhatsApp Business API for messaging, and Google Gemini AI for intelligent responses — all under strict data agreements
- Legal requirements: If required by law or government authority
5Data Storage & Security
Your data is stored in Google Sheets with restricted access. We implement the following security measures:
- Access to patient data is restricted to authorised clinic staff and our automation system only
- All data transmission occurs over encrypted HTTPS connections
- WhatsApp messages are end-to-end encrypted by Meta's platform
- Regular access reviews to ensure only necessary personnel have data access
6Your Rights
You have the following rights regarding your personal data:
- Access: Request a copy of the data we hold about you
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data from our systems
- Opt-out: Unsubscribe from automated WhatsApp messages at any time by replying STOP
- Portability: Request your data in a readable format
To exercise any of these rights, contact us at the details below.
7Data Retention
We retain your data for as long as you are an active patient of the clinic using our services. Appointment records are kept for a minimum of 12 months for medical record purposes. If you opt out or request deletion, your data will be removed within 30 days.
8Children's Privacy
Our services are not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with their information, please contact us immediately for removal.
9Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the date at the top of this page. Continued use of our services after any changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.