Privacy Policy

1. Who we are

Clinicly ("we", "our", "us") is operated by CLINICLY HEALTH LIMITED, a company registered in England and Wales (Company No. 17452992), registered office 14 Grenville Place, London, England, SW7 4RW. CLINICLY HEALTH LIMITED is the data controller for the platform at clinicly.co.uk. We provide AI-powered receptionist software for aesthetic clinics. This Privacy Policy explains how we collect, use, and protect personal data when clinics and their patients interact with our platform.

2. Data we collect

• Clinic operators: Name, email address, clinic name, treatment menu, and pricing information provided during onboarding.
• End users (patients): Messages sent via Instagram Direct, WhatsApp, or the web chatbot. We process message content to generate AI responses.
• Platform data: Usage logs, response times, and conversation analytics used to improve our service.

3. How we use your data

• To generate AI responses to patient enquiries on behalf of the clinic.
• To provide the clinic with a dashboard showing conversation history and analytics.
• To improve the accuracy and quality of our AI model.
• We do not sell personal data to third parties.

4. Meta platform data

When a clinic connects their Instagram or WhatsApp account to Clinicly, we access messages via the Meta Platform APIs solely to generate and send automated replies. We access only the minimum data required (instagram_business_basic, instagram_business_manage_messages, whatsapp_business_messaging). Messages are stored so the clinic can review conversations in its dashboard and so replies can take earlier messages in the same conversation into account. They are deleted after 90 days (see section 5) and are not shared with any third party other than OpenAI for AI processing.

5. Data retention

Conversation logs are retained for up to 90 days to allow clinic operators to review them in the dashboard. After 90 days, logs are automatically deleted. Clinic account data is retained until the clinic cancels their subscription and requests deletion.

6. Data deletion

You can request deletion of your data at any time by emailing aliturguttatli@gmail.com. For Meta platform data deletion requests, please visit our Data Deletion page. We will process all deletion requests within 30 days.

7. Third-party services

• OpenAI: Message content is sent to OpenAI's API to generate replies. OpenAI's privacy policy applies.
• Supabase: We use Supabase for database hosting. Data is stored in EU-region servers.
• Meta Platforms: Instagram and WhatsApp messages are accessed via Meta's Graph API under the clinic's authorisation.
• Vercel: Our platform is hosted on Vercel. See Vercel's privacy policy for infrastructure data handling.
• Resend: We use Resend to send account emails, such as sign-up confirmations and password resets. Your email address is shared with Resend only for this purpose.

8. Your rights

Under GDPR and UK data protection law, you have the right to access, correct, or delete your personal data. To exercise these rights, contact us at aliturguttatli@gmail.com.

9. Contact

If you have any questions about this Privacy Policy, please contact us at:
Email: aliturguttatli@gmail.com
Website: clinicly.co.uk