Data Deletion Instructions

1. How to request deletion

Send an email to privacy@automationking.site with the subject line "Data deletion request".

So that we can find your information and be sure it is yours, please tell us:

• The name of the clinic you contacted, if you know it.
• The WhatsApp phone number you messaged from, if you used WhatsApp.
• Your name, and any email address or phone number the clinic may hold for you.
• Whether you want everything deleted, or only something specific.

2. Please send only what is needed

Send us the minimum needed to identify your records. Please do not include health details, identity documents, or payment details in your request — we do not need them to find you, and sending them creates a copy of sensitive information that did not previously exist.

3. What happens after you ask

We will acknowledge your request and, where we need to, confirm that the request really comes from you.

If you are a patient or a visitor who messaged a clinic, that clinic controls its own records. We act on the clinic's instructions, so we will normally coordinate with the clinic to carry out your request. You can also contact the clinic directly, which is often faster.

We will tell you what was deleted, and tell you plainly if anything was kept and why.

We do not currently publish a guaranteed turnaround time for deletion requests. We would rather not state a deadline than state one we have not committed to operationally.

4. What can be deleted

On request, we can delete the personal information we hold about you, including:

• Your patient record with a clinic, including your name and any phone number, email address, date of birth, and notes held against it.
• Your conversations with a clinic's AI receptionist, over WhatsApp and over website chat, including the message text.
• Facts the system has drawn from your conversations, such as a stated preference.
• Your appointment records with that clinic.
• Where you hold a staff account with us, that account and its associated profile information.

5. What we may need to keep, and why

A small amount of information is deliberately retained even after a deletion request. We keep this list short and specific rather than reserving a broad right to keep whatever we like:

• Records that a clinic accepted our Data Processing Agreement — who accepted, which version, and when. These are stored in a form the system cannot alter or delete, because their only purpose is to evidence what was agreed. They contain the details of the accepting clinic representative, not of patients.
• Administrative audit records showing what actions were taken on the platform and when, which exist so that access to clinic data is accountable.
• Billing records where we are required to keep them for accounting purposes.
• Copies inside backups held by our infrastructure providers, which expire on those providers' own cycles rather than on request.

6. Deleting a whole clinic account

If you are a clinic and you want your entire account removed, email us at the address above from an address we hold for your clinic. Deleting a clinic account removes its patients, conversations, messages, and appointments from our live systems, subject to the retained records in section 5.

7. Contact

All deletion and privacy requests: privacy@automationking.site

Our Privacy Policy explains in more detail what information we hold and why.