Privacy Policy

Dental records are personal. This policy explains what Careloop collects, why, who can see it, and the choices you have.

Last updated 1 January 2026

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1. Who we are

Careloop is operated from Vientiane, Lao PDR. Where a clinic uses Careloop for its patients, the clinic decides what is recorded and Careloop processes it for the clinic.

2. What we collect

Depending on how you use Careloop, we may hold:

  • Account details: name, phone number, email address and a password stored in protected form.
  • Care records entered by a clinic: appointments, examinations, dental chart, X-rays, treatment plans, prescriptions and bills.
  • Basic technical data such as the device, language and the times you sign in, used to keep the service secure.

3. How we use it

We use this information only to:

  • Run the service, show patients their own care and let clinics manage theirs.
  • Keep accounts secure and spot misuse.
  • Send messages you need, such as appointment reminders and password resets.
  • Fix problems and improve Careloop.

4. Who can see your records

A patient's records are visible to that patient and to the staff of the clinic that holds them, as the clinic's owner allows. Careloop does not sell personal data and does not use it for advertising.

We share data with service providers that help us run Careloop, such as hosting, only as needed and under confidentiality duties, or when the law requires it.

5. Access history

Careloop keeps a history of changes to a record: what changed, who changed it, and when. This protects patients and clinics, and it cannot be switched off by ordinary users.

6. How we protect data

Connections are encrypted, passwords are never stored in plain text, and access is limited by role. No system is perfectly secure, so we also limit what staff can see and review access regularly.

7. How long we keep it

Care records are kept while the clinic uses Careloop and for as long as the law or good clinical practice requires. When a clinic leaves, it can ask for an export and for its data to be deleted, apart from what we must keep by law.

8. Your choices

You may ask to:

  • See the information held about you, usually through your clinic.
  • Correct something that is wrong.
  • Close your account, or ask for your data to be deleted where the law allows.

9. Children

A parent or guardian may manage a child's records. We do not knowingly create accounts for children without a parent or guardian.

10. Changes and contact

We will update this policy when our practices change, and tell you about important changes. Questions or requests: hello@careloop.la.