1. Information we collect
When you request an appointment, we collect:
- Your name and telephone number, and your email address if you provide one.
- The services requested, selected dentist, appointment date and time, and any optional notes you enter.
- A booking reference, appointment status (pending, confirmed, cancelled, or completed), and creation and update records.
Appointment change logs may contain previous and updated contact details, notes, services, schedules, statuses, and the identity of the staff member making a change. Treatment choices and notes may reveal health information. Please provide only details needed to arrange your visit and avoid unnecessary medical history in website notes or chat.
For booking and sign-in protection, the application processes IP addresses and browser information. It stores hashed IP addresses, telephone numbers, or email addresses for rate limits and abuse records, along with request counts, timestamps, and failure reasons. Hashing is a safeguard and does not make these records anonymous. Staff accounts and sign-in audit records also include account identifiers, email addresses, roles, and access events.
2. How we use appointment information
Names identify the person requesting care. Telephone numbers and email addresses allow the clinic to communicate about the booking. Services, dentist selections, dates, and times help staff arrange care and manage availability. References and statuses help staff track, confirm, cancel, reschedule, and complete bookings. Change records support administration and accountability; security records help prevent automated submissions and abuse.
If you supply an email address, the application sends appointment notifications when a request is pending, confirmed, or cancelled. It also sends a notification when staff reschedule an appointment. These emails include your name, booking reference, status, services, dentist, date, and time; cancellation or rescheduling messages may include a reason and previous schedule. When the clinic copy setting is enabled, the same email is copied to lsanchezsantosdentalclinic@gmail.com. No notification email is sent by this workflow if the booking has no patient email address. Gmail is used exclusively for these appointment notifications.
3. Gmail access and Google user data
The clinic authorizes its notification account, noreplydraleilanisanchezsantos@gmail.com, with the permission https://www.googleapis.com/auth/gmail.send (send email on your behalf). Patients do not connect their Gmail accounts. This permission allows the application to send appointment emails from the clinic account; it does not grant permission to read its mailbox.
The application refreshes the clinic account's OAuth access token and submits the outgoing email and recipient addresses to Gmail. The current implementation does not list, retrieve, search, or read existing Gmail messages, attachments, contacts, or account profiles. Google returns an access token and a send response; the application uses the token to send and checks whether sending succeeded. It does not store the send response as an application record. The patient details in the notification come from the booking database, rather than from the patient's Google account.
The clinic's OAuth credentials and refresh token are kept in server environment configuration. Access tokens are used in server memory for sending and are not placed in website pages or browser storage. Sent emails and their contents may remain in Google's email systems and in recipient mailboxes. The clinic account holder can revoke the application's access in their Google account's connected-app settings; revocation prevents future sends until access is authorized again.
4. Google API Services and Limited Use
Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google API data is used only to provide the appointment notification feature described here. It is not sold or used for advertising, credit decisions, or training general-purpose AI models.
Any transfer of Google API data is limited to delivering this feature with the account holder's consent, necessary security investigations, legal requirements, or a business transfer with prior explicit consent. Human access to Google API data is limited to specific consent, necessary security or legal purposes, or lawful internal use of aggregated data. Clinic staff can view booking records and the notification copies delivered to the clinic for appointment administration. The Gmail integration does not supply Gmail data or OAuth credentials to the website's AI chat or visitor analytics.
5. Storage and protection
Booking records, appointment change logs, staff authentication information, and abuse and rate-limit records are stored using Supabase. The website and its server functions run on Lovable hosting. The code uses HTTPS for Google and Cloudflare requests, validates booking inputs, checks staff authentication and roles, and defines database row-level access policies for appointment and audit records. Privileged database credentials and Gmail credentials are used on the server. Public booking requests undergo Cloudflare Turnstile verification and rate limiting.
These measures reduce risk but cannot guarantee complete security. Specific storage locations, backup schedules, encryption-at-rest configuration, and provider log retention depend on the clinic's service settings and agreements; this policy does not assert unverified settings or certifications.
