Privacy policy

This policy explains how OneDoctor processes personal data. It has two sides:

• Data of the people who use OneDoctor (clinic owner, dentists and front desk): here OneDoctor is the controller and decides how this data is used.
• Patient data that the clinic enters or that arrives through WhatsApp: here the clinic is the controller and OneDoctor is the processor, handling the data on the clinic's behalf, as described in the Terms of use.

Responsible party: [company legal name], CNPJ (Brazilian company registration number) [to be defined].

We collect the minimum needed for the account to work:

• Sign-up: name, email, password (stored only in encrypted form) and the date you accepted these documents.
• Clinic: name, contact details, address, hours, team and settings.
• Subscription: plan, payment status and the customer identifier at Stripe. Card details stay with Stripe.
• Usage: technical access logs (date, time, IP address and device), kept for 6 months as required by the Marco Civil da Internet (Brazilian Internet Civil Framework).

We use this data to:

• provide the service and support (performance of a contract);
• bill the subscription and issue tax documents (performance of a contract and legal obligation);
• protect accounts, prevent fraud and improve the product with aggregated data (legitimate interest);
• send account notices and, if you wish, OneDoctor news. You can opt out of the news at any time.

The clinic decides which patient data it puts into OneDoctor: identification, contact details, appointments, conversations, dental records, health history forms, images, treatment plans and payments. Some of it is health data, which is sensitive data under the LGPD.

• Each clinic sees only its own data. Within the clinic, each person sees only what their role allows.
• OneDoctor uses this data solely to provide the service to the clinic.
• Patient data is never sold, used for advertising or used to train AI models.
• Patients who wish to exercise their rights should contact the clinic. If a request reaches OneDoctor, we forward it to the responsible clinic.

We use these providers to make OneDoctor work. Each one receives only what is needed for its part of the service:

We also share data when required by law or by a court order.

Some providers store or process data outside Brazil, mainly in the United States. These transfers comply with art. 33 of the LGPD and the ANPD regulation on international transfers, with contractual clauses and security safeguards equivalent to those required in Brazil.

• Connections are always encrypted (HTTPS) and data is encrypted at rest.
• Separation by clinic directly in the database, with access rules on every table.
• WhatsApp keys stored in a restricted area, out of reach of the browser.
• Automatic backups and internal access restricted to those who need it.

• Account data: while the account exists and for up to 90 days after cancellation, for export.
• Patient data: for the period set by the clinic, deleted when the account is closed as described in the Terms.
• Access logs: 6 months.
• Tax and payment records: 5 years, as required by tax law.

Under the LGPD (art. 18), you may request at any time:

• confirmation that we process your data and access to it;
• correction of incomplete or inaccurate data;
• anonymization, blocking or deletion of unnecessary data;
• portability and information about whom we share it with;
• review of decisions made solely by automated means;
• withdrawal of consent, when consent is the basis for processing.

We respond within 15 days. You may also file a complaint with the Autoridade Nacional de Proteção de Dados (ANPD, the Brazilian National Data Protection Authority).

OneDoctor stores in your browser only what it needs to work: the login session and preferences such as notifications already read. We currently use no advertising cookies and no third-party tracking tools. If this changes, this policy and the site notice will be updated beforehand.

Data protection officer. Contact us by email at privacidade@onedoctor.io.

When this policy changes materially, we will let you know by email and in the dashboard. The current version is always on this page.