Privacy Policy
Version 2026-08-08 — archived private-pilot version

This notice explains how the planner.clinic private pilot uses personal information belonging to clinic account holders and team members. It should be read separately from each clinic’s own patient privacy information.


    1. Who we are

planner.clinic is the controller of account-holder information used to operate this United Kingdom private pilot. Privacy questions and rights requests can be submitted through the Help & privacy contact available inside your account.


    2. Information we collect

• Account information, including your name, email address and authentication details.

• Clinic information, including clinic name, workspace address, contact details, locations, branding and treatment library.

• Service information, including plan-generation counts, security and plan-recall audit logs, subscription status and support communications.

• Pseudonymised saved-plan information, including treatment structure, proposed dates, prices and display choices, associated with a clinic and a hashed plan code.

• Your Terms acceptance, Privacy Policy acknowledgement and optional marketing preference.


    3. Patient information

Patient first names and plan-specific custom messages remain in local browser storage on the clinic’s device, expire automatically after 48 hours and are not included in the saved server copy. Generated PDFs are not retained by planner.clinic. A pseudonymised copy of each final plan’s treatment structure is retained so an authorised clinic user can recall it. Because treatment recommendations may concern an identifiable patient when combined with the code or information held by the clinic, this remains personal data and may be health data; it is not treated as anonymous. The clinic remains responsible for its patient relationship and use of this information. Clinics must not enter surnames, dates of birth, contact details, medical histories, photographs or other identifiers into plan fields.


    4. Why we use information

We use account and clinic information to provide and secure the service, administer access, support users, monitor plan allowances, improve reliability and comply with legal obligations. These activities are generally necessary to provide the service or support our legitimate interests in operating it safely.


    5. Marketing

If you separately opt in, we may email product news, pilot updates and offers. Marketing consent is optional and is not required to use the service. You can withdraw it at any time using an unsubscribe link or by contacting support.


    6. Service providers and transfers

We use specialist hosting, authentication, database and infrastructure providers, including Vercel and Supabase. They process information on our behalf under their contractual and security arrangements. Where information is processed outside the United Kingdom, we rely on appropriate transfer safeguards where required.


    7. Retention and security

Each saved plan copy is retained for one year from its generation date and is then automatically deleted. Recalling and regenerating a plan creates a separate copy with a new code and a new one-year period; it does not extend or overwrite the original. Clinic users can delete a saved copy earlier. Recall requires both a logged-in member of the same clinic and the plan code. Only a one-way hash of the code is stored. We keep account and clinic information while the account is active and afterwards only for as long as reasonably necessary for security, support, legal or regulatory purposes. We use access controls, encryption in transit and restricted administrative access. No online service can guarantee absolute security.


    8. Your rights

Depending on the circumstances, you may have rights to access, correct, delete or restrict use of your information, object to processing, request portability and withdraw consent. You may also complain to the UK Information Commissioner’s Office.


    9. Changes

We may update this notice as the pilot develops. We will identify the current version and ask for renewed acknowledgement where a material change requires it.