1. Scope

These instructions apply to personal data, including conversation logs, appointment records, contact details and display names, collected through:

• The SmartClinic AI clinic WhatsApp AI Assistant
• Messages sent and received via WhatsApp, Facebook Messenger and Instagram on the Business Inbox platform

2. How to Submit a Deletion Request

• By email: send an email to info@smartclinicaihk.com with your name, the clinic or business you contacted, and the channel and contact details you used (WhatsApp number, Facebook name or Instagram username).
• Through the clinic or business: as the clinic or business is the primary controller of the data, you may also make the request to them directly, and we will work with them to complete the deletion.
• Facebook and Instagram users: you can remove SmartClinic AI's access under Facebook "Settings & privacy" → "Settings" → "Apps and Websites" to stop future access. To delete stored message records, please also send us an email request.

3. Processing Time

Upon receiving a deletion request, we will complete verification and deletion within 30 business days, and confirm completion via the contact details you provided.

4. Exceptions

• Where applicable law or regulation requires retention of specific records
• Where the data is relevant to an unresolved dispute or legal proceeding
• Where a clinic needs to retain specific medical records to meet its professional and regulatory obligations

Where any of the above applies, we will explain the reason and expected retention period.

5. Contact Us