Health data and privacy: what Wably does not store¶

In short: Wably is a WhatsApp assistant that only manages appointments for professionals and small practices, on behalf of the practice. It only uses the data needed to book and remind an appointment: name, phone number, email if provided, date, time and the service booked.

In healthcare practices the assistant may briefly ask for the reason for the visit and notes it in the professional's Google Calendar. Wably does not archive it: it does not go into the appointment data. It stays only in the temporary memory of the conversation, for 12 hours at most, the time the assistant needs to follow it. Then it is deleted automatically.

Wably keeps no medical records, makes no diagnoses and gives no clinical advice. Wably stores data in the EU, separated for each practice, and the processing is governed by an agreement with the practice (DPA).

The scope of the data, without evasions¶

The most honest way to assess a provider is to look at what it does not collect.

Wably processes: the client's name, phone number, email if provided, appointment time and the service booked. These are the same details that appear in an appointment book at the front desk.

Wably does not archive: medical records, case histories, symptoms, diagnoses, test results, ongoing treatments, session notes. No field in the product is designed to record them.

This is not a limitation: it is the product decision Wably is built on. Your clinical software stays yours; we only take care of the diary.

The reason for the visit: a note in your calendar¶

In healthcare practices the assistant may briefly ask for the reason for the visit before confirming the appointment. It asks no other health questions and gives no clinical advice.

The reason is carried over into the note of the event in your Google Calendar, where it is useful to have it and where you are the one in full control, exactly like a note you would jot down by hand in your own diary. The same applies when the client writes it of their own accord.

Wably does not archive it. It does not go into the appointment data. It stays only in the temporary memory of the conversation, for 12 hours at most, the time the assistant needs to follow it. Then it is deleted automatically.

It's a difference that matters. A structured archive of reasons for visits, sorted by patient and kept for years by a third-party provider, is one thing. A note that passes through and lands in your own diary is another.

Conversations don't stick around¶

The content of the messages exchanged with the assistant stays for 12 hours at most in the temporary memory of the conversation, the time needed to hold the thread. Then it is deleted automatically.

We don't keep a historical archive of your clients' chats.

You decide what to call your services¶

You write the names of the services in your price list yourself, and that is the only information attached to the booking in Wably's data.

If your field calls for discretion even at diary level, you can use generic names: First visit, Follow-up session, Treatment. The assistant works in exactly the same way, and the entry that appears next to the name stays neutral.

Your data is isolated and stays yours¶

• A separate space for each practice. Your business's data is isolated and accessible only to you.
• Disconnect whenever you want. You can unlink any integration and request the deletion of the associated data.
• Revocable authorisations. Every connection to Google uses a dedicated authorisation, which you can revoke at any time directly from your Google account, without going through us.

Appointments stay in your Google Calendar and contacts in your address book: they are yours, they stay where they have always been, and they stay there even if one day you stopped using Wably.

Operational control over who receives a reply is described in customization and control of the AI assistant.

European infrastructure, encrypted data, active backups¶

Wably is hosted on Oracle Cloud, with data centres in Europe, in Frankfurt.

• Encrypted communications in transit across all channels.
• Encrypted credentials to the AES-256 standard: authorisations to connected services are never stored in clear text.
• Automatic backups of the database, alongside infrastructure-level copies.
• Centralised authentication using the OpenID Connect standard.

Choosing European infrastructure is not a cosmetic decision: it means your practice's data stays within the area where the General Data Protection Regulation applies.

The artificial intelligence does not learn from your clients¶

This is the point almost no provider states openly, and it is the one to ask about whoever you are considering.

Messages are processed by the language model for the sole purpose of generating the reply. They are not used to train models and are not retained by the provider beyond the time of processing.

No conversation with your clients ends up inside a model that then answers someone else.

Data processing agreement¶

In the relationship between you and Wably, you are the data controller and Wably is the processor: we process your clients' data on your behalf and according to your instructions.

This relationship is governed by a written agreement under Article 28 of the GDPR, which you accept upon registration and can consult at any time: data processing agreement.

The same document contains the complete list of the providers involved in running the service, each with its own function.

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