Privacy Policy
Effective: July 2025
1. Contact Us – We're Here to Help
You're welcome to reach out to us anytime with questions or concerns about how we handle and protect your personal information.
You can contact us to:
- Ask questions about your data
- Update or correct your information
- Modify or delete your Clinic Companion account
- Adjust your preferences
- Raise a concern or file a complaint
- Opt out of marketing communications
- Or for any other related reason
We're easily reachable via phone or email. For any privacy-related inquiries, email us at info@cliniccompanion.com.
2. About Clinic Companion
We provide the Clinic Companion platform (the "Platform") to qualified medical professionals and clinics ("Practitioners") to support patient care.
Definitions in this policy:
- We, our, or us — refers to Clinic Companion Ltd and affiliated entities (see Section 14).
- You — the reader or user of this policy.
- Your information — personal data you share with us.
- Our services — includes the Platform and any associated services we offer.
- Privacy laws — all data protection and health privacy laws that apply to our operations.
3. What Information Do We Collect?
We collect and store various types of data to provide and enhance our services, ensure security, and meet regulatory requirements. This includes:
Types of Information Collected
| Category | Details |
|---|---|
| General Personal Information | Includes name, contact details, address, date of birth, gender. For Practitioners, we may also collect your professional qualifications and education. |
| Payment and Claim Details | Information such as credit card numbers, bank account details, Medicare card numbers, and claim data needed for billing and claims. |
| Sensitive Health Information | Health data provided by Practitioners or users for healthcare delivery. This may include medical history, clinical notes, test results, diagnoses, and prescriptions. All identifiable patient data is pseudonymised and not used for AI development. |
| Device Information | Information like device type, IP address, browser data, geolocation, connection data, and standard web logs. |
| Additional User Inputs | Information shared via surveys, forms, customer support interactions, or other digital engagement. |
| Data for Service Improvement | De-identified data used in aggregate to analyze Platform performance and enhance our services. |
| Cookies | May include browser type, operating system, and browsing history. Some cookies may collect personal data if linked to an account. See Section 9. |
| Recruitment Data | If you apply for a position, we may collect employment history, references, background checks, and other job application data. |
Note: Refusing to provide certain information may limit access to specific features or services.
4. How We Collect Your Information
Most information is collected directly from you when you interact with us. We may also receive information from third parties.
Main Sources of Collection
| Category | Details |
|---|---|
| Registration | When you create an account on our Platform. |
| Communication | Through messages, emails, forms, and chats. |
| Usage Interaction | When using our Platform, website, services, or interacting with ads or content. |
| Third Parties | Includes recruitment consultants, former employers, educational institutions, and sources verifying professional credentials (for Practitioners). |
5. How We Use Your Information
We use your information to provide, improve, and secure our services. Our approach incorporates privacy by design, ensuring strong security, minimal data use, and transparent processing.
| Purpose | Details |
|---|---|
| Access | To allow you to use our website, Platform, and services. |
| Service Improvement | To analyze use, improve features, and personalize your experience. |
| Healthcare Delivery | To support Practitioners in providing care to patients. |
| De-identified Usage | We may use anonymised data to enhance Platform features — never involving identifiable patient data. |
| Support & Notifications | To send alerts, service updates, and technical notices. |
| Contact | To communicate important updates about your account or our services. |
| Marketing | To send promotional material (with your consent). |
| Compliance | To meet legal requirements or cooperate with authorities. |
| Employment | To evaluate job applications. |
We do not use your health information for marketing without your express permission.
6. Marketing and Opt-Out Options
We may send you updates about our services or products via email or other channels. You can opt out of marketing at any time by:
- Clicking "unsubscribe" in any message, or
- Contacting us directly (see Section 1).
We never:
- Use health data for marketing without consent
- Share your data with third parties for their marketing purposes
7. Data Storage and International Transfers
Your personal information is securely stored in the United Kingdom. Data processing is also limited to the UK or European Economic Area (EEA).
If we use third-party services, we ensure their operations comply with the UK GDPR and Data Protection Act 2018, including through strict contractual obligations.
10. Data Security Measures
We implement multiple safeguards to protect your information, including:
| Measure | Details |
|---|---|
| Staff Training | Employees are trained in data protection practices. |
| Encryption | All data is encrypted at rest and in transit using industry-standard methods. |
| De-identification | Identifiable data is anonymised before secondary use. |
| Secure Infrastructure | Systems are built with robust security controls to prevent unauthorized access. |
| Retention and Disposal | We retain your data only as long as necessary or as required by law. |
11. Your Rights and Choices
You have several rights regarding your personal data. You may:
- Request a copy of your data
- Ask for corrections or updates
- Withdraw consent or object to processing
- Request deletion or data portability
- Lodge a complaint
To make a request, include your name, contact details, and a clear description of your inquiry. We aim to respond within 30 days. Verification may be required.
If you're not satisfied with our response, you may contact the UK Information Commissioner's Office (ICO). Our GDPR Compliance Policy offers more detailed guidance on exercising your rights.
12. Information We Collect from Employees
We also collect specific information from current and former employees, including:
| Category | Details |
|---|---|
| Personal Information | Name, contact details, DOB, photo |
| Education & Lifestyle | Academic history, interests, family/marital status |
| Sensitive Information | Health status, criminal background, beliefs, sexual orientation |
| Financial Data | Bank details, tax ID, residency, credit checks |
| Employment Info | Job history, professional memberships, and work-related output |
Questions about employee data should be directed to: info@cliniccompanion.com
13. Changes to This Policy
If this Privacy Policy is updated in a way that affects how we handle your data, we will notify you through the Platform and publish the new version on our website. We encourage you to check periodically to stay informed.