Last Updated: November 2025
CALLENDOC PRIVACY NOTICE — FOR CLINIC USERS
Last Updated: [DATE]
This notice explains how Callendoc Ltd ("Callendoc", "we") processes the personal data of clinic owners, healthcare professionals and staff who register for or use the Callendoc clinic management platform. It does not cover patient records held in the platform — see "Patient data" below.
1. WHO WE ARE
Callendoc Ltd, Company No. [COMPANY NUMBER], 31-33 High Holborn, London WC1V 6AX, United Kingdom. Data protection contact: [email protected].
2. PATIENT DATA — IMPORTANT
Where your clinic stores patient records in Callendoc, your clinic is the data controller and Callendoc acts only as a data processor under the Data Processing Annex to our Service Agreement. If you are a patient seeking information about your records, please contact your clinic directly.
3. DATA WE COLLECT ABOUT YOU
- Identity and contact: name, email, mobile number, company/clinic name
- Professional details: speciality, professional registration number (e.g. GMC/GDC/HCPC)
- Billing: billing address, VAT number, transaction history (card details are processed by our payment provider and not stored by us)
- Usage and device: IP address, browser/device type, log-in records, feature usage
- Communications: support requests and correspondence
4. PURPOSES AND LAWFUL BASES
| Purpose | Lawful basis (UK GDPR Art. 6) |
| Providing the Service and managing your account | Contract |
| Billing, accounting and tax records | Legal obligation |
| Verifying professional credentials | Legitimate interests (platform integrity) |
| Service security, fraud prevention, audit logs | Legitimate interests |
| Service improvement and aggregate analytics | Legitimate interests |
| Marketing communications | Consent (separate, optional opt-in; withdraw at any time) |
5. RECIPIENTS
We share your data only with the service providers needed to run the platform: AWS (hosting, UK/EU), Stripe (payments), SendGrid (email), Twilio (SMS), and professional advisers or authorities where required by law. We do not sell personal data.
6. RETENTION
Account data: for the life of your account plus 6 years (limitation periods). Billing and tax records: 6 years from the end of the relevant financial year. Usage logs: up to 24 months. We then delete or anonymise the data.
7. INTERNATIONAL TRANSFERS
Data is stored in the UK/EEA. Any transfer outside the UK/EEA is protected by UK adequacy regulations or the UK International Data Transfer Agreement/Addendum.
8. YOUR RIGHTS
You have the right to access, rectify and erase your data, to restrict or object to processing, to data portability, and to withdraw consent at any time (for processing based on consent). Contact [email protected]; we respond within one month. You may also complain to the Information Commissioner's Office (ico.org.uk).
9. COOKIES
See our Cookie Policy at callendoc.com/cookie-policy for details of the cookies we use and how to manage them.
10. CHANGES
We will notify you by email of material changes to this notice before they take effect.
