Privacy Policy

1. Information We Collect

To provide effective clinical coordination, scheduling, and secure communication, we collect the following categories of information:

• Account & Profile Information: Full Name, Date of Birth, Email Address, and an optional Profile Image (if you choose to upload one).
• Clinical Communication Data: Chat messages or any other content or files you submit through our secure in-app chat function.
• Technical Data: Device identifiers, IP address, and operating system information required for app performance, security updates, and push notifications.

2. Legal Basis and How We Use Your Data

We process your personal data under the following legal frameworks (UK GDPR):

• Contractual Necessity: To provide the platform services you requested.
• Explicit Consent: Because we process clinical chat messages, we obtain your explicit consent at the point of registration to process data for clinical coordination.
• Legitimate Interests: To protect our platform from abuse, handle user reports, and maintain service security.

3. Data Visibility and Access Protocol

We enforce strict data partitioning and access controls to maintain clinical confidentiality:

• The Client: You have full visibility into your own profile, data, and chat history.
• Your Assigned Practitioner: Your assigned practitioner has direct visibility into your name, date of birth, email, profile image, and chat history to provide care.
• Platform Administrators: Administrators have access to account management details for technical support.
• The Safety Exception (Strict Admin Restrictions): Platform administrators cannot monitor or read your private clinical chats by default. Access to chat history is strictly gated. Administrators will only be granted temporary access to view a specific chat history if a user or practitioner files a formal report citing inappropriate behaviour, offensive content, professional misconduct, or safeguarding concerns.

4. Data Security and Storage

Your trust is vital. For our Minimum Viable Product (MVP) and future iterations, we do not anonymise operational data, as it must remain strictly linked to your user account for clinical accuracy. Instead, we protect it using bank-grade security protocols:

• Encryption in Transit: All data transmitted between your mobile device and our servers is encrypted.
• Encryption at Rest: All personal and clinical data stored in our databases is encrypted using advanced encryption standards (AES-256).
• Vector Database: If we introduce vector databases, any data processed within that specific environment will be completely anonymised before being transferred, stored, or processed.

5. Data Sharing and Third Parties

We do not sell, rent, or trade your personal or clinical data. We do not use your health or chat data for marketing or advertising purposes. Data is only shared with trusted infrastructure providers (e.g., secure cloud hosting) bound by strict confidentiality agreements.

6. Your Rights and Data Deletion

Under data protection laws, you have the right to access, rectify, or restrict the processing of your data.

• In-App Account Deletion: In compliance with Apple and Google policies, you can permanently delete your account at any time directly through the Settings Menu inside the UKPH app.
• Right to Erasure: You may specifically request the permanent deletion of your chat history and personal data by contacting our Privacy Officer. Please see Section 3 of the Data Retention Policy below for statutory exceptions.