Privacy Policy

Effective Date: 1st June 2025
Company Name: ClinicPilot
Contact Email: admin@clinicpilot.uk

1. Introduction

We value your privacy and are committed to protecting the personal data of all visitors and customers interacting with our website. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following types of personal information:

a) Information You Provide Directly

Name, email address, phone number
Business name and industry
Any information submitted through our contact forms, chatbot, or during onboarding

b) Information Collected Automatically

IP address
Browser type and version
Pages visited, time spent on site, and referring websites
Cookie identifiers (via Google Analytics, Wix analytics, or chatbot usage)

c) Information via Chatbots and Voice Agents

Questions or messages sent through our chat or voice bots
Appointment details or preferences if you engage with our services

3. How We Collect Your Information

We collect your data through:

Website forms (contact, onboarding)
Chatbots and AI voice agents
Cookies and similar tracking technologies
Direct email or phone communication
Analytics tools such as Google Analytics and Wix Site Analytics
Follow-up systems

4. Why We Collect This Information

We collect and use this information to:

Provide and improve our services
Respond to inquiries and support requests
Customise chatbot and voice solutions to your business
Analyze website performance and user behavior
Send important updates or marketing content (with your consent)
Comply with legal and regulatory obligations

5. Sharing Information with Third Parties

We do not sell your personal information to third parties.

However, we may share data with:

Service providers that support our operations (e.g., hosting, analytics, chatbot platforms)
Legal authorities, if required by law or to enforce our rights
Business partners, only with your consent, and only to deliver services requested

All third-party service providers we use are vetted for compliance with UK GDPR.

6. Your Rights Under UK GDPR

As a UK resident, you have the following rights:

Right to access – Request a copy of the data we hold about you.
Right to rectification – Correct any inaccurate or incomplete information.
Right to erasure – Request deletion of your data ("right to be forgotten").
Right to restrict processing – Limit how we use your data.
Right to data portability – Receive your data in a usable format or have it transferred to another provider.
Right to object – Object to certain types of processing, including direct marketing.

To exercise any of these rights, please contact us at: [Insert Contact Email]

7. Data Retention

We retain your information only as long as necessary to:

Fulfill the purposes outlined in this policy
Comply with legal or regulatory requirements
Support ongoing customer relationships

8. Protection of Your Information

We implement appropriate technical and organizational measures to safeguard your personal data, including:

HTTPS encryption across our site
Secure data storage on third-party platforms
Access control and authentication for staff
Regular review of data handling practices

9. Children's Privacy

Our website and services are not directed to children under 18. We do not knowingly collect personal data from minors. If we learn that we have inadvertently collected such data, we will delete it promptly. Parents or guardians who believe their child has provided us with information may contact us to request deletion.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact: