Privacy notice

1. What we collect

When you book a queue number on a doctor's page:

• your name, age, mobile number and/or email;
• the appointment type and, if you write one, the reason for consultation (health information);
• the clinic day and your queue number, and whether you checked in, were seen, cancelled or did not come.

At the clinic, the doctor and staff may add to your patient card: birthdate, sex, contact details, allergies and medical background, visit notes, diagnoses, prescriptions, vital signs, vaccinations, pregnancy or child-growth records, photos of your paper chart, and what you were billed and paid at each visit (the amounts and how you paid, e.g. cash, GCash or your HMO with its LOA number).

If your doctor uses voice dictation, the doctor's spoken notes about your visit are sent as a short audio clip to one of our speech-to-text providers, which writes down the words. What each provider does with the clip is under "Who can see it" below. ClinicHours does not keep the clip or the text apart from the note the doctor saves. A doctor may choose to keep their own dictated clips for up to 30 days so they can listen again; they are then deleted automatically. Dictation is used only by doctors, only while they hold the button, and never to record the consultation.

For doctors and staff: name, email, password (stored only by our sign-in provider, never readable by us), the clinic's details, the doctor's legal name and birthdate (checked once so each doctor has one account, never shown), PRC licence number if given, and a record of changes made.

If you write to us from the contact page: your name, your clinic and city if you give them, your mobile number and/or email, how you'd like us to reach you and your message, so we can answer you.

On your phone, the website remembers your queue links, the city you picked or your approximate location (rounded to about 1 km, for a day) and your light/dark setting. It has no advertising or tracking cookies.

2. Why we use it

• to give you a queue number, show your place in line and let you cancel;
• to send you texts or emails about your visit: the booking code, the confirmation with your queue link, a reminder the day before, and news from the clinic such as a delay, a cancelled clinic or a day off;
• to send you a text when your doctor wants you back for a check-up; it never says why, and you can ask the clinic to stop these;
• for the clinic to keep your medical record and care for you;
• to run, secure and improve the service, and to bill clinics for it.

3. Who can see it

• Your doctor, and the clinic staff who run the clinic where you booked. Clinic secretaries see your details, visits and chart photos, but not the doctor's clinical notes.
• Another doctor only if your doctor shares your chart, for a referral or while they are away, and records that you agreed. Every time a shared chart is opened, it is logged.
• The ClinicHours team only to run or fix the service. Our admin pages show clinics' accounts and counts of bookings, never patient records.
• Service providers who help us run ClinicHours, each given only what it needs to do its job and working under its own published terms: Supabase (database and sign-in, Singapore), our web server host (Singapore), Cloudflare (network security), textbee, PhilSMS and Semaphore (sending texts to Philippine mobiles), and our email provider. A text sent through textbee passes through textbee's service and an ordinary phone and SIM.
• The map on a doctor's page comes from Google Maps. When it loads, your browser connects to Google, which sees your IP address and device details under its own terms. We send Google the clinic's location only, never who you are or your bookings.
• For doctors who dictate their notes, one speech-to-text provider writes down each clip. We choose which one, and another takes over if it fails. They are Groq, Deepgram and Soniox. Groq says it does not keep audio by default, but it may keep logs of it for up to 30 days to fix errors or look into abuse, unless its Zero Data Retention setting is on; what it keeps is stored in the United States. Deepgram: we send every clip with its opt-out from model training, and Deepgram says audio sent that way is kept only as long as it takes to process. Soniox says it does not use audio to train its models; we delete each clip there once it is written down, and Soniox deletes anything left after 30 days. Soniox processes and stores clips in the United States.

We do not sell personal information or use it for advertising.

4. How long we keep it

• Booking requests that were never confirmed: deleted after 7 days.
• Dictation recordings a doctor chose to keep: deleted automatically after 30 days (or sooner if the doctor deletes them, or with your patient card). The doctor's saved note is the record.
• Patient cards and medical records: for as long as the clinic keeps them as its medical records, or until the clinic deletes them.
• Doctor and staff accounts: while the clinic uses ClinicHours, then as needed for billing and legal records.
• Messages sent from the contact page: deleted a year after they were sent.

5. Your rights

Under the Data Privacy Act you may be informed, access your information, have it corrected, object, have it blocked or deleted, get a copy in a portable form, and claim damages. Ask the clinic first: its staff can correct your details, give you a copy of your record or delete your patient card from ClinicHours. You may also write to us at privacy@clinichours.ph, and we will help the clinic answer you.

You may complain to the National Privacy Commission (privacy.gov.ph).

6. How we protect it

Information travels encrypted. Each clinic's data is kept apart by the database itself, and each person sees only what their role allows. Chart photos are private files opened through short-lived links. Changes to patient records are logged, and so is each time staff open a patient card.

7. Contact

Questions about this notice or your information: privacy@clinichours.ph. Clinics using ClinicHours can also read our terms of service.