01
Who we are and what this covers#
HelloDentistly is operated by Mindclick Consulting, Bengaluru, Karnataka, India. This policy covers the website https://hellodentistly.com, the HelloDentistly app, and clinic booking pages and websites hosted on it.
02
Two kinds of data#
In short We are responsible for clinic account data; clinics are responsible for their patient data.
- Clinic account data: owner and staff names, phone numbers, emails, clinic details and billing records. HelloDentistly is the data fiduciary for this data.
- Patient data: details entered by a clinic or by patients through a clinic's booking page, such as name, mobile, appointments, medical alerts and notes. The clinic is the data fiduciary, and we act as its data processor.
03
What we collect and why#
- Account and contact details to create your account, provide support and send service messages.
- Payment information: payments are handled by Cashfree Payments. We receive only the order status, amount and a payment reference, never full card numbers, UPI PINs or bank passwords.
- Usage and device data such as IP address and browser type, to keep the service secure and fix problems.
- Patient data, only to provide scheduling, reminders, records and billing for the clinic.
04
Consent#
Clinics record each patient's consent in the software, and patients booking online confirm consent on the booking form. Appointment reminders contain only the date, time and clinic name, never clinical details.
05
Sharing#
In short We do not sell personal data.
We share data only with providers that help us run HelloDentistly, under confidentiality obligations: Cloudflare (hosting and database), Cashfree Payments (payments) and messaging providers when a clinic sends messages. We disclose data to authorities only when required by law.
06
Security#
Data is encrypted in transit (HTTPS) and stored on Cloudflare infrastructure. Each clinic's data is isolated and accessible only to its signed-in staff. Staff PINs are stored as salted hashes. HelloDentistly staff access a clinic's data only to provide support at the clinic's request.
07
Retention#
We keep data while your account is active. After cancellation, clinic data is kept for 30 days for export and then deleted, except invoices and records we must keep under tax law, generally for 8 years.
08
Your rights#
You can ask to access, correct or erase your personal data, withdraw consent, or nominate someone to act for you. Patients should first contact their clinic, which controls patient records; we help clinics respond to these requests.
09
Cookies#
We use only essential cookies to keep you signed in. We do not use advertising or tracking cookies.
10
Grievance officer#
Write to our Grievance Officer at [email protected] with "Grievance" in the subject, or WhatsApp +91 99037 07376. We acknowledge complaints within 48 hours and resolve them within 30 days. You may also approach the Data Protection Board of India.
11
Changes to this policy#
We will notify material changes in the app or by email before they take effect. The "Last updated" date above shows the current version.