Privacy Policy
Nova Desk
Last Updated: August 2025
Nova Desk values your privacy and is committed to protecting your personal and health information. This Privacy Policy explains how we collect, use, store, and safeguard your information when you interact with our clinic, including through our AI receptionist services, phone calls, website, and appointment booking systems.
By using our services, you agree to the practices described in this Privacy Policy.
1. Information We Collect
To provide dental services and manage appointments efficiently, we may collect the following types of personal information:
Personal Identification Information
Full name
Date of birth
Contact phone number
Appointment & Service Information
Appointment details
Reason for visit
Treatment or service requests
Relevant dental or medical information necessary for care
Insurance & Billing Information
Insurance provider details
Communication Data
Phone conversations with our AI receptionist
Appointment booking records
Customer support interactions
We collect only the information necessary to provide services and operate our clinic efficiently.
2. How We Use Your Information
We use your information to:
Schedule and manage appointments
Provide dental care and related services
Verify patient identity
Process insurance claims and billing
Send appointment confirmations and reminders
Improve our services and patient experience
Meet legal and regulatory requirements
We do not sell, rent, or trade your personal information.
3. AI Receptionist and Automated Processing
Nova Desk uses an AI-powered digital receptionist to assist with:
Booking appointments
Collecting patient information
Managing call inquiries
Sending reminders
Information shared with our AI systems is handled securely and used strictly for clinic operations. Automated processing helps improve response time, efficiency, and service quality while maintaining strong privacy protections.
4. Consent
By providing your personal or health information, you consent to:
Collection and use of your data for healthcare and administrative purposes
Secure storage and processing of your information
Communication regarding appointments, treatments, and clinic services
You may withdraw your consent where permitted by law by contacting us directly.
5. Data Sharing and Disclosure
We may share your information only when necessary with:
Healthcare professionals involved in your treatment
Insurance providers for claims processing
Technology service providers supporting our appointment and communication systems
Legal or regulatory authorities when required by law
All third parties are required to maintain confidentiality and follow strict data security obligations.
6. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your information against:
Unauthorized access
Loss or misuse
Alteration
Unauthorized disclosure
Access to patient data is limited strictly to authorized personnel.
7. Data Retention
We retain personal and health information only for as long as necessary to:
Provide healthcare services
Maintain medical and appointment records
Comply with legal and regulatory obligations
After this period, information is securely deleted or anonymized.
8. International Privacy Compliance
Nova Desk follows privacy principles consistent with applicable international healthcare and data protection standards, including:
Singapore — Consent-based data collection, purpose limitation, and reasonable security safeguards.
Australia — Transparency, secure handling of health information, and patient access rights.
Where required, additional steps are taken to ensure compliance with local regulations.
9. Your Rights
Depending on your location, you may have the right to:
Request access to your personal data
Request correction of inaccurate information
Withdraw consent to data usage
Request deletion of your data where legally permitted
To exercise your rights, please contact us directly.