Privacy Policy

Last updated September 4, 2026

Better Clinic Booking ("we," "us") provides online booking, patient recall, and cancellation-refill software to health clinics. This page explains what information we collect, why, and how a patient or a clinic can reach us about it.

What we collect

From a patient booking or being recalled through the service, we collect: name, mobile phone number, the appointment details you choose, and — only if your clinic asks for it during booking — the patient identifiers your clinic's own booking flow requires. We do not collect a health card number online; where a clinic requires one, that step happens at the front desk, not through this site.

From a clinic account, we collect the practice's name, staff logins, scheduling and service data pulled from the clinic's own practice- management system, and the patient list a clinic uploads for recall campaigns.

Why we collect it

• To book, reschedule, and confirm appointments on the clinic's own calendar.
• To send appointment reminders and cancellation-opening offers by SMS.
• To run a clinic's patient-recall list against its own visit history, so lapsed patients can be reached.
• To operate the front-desk console the clinic's own staff use.

We never sell patient or clinic data, and we never use it to advertise anything other than the clinic's own appointment availability.

Who we share it with

Patient and clinic data is shared only with the vendors needed to run the service itself: our SMS provider (to deliver texts), our cloud hosting provider (to store and run the software), and the clinic's own practice-management system (to read and write appointments). We do not share data with any other clinic, and we do not share it for a third party's own marketing.

If your clinic is in Canada

We handle personal information under the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, for clinics in Ontario, the Personal Health Information Protection Act (PHIPA). Where a clinic's patient data passes through our service, we act as the clinic's electronic service provider (ESP/agent) under PHIPA — the clinic remains the health information custodian and stays in control of that data; we process it only on the clinic's instructions and only for the purposes above. A Canadian clinic can request a copy of our data-processing terms at any time.

If your clinic is in the United States

Our service is built to keep protected health information (PHI) out of the parts of the system that don't need it — for example, a patient's health card or insurance details are never collected through the online booking flow. Where a US clinic's use of the service does involve PHI, a Business Associate Agreement (BAA) is available on request before that clinic's data goes live — we do not process PHI for any clinic without one in place. We are not independently HIPAA-certified (no such certification exists under HIPAA); a signed BAA, not a certification badge, is the document that governs how we handle PHI for a US clinic.

Text messages

See our SMS Terms for the full program disclosure — message frequency, how to stop messages, and carrier liability. In short: we only text a patient who has consented to be contacted by their clinic, replying STOP unsubscribes instantly, and we never send anything the patient's clinic hasn't agreed to.

How long we keep data

We keep patient and appointment data for as long as the clinic's account is active, and for a limited period after a clinic account closes to allow for an orderly export or deletion. A patient or a clinic can ask us to delete specific data at any time.

Your rights

You can ask what data we hold about you, ask us to correct it, or ask us to delete it, by emailing chris@betterclinicbooking.com. Because the clinic is the custodian of a patient's health information, we may direct a patient request to their clinic where the clinic is better placed to act on it.

Contact

Questions about this policy: chris@betterclinicbooking.com.