ClinicRun ("ClinicRun," "we," "us," or "our") provides a clinic management platform — available via web application and mobile apps (iOS and Android) — that helps clinics manage patients, appointments, visits, prescriptions, lab orders, procedures, billing, and inventory (the "Service"). This Privacy Policy explains what information we collect, how we use it, and the choices you have.
ClinicRun is used by clinics and healthcare practices ("Clinics") and their staff to manage Clinics' own patients. In most cases, the Clinic is the data controller of patient information entered into the Service, and ClinicRun acts as a data processor / service provider on the Clinic's behalf. If you are a patient and have questions about how your data is used, please contact your healthcare provider directly.
Information We Collect
Account & Clinic Staff Information
When a Clinic or staff member creates an account, we collect information such as name, email address, phone number, role, and clinic details (clinic name, specialty, location, and contact information).
Patient & Clinical Data
Clinics using the Service may enter patient information, which can include demographics, contact details, appointment history, vitals, prescriptions, lab orders and results, procedure records, billing and invoicing records, and other clinical notes. This data is entered and controlled by the Clinic; we process it solely to provide the Service.
Device & Usage Information
Our mobile apps record technical information such as device model, operating system version, and app version, associated with your account, so we can maintain compatibility, diagnose issues, and let you know when an update is required. Our web and mobile apps may also access your camera or photo library — only when you choose to upload an image (for example, a clinic logo, staff avatar, or patient document) — and this is never accessed without your action.
Payment Information
Subscription payments are processed by third-party payment providers. We do not store full payment card details on our servers.
How We Use Information
- To provide, operate, and maintain the Service
- To authenticate accounts and enforce role-based access within a Clinic
- To process subscriptions and billing
- To send service-related communications (e.g. appointment reminders, notifications, account and security notices)
- To detect, prevent, and address technical issues, fraud, or misuse
- To notify you of required or recommended app updates
- To improve and develop new features
We do not sell personal information or patient data, and we do not use patient data for advertising.
How We Store & Protect Data
Data is stored using industry-standard cloud database infrastructure with encryption in transit (HTTPS/TLS). Access to each Clinic's data is restricted using row-level security and role-based permissions, so that Clinics can only access their own data, and staff can only access the data their role permits. We restrict internal access to production data to what is necessary to operate and support the Service.
No method of electronic storage or transmission is 100% secure. While we work to protect your information, we cannot guarantee absolute security.
Data Sharing
We do not sell your data. We may share information with:
- Infrastructure and sub-processors that host and operate the Service on our behalf (e.g. our database and cloud hosting providers), under confidentiality obligations
- Payment processors, to complete subscription transactions
- Authorities, where required to comply with a legal obligation, or to protect the rights, safety, or property of ClinicRun, our users, or others
- A successor entity, in connection with a merger, acquisition, or sale of assets, subject to this Privacy Policy
Data Retention
We retain account and clinical data for as long as a Clinic maintains an active account, plus a reasonable period afterward to comply with legal, accounting, or record-keeping obligations applicable to healthcare records. A Clinic may request deletion of its account and associated data, subject to any retention periods required by applicable law.
Your Rights & Choices
Depending on your location, you may have rights to access, correct, export, or request deletion of your personal information. Clinic staff can update most account information directly within the app. For patient data, requests should generally be directed to the Clinic that manages your care, since the Clinic controls that data. You can also contact us using the details below and we will assist or route your request accordingly.
Children's Privacy
The Service is intended for use by clinic staff and healthcare practitioners, not directly by children. Patient records for minors may be entered into the Service by a Clinic as part of providing care; we do not knowingly collect personal information directly from children through account registration.
International Users
Our infrastructure may process and store data in countries other than your own. By using the Service, you consent to the transfer of information to those locations for the purposes described in this Policy.
Changes to This Policy
We may update this Privacy Policy from time to time. We will update the "Last updated" date above, and for material changes we will provide additional notice where appropriate.
Contact Us
If you have questions about this Privacy Policy or how your data is handled, contact us at clinicrun.adm@gmail.com.