We never store, sell, or share patient data. ClinicFlow sends emails on your behalf — we don't have access to your patient records, and we don't want it.
Who we are
ClinicFlow Automation is a Canadian automation service for independent dental clinics. We are based in Montreal, Quebec. Our contact is contact@clinicflowautomation.com.
What data we collect
When a clinic purchases a ClinicFlow package, we collect only what is necessary to set up and run the automation:
- Clinic information: Clinic name, city, website, phone number, and the email address of the person we're working with.
- Setup configuration: Booking link, phone number for auto-texts, Google review link — provided by the clinic to configure automations.
- Patient list (reactivation only): If you use the reactivation campaign, you provide us a list of patient first names and email addresses. This list is used solely to send the reactivation sequence and is deleted after use.
We do not collect, store, or access: patient medical records, billing information, health history, or any other protected health information.
How we use the data
- To configure and deliver your automation package
- To send automated emails on your clinic's behalf (using your email account or Mailchimp — we do not send from our servers)
- To provide support during your 30-day included support period
We do not use clinic or patient data for marketing, analytics, resale, or any purpose other than delivering the service you paid for.
PIPEDA compliance
ClinicFlow Automation operates in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy law.
Specifically:
- Consent: Patient email lists are only used with the clinic's explicit instruction. Clinics are responsible for ensuring they have appropriate consent from their patients to receive email communications.
- Purpose limitation: Any patient data provided to us is used only for the stated automation purpose and no other.
- Data minimization: We only request the minimum information required — typically first name and email address for the reactivation sequence.
- Retention: Patient lists provided for reactivation campaigns are deleted from our systems within 7 days of campaign completion.
- No cross-border transfer: We do not transfer patient data to servers or parties outside Canada without your explicit consent. Our tools (Mailchimp, Gmail) may process data on international servers — review their privacy policies if this is a concern for your practice.
- Access requests: Patients or clinics may request access to or deletion of any data we hold by emailing contact@clinicflowautomation.com.
Third-party services
Depending on your package, we may configure automations using the following tools. Each has its own privacy policy:
- Mailchimp (Intuit Inc.) — used for email automation sequences
- Gmail / Google Workspace — used as an alternative email delivery method
- Twilio — used for SMS appointment reminders (if applicable)
We configure these tools on your behalf, using your accounts. Patient data processed through these platforms is governed by the clinic's agreement with those platforms.
Data security
Patient lists shared with us are transmitted via encrypted email or a secure file transfer method. We do not store patient lists in publicly accessible systems or databases. Any data shared is deleted after use.
Your rights
You have the right to:
- Request a copy of any data we hold about your clinic or its patients
- Request correction of inaccurate information
- Request deletion of your data at any time
- Withdraw consent for any data processing
To exercise any of these rights, email contact@clinicflowautomation.com. We respond within 5 business days.
Changes to this policy
We may update this policy as our services evolve. Material changes will be communicated to active clients via email. The current version is always available at clinicflowautomation.com/privacy-policy.html.
Questions about privacy?
Email contact@clinicflowautomation.com — we reply within one business day.
Mohamed · ClinicFlow Automation · Montreal, QC