Your patient data
This page answers the question a practice manager asks before anything else: where do my patients' details go? It describes the actual flow, not a policy. If anything here changes, this page changes first.
What the website collects
The contact form on a ClinicPage site asks for a name, a phone number, optionally an email address, the treatment the person is interested in, and a free-text message. It does not ask for symptoms, medical history, insurance details or anything else clinical. If a patient types clinical details into the message box, they travel with the enquiry like any other text.
The site sets no advertising pixels and no third-party trackers. Analytics (Google Analytics 4, if the clinic asked for it) loads only after the visitor accepts cookies in the consent banner; until then nothing is measured.
Where an enquiry goes
- The hosting provider receives the form. The site is hosted on Netlify. Netlify's form service receives the submission and keeps a copy in the site's form inbox on Netlify's servers (United States, with EU edge locations). This is the only copy outside the clinic's own account.
- It is forwarded to your Google Sheet within seconds. A small relay passes the submission to Google Apps Script, which appends it as a row on the private Leads tab of the clinic's own Google Sheet. That sheet lives in the clinic's Google account, not ours. The relay keeps nothing; it does not log the content.
- Nothing goes anywhere else. No email copies are sent unless the clinic asks for them. Nothing is used for any purpose other than getting the enquiry to the clinic.
When a patient taps "Confirm on WhatsApp" after sending the form, the message they send goes from their own WhatsApp to the clinic's, like any WhatsApp message. ClinicPage is not in that conversation.
Who can see it
- The clinic, and anyone the clinic shares its Google Sheet with.
- Muneer (ClinicPage). The relay runs under my Google account and holds editor access to the clinic's sheet so that it can add rows and keep the sheet's tools working. I can also open the hosting form inbox. That access is there to keep the site working; it can be revoked by the clinic at any time, and the website keeps working, only the Leads tab stops filling.
- Nobody else. No staff, no contractors, no data buyers.
The Recall tab
Clinics that use the optional Recall tab type patient names, phone numbers, the treatment and the next checkup date into it themselves. That data exists only in the clinic's sheet; nothing about it reaches ClinicPage or any provider. The reminder is sent from the clinic's own WhatsApp when a member of staff taps Send. The tab is off unless the clinic switches it on.
How long it is kept, and how it is deleted
- The clinic's sheet: for as long as the clinic keeps it. Delete a row and it is gone.
- The hosting form inbox: deleted on request within 5 business days. Ask, and it is cleared; ask for a schedule, and it is cleared on that schedule.
- Leaving ClinicPage: the domain, the Google listing and the sheet are registered in the clinic's own name from day one. On request, within 5 business days, the clinic receives a complete copy of its site with instructions to host it anywhere, at no charge. The hosting inbox is emptied at the same time.
Providers involved
Every third party that touches the site, what each one sees, and where it is located, is listed on the subprocessors page. The short version for patient enquiries: Netlify (form receipt and hosting), Google (the clinic's own Sheet and the relay), and Meta only if the patient chooses to open WhatsApp.
If your practice has its own requirements
Share this page with whoever advises you on patient data. The flow above is everything there is, and I will answer questions about it directly. If your practice needs a written data processing agreement, ask for one. I do not claim any certification, because none exists for this; what I claim is that this page is accurate.
Questions: muneerwebdev@gmail.com. See also the Privacy Policy and the Terms of Service.