Privacy Policy
Last updated: 30/11/2025
This Privacy Policy explains how Clerkal Ltd (“Clerkal”, “we”, “us”, “our”) collects, uses, stores, and protects personal data when you use the Clerkal service (“the Service”). By using the Service, you agree to the practices described here.
1. Who We Are
Clerkal Ltd Email: support@clerkal.com Jurisdiction: United Kingdom Data stored on servers located in the UK.
We are the Data Controller for account and subscription data. We are the Data Processor for clinician-generated documents, templates, and content.
2. Data We Collect
2.1 Personal Information You Provide
Name
Email address
Clinic affiliation
Billing and subscription information
Login credentials
2.2 Usage Data
Device information
IP address
Browser type
Log activity (e.g., pages viewed, errors)
2.3 Clinical Content
Clinicians may create templates or notes that may contain patient-related information. Clerkal strongly discourages entering identifiable patient data.
If identifiable data is entered, it is processed solely on your instruction and remains your responsibility under applicable law (GDPR, HIPAA, etc.).
3. How We Use Your Data
We use data to:
Provide the Clerkal service
Authenticate users
Enable AI-assisted note generation
Improve platform performance and functionality
Communicate with you about updates, billing, and support
Ensure compliance with legal obligations
We do not sell personal data.
4. How AI Uses Your Data
Clinical content may be processed by AI models exclusively for:
Generating notes, summaries, or templates
Improving the accuracy and reliability of Clerkal’s features
Clerkal does not use identifiable patient data to train external or public AI models. Data is not shared with third-party model providers for their own benefit.
5. Legal Bases for Processing (GDPR / UK DPA 2018)
We process data under:
Contractual necessity (providing account access and services)
Legitimate interests (platform security, improvement)
Consent (email preferences)
Legal obligations (tax, audit, compliance)
6. Data Sharing
We may share data with:
Payment processors (for billing)
Infrastructure providers (hosting, secure storage)
Support tools (ticketing, email services)
All third parties are bound by strict data protection agreements.
We do not share clinical content for advertising, marketing, or AI training outside Clerkal.
7. International Transfers
Data is stored in the United Kingdom. If transferred elsewhere (e.g., to support users in the US/EU/AU), Clerkal will implement:
Standard Contractual Clauses
UK International Transfer Addendum
Adequacy decisions where available
8. Data Retention
Account and billing data: retained for the life of your account + statutory retention (6 years in the UK).
Clinical content: retained until account deletion or as instructed by the Clinic.
Upon account deletion, data is removed within 90 days, unless required for legal reasons.
9. Your Rights
Depending on your location (UK/EU/GDPR regions), you may:
Access your data
Correct inaccurate data
Request deletion
Port your data
Object to processing
Withdraw consent
Contact: support@clerkal.com
10. Security
We employ:
Encryption at rest and in transit
Access controls
Audit logs
Monitoring and intrusion detection
No system is 100% secure, but Clerkal follows industry best practices.
11. Children
Clerkal is not intended for children under 16.
12. Updates
We may update this Privacy Policy from time to time. Continued use constitutes acceptance.
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