Privacy Policy
In short
- We collect what we need to book your appointments and keep your eye-care records: your name, email, mobile number, bookings, and the prescriptions and documents on file.
- Your prescriptions and eye-health records are sensitive personal information. Only you and the staff of the clinic that serves you can see them.
- We never sell your information, and we don't use it for advertising.
- You can ask to see, correct or delete your information, and complain to the National Privacy Commission.
1. Who we are
OptiLink (the "Service") is an online booking and records service used by these partner optical clinics in Batangas City (each a "Clinic"):
- R. A. Clarin Vision and Hearing Aid Centre
- Lauren Optical Clinic
- Pamarang Optical Clinic
The Clinic you book with is the personal information controller for your bookings and eye-care records there: it decides how they are used for your care. OptiLink runs the Service for the Clinics and handles your account details. In this policy, "we" and "us" means OptiLink and the Clinic you use.
2. What we collect
| Type | What | Where it comes from |
|---|---|---|
| Account details | Full name, email address, mobile number, password (stored only in scrambled form; we can never see it), whether your email is verified | You, when you register or update your profile |
| Bookings | Branch, service, lens, frame and coatings chosen, date and time, your notes, estimated price, status and history (for example approved, moved, cancelled), and reasons given for a decline or cancellation | You and clinic staff |
| Health information (sensitive) | Eyeglass prescriptions (sphere, cylinder, axis, add, pupil distance, visual acuity), exam and clinical records, and the text read from scanned documents | Clinic staff, and documents you upload |
| Documents | Photos or PDFs of prescriptions and clinic records | You (Records page) and clinic staff (scanning) |
| Insurance and billing (optional) | Insurance provider, policy and group number, billing address | You, in Settings |
| Preferences | Notification and email-reminder settings | You, in Settings |
| Technical information | Basic connection details (such as IP address, browser type and time of access) recorded automatically by our hosting and database providers for security and to keep the Service working | Your device, automatically |
You can browse services, prices and open times without giving us any personal information.
3. Why we use it
- To create and secure your account and verify your email.
- To receive, review, confirm, reschedule or cancel your bookings, and to keep a history of each booking.
- To provide eye care: keeping your prescriptions and records so the clinic can serve you and you can see your history.
- To send booking emails: status updates and day-before reminders.
- To keep the Service secure and working, and to prevent misuse.
- To meet our legal obligations, including keeping health records as required by law.
We do not sell your information, share it for advertising, or use it to make automated decisions about you.
4. Our legal basis
- Your consent: you give it when you create an account, including for us to process your health information. You can withdraw consent at any time (see Your rights), but we may then be unable to provide some services.
- Providing the service you asked for: handling your bookings and records.
- Medical treatment and legal obligations: keeping health records needed for your care and required by law.
- Legitimate interests: keeping the Service secure and preventing fraud, in ways that don't override your rights.
5. Who can see your information
- You: your own account, bookings, prescriptions and documents.
- Staff of the Clinic that serves you: only the bookings and records connected to their Clinic. Staff at the other Clinics cannot see them. This is enforced by the database itself, not just by the website.
- Our service providers: only to run the Service for us (see below).
- Authorities: only when the law requires it, for example a valid court order.
Other patients can never see your information. Guests only see public information such as services, prices, product photos and which times are free (never who booked them).
6. Service providers and where data is stored
We use the following providers to run the Service. They process information only on our instructions:
| Provider | What they do | Location |
|---|---|---|
| Supabase | Database, logins and secure file storage for your account, bookings, records and documents | Servers in Singapore |
| Cloudflare | Hosts the website pages | Global network |
| Brevo | Sends our emails (verification, login, booking updates and reminders) | European Union |
| jsDelivr | Delivers some of the website's code libraries to your browser | Global network |
| Google (file storage) | Backup source for the Virtual Try-On face-tracking file, used only if our own download is slow. No camera images or personal details are sent. | Global network |
Because some of these providers are outside the Philippines, your information may be transferred abroad. We only use providers with appropriate security safeguards, and we remain responsible for your information as required by the Data Privacy Act.
7. Emails we send
- Account emails (email verification, password reset): needed for your account, so these can't be turned off.
- Booking updates (approved, declined, or cancelled by the clinic): sent so you know what's happening with your appointment.
- Reminders (the day before a confirmed visit): you can turn these off in Settings → Email Reminders.
We don't send marketing emails.
8. Information kept on your device
We don't use advertising or tracking cookies. The website stores a few things in your browser's local storage so it works properly:
- Your login session, so you stay logged in. It is removed when you log out.
- An unfinished booking, if you start booking and then log in or register. It is removed once used, and ignored after 24 hours.
9. Camera use
Virtual Try-On uses your camera to show frames on your face. The video is processed on your device only. It is never uploaded, recorded or stored by OptiLink. The camera turns off when you leave Try-On.
If you take a try-on photo, it stays in your browser on your device and is cleared when you leave the page. It is only saved or shared if you choose Save or Share. The face shape guide is worked out on your device from the camera image and is not stored.
If you choose to upload a photo of a document on the Records page, that photo is stored in your private records.
10. How long we keep it
- Account and bookings: while your account is active, and for a reasonable time afterwards to handle questions or disputes.
- Health records and prescriptions: for as long as needed for your continuing care and as required by Philippine law and health regulations.
- Documents you uploaded yourself: until you delete them on the Records page or ask us to.
When information is no longer needed, we delete it or make it anonymous.
11. How we protect it
- All connections are encrypted (HTTPS).
- Passwords are stored only in scrambled form.
- Health documents are kept in private storage and opened only through links that expire within minutes.
- Access rules in the database limit each person to what they are allowed to see: patients to their own information, staff to their own Clinic.
- Staff accounts are created only by the clinic owner and require a password.
No system is perfectly secure. If a personal data breach affects you, we will notify you and the National Privacy Commission as required by law.
12. Your rights
Under the Data Privacy Act you have the right to:
- Be informed about how your information is used (this policy).
- Access your information, and get a copy of it.
- Correct information that is wrong or incomplete. You can edit your name and phone in Settings, and ask the Clinic to fix anything else.
- Object to processing, or withdraw consent.
- Erasure or blocking of information that is no longer needed or was processed unlawfully (some health records may need to be kept by law).
- Data portability: get your information in a commonly used electronic format.
- Damages if you are harmed by inaccurate, incomplete or unlawfully obtained information.
- File a complaint with the National Privacy Commission.
To use any of these rights, contact us (below). We may ask you to confirm your identity first, and we will respond within a reasonable time.
13. Children
Patients under 18 need a parent or guardian to create the account or agree on their behalf. A parent or guardian may book for and manage a child's records.
14. Changes to this policy
We may update this policy when the Service or the law changes. The effective date at the top will change, and for important changes we'll notify you in the app or by email.
15. Contact us and complaints
For privacy questions, or to use your rights, contact our Data Protection Officer:
Data Protection Officer
- Visit, call or write to the Clinic that holds your records:
- R. A. Clarin Vision and Hearing Aid Centre: Unit A, GELMAR Building, #33 Evangelista St. (in front of NOVO Department Store), Batangas City · 0917 624 6690
- Lauren Optical Clinic: 67 P. Burgos St., Poblacion, Batangas City
- Pamarang Optical Clinic: 5 M. Pastor Ave., Pallocan West, Batangas City · 0949 897 9548
- Or reply to any email we send you, with "Privacy request" in the subject.
If you are not satisfied with our response, you can file a complaint with the National Privacy Commission of the Philippines at privacy.gov.ph.