Privacy Policy
Effective from 26 October 2026
This policy covers the Clinic Partner service: the web-based administration interface for dental practices (app.clinicpartner.hu), the iPhone app, the clinic websites we build and run for clinics, and the clinicpartner.hu presentation site (together: the Service). It explains which personal data we process, for what purpose, on which legal basis and for how long, to whom we disclose it, and what your rights are.
The Service is provided by ALTRD Studio Korlátolt Felelősségű Társaság (ALTRD Studio Kft.), registered office: Budapest, Hungary, company registration number: 01-09-378969, tax number: 28998912-2-42, email: segitseg@clinicpartner.hu (we or Clinic Partner).
1. When we are a controller and when a processor
We act as a processor for the data that dental clinics record in the Service about their patients and their operations: patient records, appointments, treatments and treatment plans, medical history, documents and images, appointment requests sent through the clinic's website, reminders, and the data of the clinic's Google Business Profile. The clinic is the controller of these data: it decides the purpose and legal basis and is responsible towards the patient. We process these data only on the clinic's behalf, under the data processing agreement (Article 28 GDPR) and the clinic's instructions, never for our own purposes, and we are bound by medical confidentiality (section 7 of Hungarian Act XLVII of 1997). If you are a patient, please read your clinic's privacy notice and send your request to the clinic; if you write to us, we forward your request to the clinic without delay.
We act as an independent controller for the account and security data of the Service's users (the staff of the clinics and of Clinic Partner), support correspondence, the contact details needed for our contracts with clinics and for invoicing, and the data needed to connect a Google account (see section 4).
2. Data we process as a controller
User account and sign-in
- Data
- name, email address, the clinic the user belongs to, role and permissions, language and display settings; the password only as a one-way hash; two-factor authentication data (e.g. a passkey's public key); the account's notification emails (invitation, sign-in code, password reset, sign-in from a new device)
- Legal basis
- Art. 6(1)(f) GDPR – legitimate interest: providing the Service to the clinic the user works for, and account security; for Clinic Partner staff Art. 6(1)(b)
- Retention
- until the account is closed
Security and logging
- Data
- time and device of sign-ins, changes to the account, a log of access to patient data (who, when, which kind of data – without the content)
- Legal basis
- Art. 6(1)(c) and (f), Art. 32 GDPR – data security and accountable access
- Retention
- sign-in log 1 year, patient-data access log 2 years
Support
- Data
- name, email address, messages sent through the Service's messaging or by email
- Legal basis
- Art. 6(1)(f) GDPR – answering requests, fixing problems
- Retention
- until the case is closed, at most until the contract with the clinic ends
Contract and invoicing with the clinic
- Data
- name, email address and position of the clinic's representative and contact person; the clinic's company details
- Legal basis
- Art. 6(1)(b) and (c) GDPR – performing the contract, accounting obligations
- Retention
- until the contract ends; accounting records for 8 years (section 169 of the Hungarian Accounting Act)
Connecting a Google account (section 4)
- Data
- the connecting Google account's email address, the refresh token issued by Google, encrypted
- Legal basis
- Art. 6(1)(f) GDPR – providing the feature the clinic asked for; the user grants access in Google's consent screen and can revoke it at any time
- Retention
- until the connection is removed or access is revoked
| Purpose | Data | Legal basis | Retention |
|---|---|---|---|
| User account and sign-in | name, email address, the clinic the user belongs to, role and permissions, language and display settings; the password only as a one-way hash; two-factor authentication data (e.g. a passkey's public key); the account's notification emails (invitation, sign-in code, password reset, sign-in from a new device) | Art. 6(1)(f) GDPR – legitimate interest: providing the Service to the clinic the user works for, and account security; for Clinic Partner staff Art. 6(1)(b) | until the account is closed |
| Security and logging | time and device of sign-ins, changes to the account, a log of access to patient data (who, when, which kind of data – without the content) | Art. 6(1)(c) and (f), Art. 32 GDPR – data security and accountable access | sign-in log 1 year, patient-data access log 2 years |
| Support | name, email address, messages sent through the Service's messaging or by email | Art. 6(1)(f) GDPR – answering requests, fixing problems | until the case is closed, at most until the contract with the clinic ends |
| Contract and invoicing with the clinic | name, email address and position of the clinic's representative and contact person; the clinic's company details | Art. 6(1)(b) and (c) GDPR – performing the contract, accounting obligations | until the contract ends; accounting records for 8 years (section 169 of the Hungarian Accounting Act) |
| Connecting a Google account (section 4) | the connecting Google account's email address, the refresh token issued by Google, encrypted | Art. 6(1)(f) GDPR – providing the feature the clinic asked for; the user grants access in Google's consent screen and can revoke it at any time | until the connection is removed or access is revoked |
Backups (encrypted copies of the above) are kept for at most 90 days and then deleted automatically. We do not carry out automated decision-making or profiling.
