What data is kept
Pingclínica is a communication bridge between your clinic and its patients. It keeps what's needed to book and remind, and deletes what's sensitive.
What is kept
The patient roster — name, phone, preferred doctor and schedule, your team's notes. This is contact information, equivalent to a phone book, and it's what lets a returning patient be recognised. It is not deleted automatically.
Appointments — date, time, doctor, procedure and status, along with the name and phone as recorded. This is the clinic's operational record and it's kept.
Aggregate figures — what feeds Analytics. They identify nobody.
What is deleted automatically
Intake form answers, 72 hours after the appointment. They are the only health data in the system.
Message contents, in the same sweep. The record that a message existed remains; what it said does not.
Conversation sessions, when they expire.
The sweep runs nightly.
What the assistant says if asked
If a patient asks the assistant what system is handling the chat, it answers that your clinic books over WhatsApp with Pingclínica, and nothing more: it doesn't discuss pricing or features, doesn't recommend the platform to anyone, and never brings it up on its own. It only answers if asked.
You can turn this off in Settings → Clinic → What the assistant says about itself. With the switch off, those questions get pointed back to the clinic without naming any platform.
What can't be turned off: if a patient asks whether they're talking to a person, the assistant honestly says it's automated. We treat that as part of dealing fairly with a patient, not a configuration option.
If they ask about their data, the assistant gives the same three points as the section below and refers them to the clinic for anything beyond that.
What to tell a patient who asks
This is what your team can say, and it's also what the assistant answers. Precisely:
- That the clinic uses a WhatsApp assistant to book and remind about appointments.
- That their name and phone number are stored, the same as in the clinic's address book.
- That whatever they answer in the pre-appointment questionnaire is deleted three days after the appointment.
- That they can ask to be taken off the assistant at any time: their chatbot is switched off from the dashboard and they stop receiving automated messages.
The clinic's responsibilities
Pingclínica gives you the tools; regulatory compliance toward the patient sits with the clinic:
- Tell the patient that appointment coordination happens over WhatsApp.
- Guard dashboard access. It holds your patients' phone numbers. Review the Team list periodically and turn on two-factor authentication.
- Decide what to ask in the intake forms. We neither read nor use that content; we transport it and delete it at 72 hours.
- Handle your patients' requests about their data. If you need help deleting or exporting something, write to us.
Full terms are at pingclinica.com/privacidad.