Privacy Policy
ConvertChat by Automated Client System (ACS)
Effective Date: November 3, 2025
ConvertChat by Automated Client System (“ConvertChat,” “ACS,” “we,” “our,” or “us”) provides an automation platform that helps medical clinics and independent healthcare practices streamline patient booking, reminders, and communication.
We are committed to protecting the privacy of clinics using our platform and their patients. This Privacy Policy explains how we collect, use, store, and protect Personal Data.
1. Information We Collect
1.1. Information provided by clinics (our customers)
Clinic name, address, and contact details
Admin or user login information
Service settings (clinic hours, appointment slots, etc.)
1.2. Information provided by patients
Entered during booking flows or via messaging platforms (e.g., Messenger, WhatsApp):
Name
Contact number or email
Preferred appointment date and time
Relevant details for appointment scheduling (note: no medical diagnosis required)
We do not require or store sensitive medical records, clinical notes, or test results.
1.3. Automatically collected information
Logs associated with platform usage
Device or browser metadata (IP address, OS, browser type)
2. How We Use Information
We process clinic and patient data to:
Schedule appointments
Send reminders and confirmations
Notify clinics of bookings, reschedules, or cancellations
Improve operational performance of the platform
Provide technical and customer support
We do not sell or rent any data to third parties.
3. Legal Basis for Processing
We process Personal Data only when:
The clinic (our customer) has given lawful consent to collect patient data
Processing is necessary to deliver booking and reminder services
Processing is required to comply with legal or regulatory obligations
Clinics are responsible for ensuring patient consent before using ConvertChat to send communications.
4. Data Sharing and Third-Party Services
We may share limited data with third-party processors essential to platform operation, such as:
Messaging platforms (e.g., Facebook Messenger, WhatsApp, SMS gateways)
Automation or scheduling tools (e.g., Zapier, Make, Google Calendar)
Cloud hosting providers
All third-party integrations follow contractual data processing agreements and maintain their own privacy compliance.
5. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect Personal Data, including:
Secure encryption of data in transit and at rest
Access controls and authentication
Regular security reviews
No method of transmission over the internet is fully secure, so users assume associated risks.
6. Data Retention
We retain Personal Data only for as long as needed to:
Deliver the services requested by the clinic, or
Comply with legal requirements
Clinics may request deletion of patient data at any time.
7. Patient Rights
Patients may request:
Access to their personal information
Correction of any inaccurate data
Deletion of their data, unless required by law
Requests can be sent through the clinic using ConvertChat or directly to us at support@automatedclientsystem.
8. Children’s Privacy
ConvertChat is not intended for use by minors under 18 without consent from a parent or guardian. Clinics are responsible for obtaining necessary consent for minors.
9. International Transfers
Where applicable, data may be transferred and stored outside the user’s country. We ensure all transfers follow applicable data protection laws.
10. Changes to This Privacy Policy
We may update this policy when necessary. Changes will be posted with a new “Effective Date.”
11. Contact Us
For questions, data access, or deletion requests:
Automated Client System (ACS)
Email: support@automatedclientsystem.
Website: www.automatedclientsystem.com
By using ConvertChat, clinics acknowledge and agree to this Privacy Policy.
