Privacy Policy

Last updated: 22 June 2026 · CliniForm, United Kingdom

This Privacy Policy explains how CliniForm ("we", "us", or "our") collects, uses, stores, and protects personal data when you visit https://cliniform.co.uk, create an account, use our software platform, or otherwise interact with us.

We are a company based in the United Kingdom. Our registered address is 128 City Road, London, EC1V 2NX.

We are committed to protecting your privacy and handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) where applicable.

1. Who this policy applies to

This policy applies to:

  • Practice users — therapists, clinic owners, managers, and staff who register for and use CliniForm;
  • Website visitors — anyone who browses our marketing website;
  • End clients — individuals who complete consultation forms hosted by our practice users (in this case, the practice is usually the data controller and we act as a data processor — see section 8).

2. Data we collect

2.1 Information you provide to us

  • Account registration details (name, email address, practice name, password);
  • Billing and subscription information (processed via our payment provider, Stripe);
  • Communications you send to us (support requests, feedback, enquiries);
  • Content you upload or create within the platform (form templates, treatment notes, practice settings).

2.2 Information collected automatically

  • Device and browser information, IP address, and general location (country/region);
  • Log data (pages visited, features used, timestamps, error reports);
  • Cookie and similar technology data (see our Cookie Policy).

2.3 Client consultation data

When a practice uses CliniForm to collect consultation forms, the data submitted by end clients may include names, contact details, health information, signatures, and other sensitive personal data. This is processed on behalf of the practice.

3. How we use your data

We use personal data to:

  • Provide, maintain, and improve the CliniForm platform;
  • Create and manage your account and organisation;
  • Process subscriptions and payments;
  • Send service-related communications (account notices, security alerts, product updates);
  • Provide customer support;
  • Monitor usage, troubleshoot issues, and protect against fraud or abuse;
  • Comply with legal obligations.

We may send marketing communications where permitted by law and where you have opted in. You can unsubscribe at any time.

4. Lawful bases for processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract — to provide the service you have signed up for;
  • Legitimate interests — to operate, secure, and improve our platform, provided your rights are not overridden;
  • Legal obligation — where we must comply with applicable law;
  • Consent — for optional marketing and non-essential cookies.

Special category data (such as health information in consultation forms) is processed by practices for the provision of health or social care. Where we process such data on behalf of practices, we do so under appropriate contractual safeguards.

5. Data sharing

We do not sell your personal data. We may share data with:

  • Service providers who help us run the platform (hosting, email delivery, analytics, payment processing);
  • Professional advisers (lawyers, accountants) where necessary;
  • Authorities if required by law or to protect rights and safety.

Our key subprocessors include cloud hosting providers and Stripe for payment processing. Contracts with subprocessors include data protection obligations consistent with UK GDPR.

6. International transfers

Your data is primarily stored and processed within the United Kingdom and/or the European Economic Area. If we transfer data outside the UK, we ensure appropriate safeguards are in place (such as UK International Data Transfer Agreements or adequacy regulations).

7. Data retention

We retain personal data only for as long as necessary for the purposes described in this policy, including:

  • Account data — for the duration of your subscription and a reasonable period afterwards;
  • Billing records — as required for tax and accounting purposes (typically up to 6 years);
  • Support communications — typically up to 3 years;
  • Consultation data — retained according to the practice's settings and instructions while their account is active.

8. Practice users and end clients

If you are a therapist or clinic using CliniForm, you are typically the data controller for personal data relating to your clients. CliniForm acts as a data processor when storing and processing that data on your behalf.

You are responsible for providing your clients with an appropriate privacy notice, obtaining any necessary consents, and using the platform in compliance with UK data protection law.

9. Your rights

Under UK GDPR, you have the right to:

  • Access your personal data;
  • Rectify inaccurate data;
  • Erase your data in certain circumstances;
  • Restrict or object to processing;
  • Data portability (where applicable);
  • Withdraw consent at any time (where processing is based on consent);
  • Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise your rights, contact us at privacy@cliniform.test. We will respond within one month, as required by law.

For more detail on GDPR rights, see our GDPR page.

10. Security

We implement appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, and regular security reviews. No method of transmission over the internet is completely secure; we cannot guarantee absolute security.

11. Children

CliniForm is not intended for use by individuals under 18. Practices must not use the platform to collect data from minors without appropriate authority and safeguards.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the "Last updated" date. Material changes may be notified by email or through the platform.

13. Contact us

If you have questions about this Privacy Policy or how we handle personal data, contact:

CliniForm
128 City Road, London, EC1V 2NX
Email: privacy@cliniform.test