Privacy Policy | Clinic Pulse

Clinic Pulse ("we," "us," or "our") provides cloud-based clinic operations software. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to our website and our application (together, the "Service").

The short version

We collect the account information you give us and the operational data your team enters (things like visit counts, staff schedules, and supply costs). We use it to run the Service, we don't sell it, and we never ask for or want patient medical records.

No patient health information

Clinic Pulse is an operations tool, not a medical records system. We do not intend to collect, and you agree not to enter, protected health information (PHI) as defined under HIPAA. This includes patient names tied to conditions, medical charts, diagnoses, or treatment information. Aggregate operational metrics (such as daily visit counts or no-show totals) are not patient records.

Information we collect

Account information: name, email address, role, and organization details you provide when you or your administrator create an account.
Operational data: the business data your team enters into the Service: clinic metrics, staff schedules, team member work details, vendor and supply information, outreach records, goals, and reports.
Usage data: log data such as pages visited, features used, browser type, IP address, and timestamps, used for security and to improve the Service.
Payment information: processed by Stripe, our payment provider. We never see or store your full card number.
Waitlist information: if you join our waitlist, we collect your email and any optional details you share (such as clinic name).

How we use AI

Some features of Clinic Pulse use artificial intelligence to generate forecasts, staffing recommendations, follow-up suggestions, and report summaries. When you use these features, relevant operational data (for example, historical visit counts or outreach records) is processed by third-party AI model providers through our platform infrastructure. This data is used to generate results for you; we do not permit it to be used to train third-party models. AI-generated outputs are informational suggestions, not professional advice, so always apply your own judgment.

How we use your information

To provide, maintain, and improve the Service;
To send service communications such as alerts, reports, and reminders you or your administrator configure;
To process subscription payments;
To respond to support requests;
To protect the security and integrity of the Service; and
To comply with legal obligations.

We do not sell your personal information, and we do not share it with third parties for their advertising.

Who we share information with

We share information only with service providers that help us operate the Service: our application hosting platform (Base44), our payment processor (Stripe), email delivery providers, authentication providers (such as Google sign-in), and AI model providers as described above. Each provider processes data only to perform services for us. We may also disclose information if required by law, or in connection with a merger or acquisition (in which case this policy continues to apply until updated).

Your organization's role

If you use Clinic Pulse through an employer or organization, that organization controls its workspace, including who has access and how long data is retained. Requests about data your organization controls should go to your administrator; we will support them in fulfilling it.

Data retention and deletion

We keep your data while your account is active. You may request deletion of your account and associated data at any time by emailing us; we will delete it within 30 days except where we must retain records for legal or billing purposes.

Security

We use industry-standard measures to protect your data, including encryption in transit, role-based access controls within the Service, and audit logging. No system is perfectly secure, so please use a strong password and keep your login credentials private.

California privacy rights

If you are a California resident, you have the right to know what personal information we collect, to request access to or deletion of it, and to not be discriminated against for exercising those rights. We do not sell or "share" personal information as defined by the CCPA/CPRA. To exercise your rights, email us at the address below.

Children

The Service is for business use and is not directed to anyone under 16. We do not knowingly collect personal information from children.

Changes to this policy

We may update this policy as the Service evolves. We will post the updated version here and update the date above; for material changes we will notify account holders by email.