Privacy Policy

Information we collect

• Account request details: when you ask for clinic portal access through the homepage contact form, you provide your Holy Name University student or employee status, school or employee ID, date of birth, gender, and a campus email address where the nurse can send the credentials.
• Account and health records: clinic staff may add or update demographic profiles, appointment bookings, consultation notes, prescriptions, medical certificates, and other campus clinic documentation tied to your profile.
• Support and inquiry messages: inquiries submitted through the contact form or support email include your name, email, and message so the clinic can reply. These details are emailed to the clinic inbox and are not stored in the app database.
• System logs: the platform records basic audit events (such as appointment updates and notification deliveries) to help administrators troubleshoot issues.

How we use your information

• Confirm you are a Holy Name University student or employee before a nurse creates your clinic account and issues a temporary password.
• Match you with the correct patient or employee record so staff can schedule visits, document care, manage medicine inventory, and prepare medical certificates.
• Send transactional emails—appointment requests, approvals, reschedules, cancellations, completion summaries, and password reset codes—through the Gmail API so patients and clinicians stay informed.
• Respond to questions you submit through the contact form or support email address and document follow-up for clinic staff.

Requesting portal access

Clinic accounts are provisioned by the nursing team. Eligible users can request access through the homepage contact form by sharing their full name, campus role, Holy Name University school or employee ID, gender, and date of birth. The nurse reviews each request and, once approved, sends the username (matching the provided ID) and a temporary password to the institutional email address on file. You must change that password after your first sign-in.

If you later add a personal email to your profile, the system will send a verification link to confirm ownership before notifications are delivered to that address.

Sharing and third parties

We do not sell your information or share it with advertisers. Email notifications are sent through the clinic’s managed Gmail account and are limited to transactional messages about appointments, records, and password resets.

The application is hosted on Vercel, and supporting services such as database hosting are administered by the HNU Clinic capstone team. No marketing or analytics platforms ingest your health information.

Data retention and control

Health records managed inside the application follow Holy Name University clinic retention guidelines. You may request corrections or deactivation of your portal access by contacting the clinic support desk at hnucliniccapstone@gmail.com.

To request removal of your account or associated information, contact the clinic support desk so the nursing staff can review and process the request.

Security practices

The application encrypts information in transit and at rest. Role-based permissions ensure only authorized clinic personnel can view or update sensitive records, and key actions are logged for auditing.

Hosting is currently provided through Vercel at www.hnu-clinic-app.com. Access is limited to the HNU Clinic team responsible for this capstone project.

Contact us

Questions about this policy or your data can be directed to hnucliniccapstone@gmail.com. You may also reach the clinic office at Holy Name University Main Campus during regular operating hours.