Privacy notice

This notice explains what personal data Bento handles, what it is used for and how it is protected. It applies to practice staff, to patients who book online and to people who use the patient portal.

1. Who is responsible

• Patient data held by a practice (records, appointments, clinical notes, payments): the practice that treats the patient is the controller. Bento processes it on the practice's behalf.
• Staff and patient portal accounts (name, email, phone, sign-in): Bento is the controller.

2. What data we handle

• Staff: name, email, phone, profession and license number, and sign-in records.
• Patients: name, WhatsApp number, optional email, optional date of birth, appointments and, when the professional records them, the clinical details of the visit.
• Technical data: IP address, browser type and a log of who viewed or changed each record.

3. What we use it for

• Scheduling, confirming and reminding appointments.
• Keeping the record the professional needs to provide care.
• Billing practices for the service and issuing their digital invoices.
• Protecting accounts (two-step verification, alerts) and meeting legal obligations.

We do not sell personal data or use it for advertising.

4. Where it is stored

Data is stored encrypted on servers located in the United States. Backups are encrypted too. Psychology notes carry an additional layer of encryption.

5. Who it is shared with

Only with providers we need to run the service (hosting, email, messaging, abuse protection and error logging), under contracts that forbid any other use. Google and Apple are used for sign-in only.

Voice dictation, when a professional turns it on, is processed by the browser vendor (for example, Google in Chrome).

6. How long

Clinical records are kept for at least 10 years after the last visit (for minors, until age 18 plus 10 years). Payment records, at least 5 years. Everything else is deleted when no longer needed, or 90 days after a practice closes its account.

7. Your rights

You can ask for access to, correction or deletion of your data. See how in Your data.

8. Contact

For privacy matters, write to the practice that treats you; the practice forwards to Bento whatever concerns us. For billing of the service: billing@dukebento.com.