Privacy Policy

The clinic decides which patients it registers, what it records about them and why. The clinic is responsible for its own patient records, including giving patients the notices and obtaining the consents that apply to its practice.

ALM IT Solutions provides and operates the Service that the clinic uses to keep those records, and processes patient information on the clinic's behalf. The obligations of the clinic and of ALM IT Solutions are set out in our Data Processing Agreement.

If you are a patient, please contact your dental clinic first about your records. See Data Privacy & Security for more about these roles.

Clinic user accounts: name, email address, role, the clinic the user belongs to, profile details the user adds, and sign-in security settings such as multi-factor authentication.

Clinic information: clinic name and contact details, practitioner and regulatory identifiers (for example PRC, PTR, S2 and TIN numbers), clinic logo and document settings, and the clinic's subscription contract, invoices and payment proofs.

Patient information entered by the clinic: patient demographics and contact details, medical and dental history, dental charts, treatments, appointments, prescriptions, consent forms and signatures, clinical documents, patient photos, charges and payments. Health information is sensitive personal information under the Data Privacy Act.

Security and activity records: sign-in attempts, the IP address and browser information recorded with sign-in and security events, and an audit log of important actions in the Service.

Support: messages you send us, and issue reports submitted from inside the Service. Issue reports contain the text the user types plus limited technical details (such as the page type, browser and app version). The report form asks users not to include patient information.

Demo requests: the clinic name, contact person, email address or phone number, city or province and optional message sent through the demo request form on our website. They are used only to reply and arrange a demo, and the form asks visitors not to include patient information.

• To provide the Service to the clinic and its authorized users.
• To keep accounts and records secure, including detecting and investigating misuse.
• To manage the clinic's subscription, invoices and payment verification.
• To respond to support requests and issue reports, and to fix problems.
• To reply to demo requests from clinics interested in the Service.
• To meet legal obligations that apply to ALM IT Solutions.

Patient information is processed so that the clinic can use the Service for its own patient care and practice administration. ALM IT Solutions does not sell personal information and does not use patient records for advertising.

• Each clinic's records are kept separate from other clinics' records. The database enforces this separation for every request, not only the screens.
• Inside a clinic, what a user can see and do depends on the role the clinic gives them (for example clinic administrator, dentist or receptionist).
• ALM IT Solutions platform administrator accounts are used to manage clinic accounts, users, subscriptions and support. They require multi-factor authentication and are not given access to clinics' clinical records through the Service.
• Uploaded files are kept in private storage and opened through short-lived links.

The Service runs on third-party cloud infrastructure: Lovable Cloud provides application hosting, the database, file storage, sign-in and account emails (such as password reset messages), and the application is delivered through Cloudflare's network. These providers process information only as part of running the Service. For more detail about the providers used, contact us.

A clinic's records stay in the Service while its subscription is active. If the subscription is cancelled, the clinic keeps read-only access for 6 months so it can view, print and export its records. After 6 months, the clinic's account and records, including patient records, are permanently deleted. Copies held in our hosting provider's backups are removed as those backups expire.

Clinics remain responsible for keeping their patient records for as long as the rules that apply to them require, and should export what they need before deletion. Records ALM IT Solutions must keep by law, such as its own invoices and payment records, are kept for as long as required. Audit logs are kept while the clinic's account exists so that actions in the Service remain traceable.

The Service uses browser storage to keep you signed in and to remember preferences such as the theme and, if you choose “Remember me”, your email address on this device. The application does not include advertising or analytics trackers.

Patients should send requests about their records — such as access or correction — to their dental clinic, which decides on them. ALM IT Solutions will help clinics respond to such requests where the Service is involved.

Clinics and users can send privacy questions and requests to ALM IT Solutions at info@almitsolutions.net. Please do not include patient information in your first message. You may also contact the National Privacy Commission of the Philippines.

We will update this page when our practices change and show the date of the latest change at the top. We will tell clinic administrators, in the Service or by email, at least 30 days before a material change takes effect.