Security and privacy
The data belongs to your clinic. We look after it.
Velunda takes care of the administrative side of your reception: appointments, reminders and messages. Never the clinical side. Here, with no small print, is what already works and what comes with Velunda 1.0, the version with its own dashboard that we’re building.
What Velunda sees
Just enough to book an appointment
What it does process
- The patient’s name and phone number, and the language they write in.
- The conversation with the assistant and its Spanish translation for your team.
- The appointments it creates, changes or cancels, and their status.
- From your diary, only whether each slot is free or busy.
What it never stores
- Medical history, diagnoses, X-rays or clinical notes.
- The details of patients already in your diary or your practice management software.
- Card details: if you ever take deposits by WhatsApp, the payment is processed directly by the payment provider.
A patient may mention a symptom when booking (“I’ve got toothache”). That is health data too, so we treat it as such: it’s used only to book them in or flag an emergency, and it’s deleted along with the conversation.
Where and who
Where the data is and who processes it
Your clinic is the data controller. Velunda is your processor: before we start we sign a contract that complies with Article 28 of the GDPR, and Velunda only uses the data to manage your patients’ appointments.
| Who | What for | Where | Status |
|---|---|---|---|
| Anthropic Ireland | The AI that drafts the replies (Claude). It doesn’t train its models on your data. | Entity in Ireland; transfers outside the EU under the EU standard contractual clauses | Working now |
| Meta (WhatsApp Business) | Receiving and sending your clinic’s WhatsApp messages. | Under the WhatsApp Business terms | Velunda 1.0 |
| Velunda database | Storing conversations, appointments and settings, separated by clinic. | European Union (Frankfurt) | Velunda 1.0 |
| Google or Microsoft | Checking free/busy and adding appointments, if you connect your calendar. | Your own account | Velunda 1.0 |
| Netlify | Hosting the website and the demo server. | US provider | Working now |
The full, up-to-date list of processors is in the privacy policy (in Spanish) and will be in the data processing agreement we sign.
How it’s protected
Encryption, backups and access
Encrypted connections
Everything travels over mandatory HTTPS (HSTS), and the website loads nothing from third parties: no analytics, no cookies, no ads.
Data encrypted when stored
The provider’s encrypted disk and, on top of that, phone numbers, messages and diary credentials encrypted field by field.
Each clinic sees only its own data
The database is designed so that one clinic can’t see another’s data. Everyone on your team logs in with their own account, and there’s a record of who did what.
Tested backups
Daily backups in the EU, with documented restore tests: a backup that hasn’t been tested doesn’t count.
Old conversations delete themselves
You choose how long they’re kept; after that, they’re deleted automatically.
Limits and fixed rules
Message limits per connection and per day, and assistant rules on the server that patients can’t see or edit.
If you cancel
Your data leaves with you
- We give you a full export: patients, conversations, appointments and settings, in open formats.
- Then we delete your clinic’s data. The exact timeframe and the legal exceptions (invoices, for example) are set out in the data processing agreement we sign.
- No lock-in contract and no penalties: cancel whenever you like, and it doesn’t renew the following month.
Your patients can ask you for access to, correction, erasure or portability of their data. Today I handle that with you; with Velunda 1.0 you’ll do it from the dashboard.
Next
Got a question that isn’t answered here?
Write to me and I’ll reply myself, or we can go through it in the demo.