> For the complete documentation index, see [llms.txt](https://clerkal.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://clerkal.gitbook.io/docs/legal/privacy-policy.md).

# 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.

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## **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.).

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## **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)

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## **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

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## **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.

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## **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>**

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## **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.

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## **12. Updates**

We may update this Privacy Policy from time to time. Continued use constitutes acceptance.