Alpha Dental Health Centre (“we,” “us”) operates Alpha Dental Rewards, an internal app used only by our staff to manage our patient gift-card and contest rewards programs and to publish posts to our clinic’s Facebook Page. This policy explains what information the app handles and how.
Who uses the app
The app is not available to the public. It is used only by authorized Alpha Dental Health Centre staff on clinic-managed devices.
Information we handle
Rewards records. To track gift cards and contest prizes, staff record a patient’s name and clinic account number, the services completed for a new-patient offer, referral details (the referring patient’s name and account number), and the status of each reward. Clinical information is not entered in the app.
Facebook posts. Staff may use the app to post to the Alpha Dental Health Centre Facebook Page, for example to announce a contest winner. A winner announcement includes the winner’s first name and, optionally, a photo. We post a winner’s name or photo only with that person’s consent. Photos taken or selected for a post are used for that post only and are not saved in the app.
Facebook user data. The app does not collect, store, or access personal information about Facebook users. It uses a Page access token solely to publish posts to our own Facebook Page.
AI-assisted wording. Staff may optionally use OpenAI’s service to draft post text. When they do, the details needed to write the post (such as a winner’s first name, the prize, and the contest name) are sent to OpenAI to generate the wording. No other patient information is sent.
How information is stored
Rewards records are stored on our clinic devices and synced through our private Apple iCloud account so they are available across our authorized devices. Facebook and OpenAI access credentials are stored only in the secure Keychain of the device where they were entered and are not synced.
How information is used and shared
We use this information only to administer our rewards programs and publish clinic announcements. We do not sell or rent personal information. Information is shared only with the service providers described above (Apple iCloud for storage and sync, Meta for publishing to our Facebook Page, and OpenAI for optional drafting), and only as needed for those purposes.
Posts published to our Facebook Page are public and are also subject to Meta’s Privacy Policy.
Retention
Rewards records are kept for as long as needed to administer our rewards programs and meet our record-keeping obligations, then deleted.
Your choices and data deletion
You may ask us to:
- remove a post about you from our Facebook Page,
- correct or delete your rewards records, or
- tell you what information we hold about you.
To make a request, contact us using the details below. We will respond within a reasonable time.