Scope

This policy applies to the processing of personal data in the context of Appointmint Services and browsing on the Appointmint website.

Responsibilities

• Customer = Controller: The Customer is responsible for the personal data it enters into the Services (data of its end patients/clients).
• Appointmint = Processor: Processes that data only on the Customer's instructions (see Annex A of the Terms of Service).
• Appointmint = Controller: For account, billing, and support data, and for data collected on the website via the consent manager (Cookiebot) and Google Analytics 4 (only with consent).

1. Data Processed

1.1. Data processed on behalf of the Customer (Appointmint acts as Processor):

• Identification and contact details of end patients/clients: name, email, phone, address, tax ID;
• Appointment history and services provided;
• Payment data (processed via EasyPay — not stored by Appointmint);
• Health data (special category, GDPR Art. 9): clinical information, consultation notes, medical reports, treatment history — only if the Customer chooses to use custom fields for this purpose. In this case, the Customer must ensure an adequate legal basis (explicit consent of the data subject or exception under Art. 9(2)(h)).

1.2. Data processed by Appointmint as Controller:

• Account data: name, email and phone of the Customer's administrator;
• Billing data: company registration number and fiscal address of the Customer;
• Google integration data, when a professional chooses to connect their account: access/refresh tokens, their technical expiry, and synchronization metadata strictly necessary to create, update, and delete Google Calendar events associated with Appointmint appointments, including the identifier of the synced Google Calendar event. Appointmint does not collect the user's Gmail content, Google Contacts, Google Drive files, Google Calendar settings, or Google Calendar list through this integration;
• Website navigation and consent data: consent status per category and corresponding technical record (Cookiebot/Usercentrics);
• Website usage metrics: pages visited and aggregated statistical events via Google Analytics 4, only when the user consents to statistics cookies;
• Support data: tickets and emails exchanged with [email protected];
• Internal access records (audit logs) of accesses made by the Appointmint team for support, maintenance and service monitoring purposes;
• Cookies and similar technologies on the website (see Cookie Policy).

2. Purposes and Legal Bases

3. Data Subject Rights

Under the GDPR, data subjects have the right to:

• Access: access the personal data being processed;
• Rectification: correct inaccurate or incomplete data;
• Erasure: request deletion where applicable;
• Restriction of processing: restrict processing in certain circumstances;
• Portability: receive their data in a structured format;
• Objection: object to processing for marketing or legitimate interests;
• Withdrawal of consent: withdraw previously given consent without affecting the lawfulness of prior processing;
• Not be subject to fully automated decisions: contest decisions taken solely by automated means, where applicable.

To exercise these rights, contact: [email protected]

3.1. Google Calendar and Data Obtained via Google APIs

• Connecting Google Calendar is always optional and initiated by the professional within Appointmint.
• Appointmint uses Google user data exclusively to provide and improve the user-facing Google Calendar synchronization feature requested by the professional.
• In practice, the granted Google Calendar access is used only to keep the professional's primary calendar synchronized with appointments created, changed, or cancelled in the platform.
• When synchronization is active, Appointmint may create, update, and delete events in Google Calendar, including data such as the appointment title, client name, service type, start/end time, and notes entered by the Customer.
• Appointmint does not use this access to read the user's calendar lists, access Google Calendar settings, inspect contents of other calendars, or use Google data for purposes unrelated to appointment synchronization.
• Data obtained from Google APIs is not sold, not used for targeted advertising, personalized advertising, retargeting, or any advertising purpose, not transferred to data brokers or information resellers, not used to determine credit-worthiness or for lending purposes, not used to build contact, profile, or marketing databases, and not used to train general-purpose AI or machine learning models.
• Appointmint only shares Google data with Google itself and with infrastructure providers strictly necessary to operate the Services, always subject to contractual confidentiality and security obligations, or when required by law.
• Human access to data obtained through Google APIs is not used as an independent business purpose. Any such access is limited to what is permitted by the Google API Services User Data Policy, including Limited Use, such as resolving a user-requested support issue or addressing a security or abuse incident, and is always subject to internal access and confidentiality controls.
• The user may revoke access at any time in Appointmint settings and/or in their Google account. After revocation or after disconnecting the integration, no new synchronizations occur.
• Google integration tokens and synchronization metadata are stored only for as long as the integration remains active and are deleted or invalidated after disconnection, except where a short retention period is strictly necessary for security logs, incident investigation, or compliance with legal obligations.
• Appointmint's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

4. Data Retention

• Account and operational data: kept for the duration of the contract + 30 days (export period);
• Billing data: retained for 10 years (legal obligation);
• Google integration technical data (tokens and sync metadata): kept while the integration is active and, thereafter, only for the period necessary for security, audit, incident resolution or compliance with legal obligations;
• Cookie consent data: retained in accordance with Cookiebot's technical retention periods and consent proof requirements;
• Analytics data (GA4): retention configured in Google Analytics, up to the limit available for standard properties;
• Support/ticket data: retained for 1 year after resolution;
• After the retention period, data is deleted or anonymised.

5. Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Encryption in transit (HTTPS);
• Role-based access control;
• Audit logs;
• Regular vulnerability testing;
• Periodic backups;
• Incident response plan.

6. International Transfers

Data is preferably processed within the EEA. Where international transfers exist (for example, via Google Analytics 4 or the Google Calendar integration), we apply adequate safeguards, including adequacy decisions, Standard Contractual Clauses and supplementary technical/organisational measures.

7. Contact and Complaints

For privacy questions:

AMBITIOUS WORLD, Lda.
Email: [email protected]

Supervisory authority: Comissão Nacional de Proteção de Dados (CNPD)
www.cnpd.pt