1. Scope and meaning
This Privacy Policy applies to the Clinic Organizer mobile application, related websites, and support channels (together, the Service). "Clinic Organizer", "we", "us", and "our" mean the operator of the Service. "Clinic" means the organisation or practitioner that opens or administers an account, and "Authorised User" means a person the Clinic permits to use that account.
2. Privacy roles
For patient, clinical, staff, and appointment information entered by a Clinic, the Clinic is normally the party that decides why and how the information is used. Clinic Organizer processes that information only to operate and support the Service, on the Clinic's instructions and as permitted by applicable law. Clinic Organizer independently handles limited account, billing, security, and support information needed to run the Service.
3. Information we may process
Depending on how the Service is used, this may include account and contact details; Clinic details; user roles and access history; appointments; patient identity and contact details; clinical notes, treatment, pain, or session information entered by the Clinic; payment records entered by the Clinic; support correspondence; device and technical information; and security, audit, and error logs. Clinical information can be sensitive personal data.
4. How we use information
We use information to create and administer accounts, provide scheduling and clinic-management features, authenticate users, apply access controls, maintain records as instructed by the Clinic, process subscriptions, provide support, prevent misuse or fraud, protect the Service, comply with legal obligations, and improve reliability. The Clinic is responsible for determining and documenting the lawful basis for collecting and entering patient information, including any required notices or consents.
5. Service providers, payments, and transfers
We may use carefully selected infrastructure, storage, authentication, communications, support, and security providers to operate the Service. Those providers may process information only for the services they provide to us and subject to appropriate safeguards. Where a subscription is purchased through Google Play, Google processes the payment, cancellation, and refund request under its own terms and privacy policies; we do not receive your full payment-card details. We may process information in countries where we or our providers operate, subject to applicable law. We do not sell patient or personal information.
6. Security
We use reasonable technical and organisational measures designed to protect information from unauthorised access, loss, misuse, or disclosure. No online service can be completely secure. Clinics and Authorised Users must use strong, unique credentials, keep devices secure, restrict access to people who need it, and promptly report suspected unauthorised use.
7. Retention and deletion
We retain account and Clinic data while the account is active. After an account is closed or expires, we retain the associated data for up to one year to allow recovery, resolve disputes, prevent abuse, and meet operational needs. At the end of that period, we delete or anonymise the data from active systems where technically feasible, unless a longer period is required or permitted by law, needed for a legal claim, or required to protect the Service. Backup copies may remain until their normal secure replacement cycle. Clinics should export records they need before requesting closure.
8. Requests and rights
Patients should direct requests about their clinical records to the Clinic that collected the information. Authorised Users should contact their Clinic administrator first. To request access, correction, deletion, or information about processing by Clinic Organizer, email contact@clinicorganizer.online. We may ask for proof of identity and authority, and may refuse or limit a request where allowed by law or necessary to protect another person's rights, security, or legal obligations.
9. Safe communication
Do not send patient medical details, identity documents, passwords, authentication codes, or other sensitive information through ordinary email, WhatsApp, social media, or any unverified support channel. Contact us through the official support address shown below if you need help with a privacy request or security concern.
10. Changes and contact
We may update this Policy when the Service, our practices, or applicable requirements change. The current version is published in the Service with its effective date. Continued use after an update takes effect means the Clinic and its Authorised Users accept the updated Policy to the extent permitted by law. For privacy questions or requests, contact contact@clinicorganizer.online.
Important: Each clinic is responsible for giving its patients any privacy notice and obtaining any consent required for its own care and record-keeping activities.
Effective date: 13 August 2026