Perla.ai is provided by R & R Newtech Dental Corp., a corporation registered in the Philippines (“Perla,” “we,” “us”). Perla is a clinic scheduling, online booking and records platform, with AI assistants for staff, used by dental clinics and their teams. This policy explains what personal data we process, why, who it is shared with, and your rights under the Philippine Data Privacy Act of 2012 (RA 10173) and its implementing rules. Clinics outside the Philippines are served under this same policy until a regional annex for their country exists.
Each dental clinic that uses Perla is the Personal Information Controller of its patients’ and staff members’ data. Perla acts as the clinic’s Personal Information Processor, handling that data on the clinic’s instructions under a data-processing agreement. For the account you create to sign in to Perla, we are the controller of your login details.
To provide the service the clinic has contracted; to perform the bookings callers request; for the clinic’s legitimate interest in running its practice; and on the basis of consent for call recording and for the AI features described below. We do not sell personal data and we do not use it for advertising.
When a clinic’s phone and chat receptionist is enabled (it is currently paused), calls and chats with it may be recorded and transcribed. Callers are notified before a call begins, and continuing the call indicates consent. If you do not consent, do not start the call; contact the clinic directly instead.
Some features share limited data with the AI providers below, only for the stated purpose. We use each provider through its business service under written terms that restrict it to processing the data to deliver the feature to us and require confidentiality and security controls at least equal to those described in this policy; we do not enable any provider feature that would use the data to train models or for the provider’s own purposes. For the staff features (Ask Perla, Perla Scribe, and setting up the phone/chat receptionist) nothing is shared until the signed-in staff member gives explicit permission inside the app, asked per person and per feature before first use. Declining keeps the feature off; everything else keeps working.
AI outputs are drafts. The treating clinician remains responsible for reviewing any AI-drafted content before it informs care; Perla’s AI features do not make clinical decisions and Perla is not a medical device. Inside the app, Account → AI & your data (also in Settings → Privacy) shows every AI feature, the provider that receives the data and exactly what is sent, and lets each person withdraw a permission with one tap; you may also email us. Withdrawal stops future sharing immediately but cannot recall processing already performed.
When Perla’s web app hits a JavaScript error, it can send a short report to Perla. A report holds only these things: the kind of error and its name (one of a fixed list of known error names, or just “Error”); a short message of up to 300 characters in which every word that is not on a fixed list of technical words is replaced by a placeholder, so names, emails, web addresses, numbers (except a time or size of one or two digits, such as 30 ms) and any other free text are not sent; for each step of the error’s stack, the name of one of Perla’s own files, the line and the column, with no function names; an error code, if the error has one; the time it happened and how many times it repeated; the app version and build, and in a phone app the version of its native part; the type of system (for example iOS 18 or Windows) and, on the web, the browser; the screen name; and a random number made for that page load. It holds no user id, clinic id, email, network address or web address, and it carries no sign-in token. Reports become eligible for deletion after 30 days and are removed by the next successful daily cleanup. Only Perla’s administrators can read them.
To limit abuse, Perla’s server keeps a keyed hash of the network address that sent a report. These separate rate-budget records become eligible for deletion after 25 hours and are removed by the next successful daily cleanup; 25 hours is not a strict maximum. The keyed hash is not stored with the report and the raw address is not retained in that budget. Perla’s web app and supported phone builds send these reports; older phone builds do not. The pages patients use do not send reports. Perla does not add its own crash collector to the phone apps. Apple and Google may give us crash reports from phones whose owners share diagnostics with developers.
We use vetted providers to run Perla: Supabase (database, authentication and file storage), Vercel (web hosting), Semaphore (text messages to Philippine mobile numbers, described below), Resend (email reminders and account emails), Backblaze B2 (encrypted backup copies of clinic files, kept separately and locked against change or deletion for 30 days), PayMongo (clinic subscription payments on the web), Apple and Google (purchases offered in supported app releases — the store is the merchant and holds your payment details; we never see them), RevenueCat (relays store purchase and subscription events used to verify clinic access and add-on balances, and provides subscription analytics; it receives store transaction and product identifiers and the clinic account identifier, never patient data or names), Google (calendar sync a clinic connects deliberately; sign-in with Google if you choose it, when Google shares your name, email address and profile picture with Perla, and Perla never receives your Google password; and Google Analytics on Perla’s own website, which counts page views and sign-ups with Google signals and ad personalization turned off) and Cloudflare (bot protection on public booking pages). Each processes data under contract and only as needed to provide the service. Data may be stored or processed outside the Philippines by these providers, subject to the safeguards in our agreements with them.