3. Data processed on behalf of clinics
On behalf of clinics and following their instructions we process in particular: identification and contact details of patients and their guardians, date of birth, health data (medical history, treatments, treatment plans, documents, images), appointments, consents per channel, appointment and call-back requests sent through the clinic's website, the accounts of the clinic's staff, and the data of the clinic's Google Business Profile (section 4). The clinic decides how long these data are kept; the retention of medical records is set by section 30 of Hungarian Act XLVII of 1997.
Clinic Partner staff see patients for support purposes only in a masked form (e.g. initials, the clinic's patient number, operational data); they can see full data only through support access approved by the clinic, which is logged and can be revoked at any time. We develop and test the Service with fictitious (demo) data only.
4. Google user data: connecting a Google Business Profile
On a clinic's instruction, the clinic's Google Business Profile can be connected to the Service. The connection is made in Google's consent screen, where the owner or manager of the Google account explicitly grants access. The Service requests the following scopes: business.manage (managing the business profile), openid and email (identifying the connecting account).
Google user data we access through the Google Business Profile API:
- the email address of the connecting Google account – so that the clinic can see which account is connected;
- the business accounts and locations of that account (name, address, profile completeness, number of photos and the time of the latest upload);
- regular and holiday opening hours (read and – based on the clinic's settings – updated);
- reviews of the profile (the reviewer's name as shown on Google, star rating, text and time) and the clinic's replies (read, and publishing, editing or deleting a reply written or approved by a member of the clinic's staff);
- performance metrics of the profile (impressions on Google Search and Maps, taps on the call, website and directions buttons, bookings, monthly impressions of search keywords);
- the appointment link on the profile (we only change the link we created).
Why we use it: only for user-facing features the clinic has switched on: keeping opening hours in sync between Clinic Partner and Google, showing and answering reviews, alerting the clinic to new reviews, displaying the reviews on the clinic's own website, the Google visibility report, and checking the profile's health for support. The Service never publishes a reply automatically: every reply is written or approved by a person.
How we store it: the token issued by Google is encrypted before storage (AES-256-GCM) and used by the server only. The data are stored in our database in the European Union (Hungary). In line with Google's policies, reviews, performance metrics and profile status are cached only temporarily, for at most 30 days, and then deleted; we do not build a longer history from Google data and do not aggregate it across clinics. We keep a log of the synchronisations without the review texts.
Sharing: we do not sell Google user data, do not use it for advertising (including personalised, retargeted or interest-based advertising), creditworthiness or data brokering, and do not transfer it to third parties, except to the sub-processors needed to run the Service (section 5), to comply with the law, or where the clinic displays its own reviews on its own website. We do not use Google user data to develop, improve or train generalised AI or machine-learning models, and we do not send it to AI service providers. Clinic Partner staff look at Google user data only on the clinic's instruction (for example a reply written at the clinic's request), for security purposes, to comply with the law, or in aggregated and anonymised form for running the Service.
How to revoke access: at the clinic's request (at segitseg@clinicpartner.hu or through the Service's messaging) we disconnect the Google profile at any time; the stored token is deleted at once and the cached Google data are deleted within 30 days at the latest – earlier on request. The owner of the Google account can also revoke access at any time in their Google Account, which makes the stored token unusable: https://myaccount.google.com/permissions.
