1.Who we are
ClinicSorted (“we”, “us”) is clinic management software. Details of who operates it are in our Terms of Service. For anything about privacy, write to support@clinicsorted.com.
2.Two kinds of data
This policy covers two different kinds of data, and we treat them differently.
- Account data is information about the clinics and staff who use ClinicSorted, such as names, emails and billing records. We decide how this is used, so we are responsible for it (in legal terms, we are its “controller”).
- Patient data is everything a clinic records about its patients. It belongs to the clinic, and each clinic’s data is kept separate from every other clinic’s. We only store and process it so the clinic can use ClinicSorted (in legal terms, the clinic is the “controller” and we are its “processor”).
3.Account data we collect
- Account details: your name, email, phone number, your clinic’s details, and your position in the clinic.
- Sign-in activity: when you sign in, your IP address, approximate location worked out from it, and your device and browser.
- Billing records: your plan, payments and payment references. Card payments are handled by Paddle; we never see or store your card number.
- Messages: what you send us by email, WhatsApp or through the app, and the details you give when you request a demo.
- Error reports: technical details sent automatically when something breaks, so we can fix it.
4.How we use account data
- to run ClinicSorted and keep your account secure;
- to bill your subscription and keep financial records;
- to send you service emails, such as sign-in links, password resets and notifications;
- to answer your questions and fix problems;
- to send occasional product news. Every one of these emails has an unsubscribe link, and unsubscribing does not affect service emails.
We use your data to provide the service you signed up for, to meet legal obligations such as keeping tax records, and for our legitimate interest in keeping ClinicSorted secure and working well. We do not sell your data or use it for advertising.
5.Patient data
Patient records are entered and managed by the clinic. We store and process them only to provide ClinicSorted to that clinic. We do not look at them except when the clinic asks us to help with a problem, when it is needed to keep the service secure, or when the law requires it. We never sell patient data or use it for advertising.
If you are a patient and want to see, correct or delete your information, please contact your clinic, since it decides how your records are kept. If you contact us instead, we will pass your request to the clinic.
6.Service providers
We use a small number of trusted companies to run ClinicSorted. They only process data to provide their service to us.
| Provider | What it does for us | Where |
|---|---|---|
| Supabase | Database, file storage and sign-in | Singapore |
| Vercel | Website hosting | Global, United States |
| Sentry | Error reports when something breaks | United States |
| Brevo | Sending account and notification emails | European Union |
| Zoho Mail | Receiving support emails | Global |
| Google Firebase | Push notifications in the mobile app | Global, United States |
| Paddle | Online payments, as our reseller | United Kingdom |
We may also share data if the law requires it, or with a new owner if ClinicSorted is ever sold, in which case this policy would continue to apply.
7.Where your data is stored
Your clinic’s records are stored in a data centre in Singapore. Some of the providers above process data in other countries. When data leaves your country, we rely on those providers’ safeguards, such as standard contractual clauses, to keep it protected.
8.Security
- Each clinic’s records are walled off at the database level, not just hidden in the app.
- Data is encrypted in transit (HTTPS) and at rest.
- Inside a clinic, staff only see what their position allows.
- Sign-in activity is recorded so unusual access can be spotted.
10.How long we keep data
We keep your clinic’s data while your account exists. If your subscription ends, the data is kept and stays viewable in read-only mode, so nothing is lost if you come back.
If you ask us to delete your clinic’s data, we delete it permanently within 30 days. Copies in backups are removed as the backups expire. We keep billing records for as long as tax and accounting laws require.
11.Your rights
You can ask to see the data we hold about you, correct it, get a copy of it, or have it deleted. A clinic owner can ask for a copy of all the clinic’s data in a standard format (CSV). Write to support@clinicsorted.com and we will respond within 30 days.
If you are not happy with how we handle your data, you can also complain to the data protection authority in your country.
12.Children
ClinicSorted accounts are for clinics and their staff, not for children. Clinics may record information about patients who are children; the clinic is responsible for that information.
13.Changes to this policy
We will update this page when our practices change. The date at the top shows the latest version. If a change materially affects you, we will tell you by email or in the app before it takes effect.
14.Contact
For any privacy question or request, write to support@clinicsorted.com.