When a clinic turns texts on, Perla texts its patients through Semaphore, from Perla’s approved sender name PERLA (or from the clinic’s own approved sender name, if it has one). Texts go only to Philippine mobile numbers today. A text is a booking notice or a visit reminder. Each one names the clinic and the visit time, and most also hold your first name and a private link to your visit. To stop texts, open that link and tap “Stop texts”, or tell the clinic.
A clinic can choose to connect its own Google Calendar in Settings → Bookings. Perla then asks Google for one permission: to see and edit events on that calendar (the scope https://www.googleapis.com/auth/calendar.events). Perla uses it only to add the clinic’s Perla appointments to that calendar, update them when they change, and remove them when they are cancelled. Perla does not read, copy or analyse the other events in the calendar. Perla keeps the access Google grants on its servers, where no browser can read it, and shows the connected Google account’s email address to the clinic’s team on the Settings card. Perla does not sell Google user data, does not use it for advertising, does not use it to train AI models, and does not share it with anyone except as needed to run this feature, to comply with the law, or with the clinic’s consent. Disconnecting in Settings → Bookings deletes the stored access at once, and a clinic can also remove Perla’s access at any time in its Google Account settings.
Perla’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
The Perla AI Dental CRM apps for iOS and Android are for clinic teams. Supported releases let a clinic owner create an account in the app, confirm their email and set up their clinic; team members join through clinic membership. Perla 1.2 for iPhone and Android supports the monthly Perla subscription, separate monthly storage subscriptions and non-expiring Usage packs through the App Store or Google Play. SMS packs are not sold in the current app releases. Other installed releases may offer different features. Available features depend on the installed release and service availability. Supported apps request the microphone only when you start Perla Scribe or Talk to Perla after the corresponding AI permission, and the camera or photo library only when you choose to attach a photo to a patient record. The apps do not track you across other apps or websites.
Account data is kept while your account exists. A clinic’s records are kept while the clinic uses Perla. Clinical records are kept for at least seven years, Perla’s default for clinics in the Philippines; the clinic, as controller, can choose another period in Settings, next to clinic deletion, and while a period is set the app will not schedule the clinic’s deletion. Files and call records that a clinic removes are hidden from the clinic and retained with its records. A purge after the retention period is planned; until it runs, removed records are retained. Error reports become eligible for deletion after 30 days and are removed by the next successful daily cleanup.
Staff and dentists can delete their own login from inside the app (Account → Delete my account). Clinic owners can schedule deletion of the whole clinic from Settings. Deletion waits 7 days, and the owner can cancel it in that time; on day 7, Perla deletes the clinic’s records and files from its database and file storage. Encrypted backup copies of the files stay locked in a separate backup store for at least 30 days before they can be removed. Philippine law requires licensed dental clinics to keep certain clinical records for a set period, so save a copy before you delete a clinic. You can also request deletion by email; see perla-ai.app/delete-account.html for the exact steps.
Under the Data Privacy Act you have the right to be informed, to access, to object, to rectify, to erasure or blocking, to data portability, to damages, and to lodge a complaint with the National Privacy Commission (privacy.gov.ph). To exercise these rights, contact the clinic (the controller) or email us and we will assist the clinic in responding.
We use access controls, encryption in transit, and tenant isolation so each clinic can see only its own data. No method is perfectly secure, but we protect your information with reasonable organizational and technical measures.
We will post any changes to this policy on this page and update the date above. Material changes that affect the mobile apps will also be noted in the app stores’ release notes.
R & R Newtech Dental Corp. — privacy questions and requests: hello@perla-ai.app. For concerns we cannot resolve, you may contact the National Privacy Commission.