Limited Use: Clinic Partner's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
5. Recipients and sub-processors
We use the following providers to run the Service. We have a data processing agreement (Article 28 GDPR) with each of them.
Rackhost Zrt. (Hungary)
- Activity
- server hosting: database, file storage, backups
- Data location
- Hungary (EU)
Scaleway SAS (France)
- Activity
- encrypted, immutable copy of the daily backups; the provider has no access to the key
- Data location
- Paris (EU)
Lettermint B.V. (Netherlands)
- Activity
- sending emails (invitations, sign-in codes, password resets, notifications)
- Data location
- European Union
Brevo (France)
- Activity
- sending emails (notifications, fallback delivery)
- Data location
- European Union
Cloudflare, Inc. (USA)
- Activity
- running the web app and websites, content delivery, DNS, email forwarding; processes pages but does not store them permanently
- Data location
- global network; safeguard: EU–US Data Privacy Framework, failing that the Standard Contractual Clauses
| Provider | Activity | Data location |
|---|---|---|
| Rackhost Zrt. (Hungary) | server hosting: database, file storage, backups | Hungary (EU) |
| Scaleway SAS (France) | encrypted, immutable copy of the daily backups; the provider has no access to the key | Paris (EU) |
| Lettermint B.V. (Netherlands) | sending emails (invitations, sign-in codes, password resets, notifications) | European Union |
| Brevo (France) | sending emails (notifications, fallback delivery) | European Union |
| Cloudflare, Inc. (USA) | running the web app and websites, content delivery, DNS, email forwarding; processes pages but does not store them permanently | global network; safeguard: EU–US Data Privacy Framework, failing that the Standard Contractual Clauses |
The database, the files and the backups are in the European Union. Clinics are notified in advance before a new sub-processor is engaged. Services that the clinic connects to the Service itself (its Google Business Profile, its own AI service through the AI connector) fall under the relationship between the clinic and that provider; we send data to Google on the user's instruction (opening hours, replies). Browser notifications are delivered end-to-end encrypted through the notification services of Apple, Google or Mozilla. The clinicpartner.hu presentation site is hosted by Vercel Inc.; it loads its fonts from Google Fonts, so the browser's IP address reaches Google.
6. Cookies
The Service uses only cookies that are strictly necessary for it to work: sign-in (session), language and display settings, the state of two-factor authentication, and a security cookie valid for 10 minutes while a Google account is being connected. We use no analytics, advertising or tracking cookies and no third-party measurement code – including on these legal pages.
7. Security
- all traffic is encrypted (HTTPS/TLS);
- clinics' data are isolated from each other (row-level security in the database); patient data require a separate permission granted by the clinic;
- two-factor authentication for clinic administrators and Clinic Partner staff;
- backups are encrypted before upload (AES-256), the off-site copy is immutable;
- access to patient data is logged per user;
- all our staff are bound by confidentiality; we develop and test with fictitious data only.
8. Your rights
You may request access to your personal data, its rectification, erasure or the restriction of its processing, exercise your right to data portability, object to processing based on legitimate interest, and withdraw your consent at any time where processing is based on consent (without affecting the lawfulness of earlier processing). Send your request to segitseg@clinicpartner.hu; we answer within one month at the latest.
If your request concerns data controlled by a clinic (patient data), the clinic decides on it; we forward the request and help the clinic fulfil it.
You can lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH, 1055 Budapest, Falk Miksa utca 9–11; postal address: 1363 Budapest, Pf. 9; www.naih.hu) or with the supervisory authority of your EU country of residence, or go to court.
9. Changes to this policy
We update this policy when the Service or the law changes; the current version is always on this page. Clinics are notified by email in advance of material changes.
10. Contact
ALTRD Studio Korlátolt Felelősségű Társaság, Budapest, Hungary. Privacy questions: segitseg@clinicpartner.hu.
This English version is a translation; in case of any discrepancy the Hungarian version prevails.