Last updated: October 3, 2026
This is an English translation of our Portuguese privacy policy. If there is any discrepancy, the Portuguese version prevails.
Calendrobot is a platform that automates patient communication and appointment scheduling over WhatsApp for medical offices and clinics. This policy explains how we handle the data of patients who interact with the WhatsApp assistant of a clinic that uses Calendrobot, and the data we access from the clinic's Google account.
HAS E-COMMERCE LTDA, CNPJ 56.422.606/0001-70 (Brazil), operating the Calendrobot platform.
Contact: WhatsApp (55) 37 99194-3506.
Each clinic that uses Calendrobot is the data controller (under Brazil's data protection law, LGPD) for its own patients' data; Calendrobot acts as a data processor, providing the technical infrastructure (WhatsApp, calendar, reminders) the clinic uses to serve its patients.
When interacting with the WhatsApp assistant of a clinic that uses Calendrobot, we may collect: full name, phone number, health insurance plan (if provided), date and time of appointments and follow-ups, and the content of messages exchanged with the assistant, including, when applicable, information provided for specific requests (e.g. medications and dosage for a prescription renewal; reason and period for a medical certificate). At clinics that charge for the appointment in advance, also the payer's name and CPF (Brazilian taxpayer ID): they go straight to the clinic's payment provider (Asaas) and are not stored by Calendrobot, which keeps only the payment status.
We use the data only to: schedule and manage appointments and follow-ups, send confirmation reminders, process requests (prescriptions, certificates, exams, quotes) and forward them to the corresponding clinic's staff.
Data is shared only with: the staff of the clinic where the patient is seen, that clinic's Google Calendar (to record the appointment time) and, when configured by the clinic, an email service for internal staff notifications; when the clinic charges for the appointment in advance, Asaas Gestão Financeira Instituição de Pagamento S.A. (Brazil), a payment institution hired by the clinic itself, which receives the payer's name, CPF (Brazilian taxpayer ID), phone number and the amount charged; on the Complete plan, also Anthropic, provider of the AI assistant (see its own section below). We do not sell data or share it with third parties for marketing.
Data is stored in a database on Cloudflare's infrastructure and in the Google Calendar linked to each clinic. Data in this system (conversations, appointments and requests) is automatically deleted after 2 years without any interaction between the patient and the clinic, and can be removed earlier on request, as described in the data deletion section. Medical records are not kept in this system: each clinic keeps them separately, for the period required by law. Each clinic manages its own Google Calendar.
When a clinic connects its Google account, Calendrobot accesses only the Google Calendar the clinic selects, in order to: check free/busy times, create, update and delete the events of appointments booked through the assistant, and read appointments booked by the clinic's staff in order to send reminders. It also reads the list of the account's calendars once, so the clinic can choose which calendar to use. This data is not sold, not used for advertising, not shared with third parties (other than the infrastructure providers listed above) and not used to train artificial intelligence models. The clinic can revoke access at any time at myaccount.google.com/permissions.
Calendrobot's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
At clinics on the Complete plan, patient messages are answered by an artificial intelligence assistant provided by Anthropic, PBC (United States), which acts as a sub-processor. To reply, the assistant receives the patient's message, the conversation history from the last 24 hours, the patient's own upcoming appointments and the information registered by the clinic (services, prices, address, hours). No ID numbers, medical records or other patients' data are sent. Voice messages, when transcribed, are processed on Cloudflare's infrastructure.
Anthropic does not use this data to train models and deletes it within 30 days, as described in Anthropic's API data retention policy. The assistant does not diagnose or give clinical advice: when it detects signs of an emergency it sends standard guidance to seek emergency care and alerts the clinic's staff. Since processing takes place in the United States, this involves an international data transfer, based on the provider's contractual safeguards (art. 33 of the LGPD). Clinics on the other plans send no data to Anthropic.
You may request at any time: confirmation that we process your data, access to the data, correction of incomplete or outdated data, and deletion of data not required by a legal obligation or by ongoing care. See how to make a request on the Data Deletion Instructions page (in Portuguese).
We take reasonable technical measures to protect data against unauthorized access, including access control, encryption of stored access tokens and encrypted communication (HTTPS).
Andrei Salvioni is the Data Protection Officer (art. 41 of the LGPD) for the Calendrobot platform, as data processor, and the point of contact with Brazil's National Data Protection Authority (ANPD) regarding the technical infrastructure. Contact: WhatsApp (55) 37 99194-3506. Each clinic, as controller of its own patients' data, must also appoint its own Data Protection Officer.
Questions about this policy or about how your data is handled can be sent via WhatsApp (55) 37 99194-3506.
This policy may be updated from time to time; the date at the top of this page shows the current version.