6. Retention and deletion
The clinic's retention standard is to keep identifiable information only while needed to manage appointments, meet applicable recordkeeping duties, resolve complaints, or establish, exercise, or defend legal claims. Security records should remain only while needed to investigate abuse and protect the service. Information that is no longer needed should be securely deleted or made non-identifiable. Philippine privacy law does not supply a single retention period for every record in this application.
The current application has no automatic expiry or deletion schedule for bookings, logs, or sent emails, and cancelling an appointment does not delete its record. Deletion requests are handled through the clinic contact below. The clinic must assess database records, related audit history, sent emails, and provider-held copies or backups separately. Deleting a database record does not erase an email already delivered to a recipient. Exact retention periods, backup expiry, and a routine disposal schedule still require the clinic's documented operational review; no fixed deletion deadline is promised here.
7. Service providers and sharing
- Lovable: hosts the website and server functions, provides enabled visitor analytics, and supports error reporting when its reporting service is available. Requests and error reports may include technical information and page paths.
- Supabase: provides the database, staff authentication, realtime updates, and storage used for dentist profile photographs.
- Google Gmail: processes notification recipients and email content to deliver appointment emails. Patient recipients and, when enabled, the clinic mailbox receive those details.
- Cloudflare Turnstile: processes verification tokens, IP addresses, and browser signals to protect public bookings and sign-in forms from abuse.
- Lovable AI Gateway and its Google Gemini model provider: process messages you choose to submit to the existing chat assistant to generate replies. The chat endpoint does not retrieve appointment records or Gmail data. Do not submit sensitive medical details in chat.
- Google Maps and Google Fonts: receive browser requests when embedded maps or hosted fonts load, including technical request information such as your IP address. Facebook processes visits if you follow the clinic's Facebook link.
Provider processing is subject to their service terms and privacy policies and may take place outside the Philippines. Provider-specific locations, retention, and contractual safeguards must be confirmed through the clinic's service arrangements. The application contains no workflow to sell booking information or send it to advertising services.
8. Access, correction, deletion, and other rights
Contact the clinic to request access to your information, correct inaccurate details, request deletion or blocking, object to processing, or withdraw consent where consent is the basis for processing. Include your booking reference if available and describe your request. Please do not send passwords, OAuth tokens, or unnecessary medical documents. The clinic may need to verify your identity before disclosing or changing records.
Requests are assessed under the Philippine Data Privacy Act of 2012. Deletion may be limited when information remains necessary for an applicable legal obligation or a legitimate, documented purpose; ask the clinic to explain any information it must retain. You may also raise privacy concerns with the National Privacy Commission. These requests do not require a website or Google account.
9. Cookies, browser storage, and analytics
The website uses local browser storage for your selected theme and, when staff sign in, their Supabase authentication session. Embedded services, including Maps and Turnstile, may use their own cookies or browser storage. You can control cookies and clear local storage through your browser; doing so may reset preferences or sign you out.
Lovable visitor analytics is enabled. It measures visits, page views, visit duration, bounce rate, traffic sources, device types, and country-level traffic to understand website usage. Lovable describes this as overall traffic measurement rather than individual visitor profiling; see its analytics documentation. The clinic has not established a verified inventory of provider cookies or analytics retention periods. Contact the clinic about analytics processing or privacy choices.
10. Children's privacy
The clinic provides family dental care. A parent or guardian should arrange bookings for a child and use their own contact details for notifications. The booking form does not ask for a date of birth or verify age. If a child has submitted information without appropriate parental involvement, contact the clinic to request review, correction, or deletion. Children are not asked to authorize access to a Google account.
11. Policy updates
This policy will be updated when website practices or relevant requirements change, with a revised date shown above. Any new purpose for processing or permissions must be disclosed, and consent obtained where required, before that processing begins.
12. Clinic privacy contact
Address privacy questions and requests to the clinic owner or the person responsible for privacy at L.Sanchez-Santos Dental Clinic:
- Email: lsanchezsantosdentalclinic@gmail.com
- Telephone: 0917 303 0249
- Clinic address: 144-A 9th Avenue, East Rembo, Taguig City
The clinic has confirmed these as its privacy contact channels. A separately designated Data Protection Officer's name or contact has not been supplied.