PRIVACY NOTICE

Last updated: 07/03/2026

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This Privacy Notice for ClearBook Clinics (“we”, “us”, or “our”) explains how and why we may access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

 

Visit our website at www.clearbookclinics.com or any website of ours that links to this Privacy Notice.

 

Use our website, onboarding forms, demo systems, communication channels, or related services.

 

Contact us regarding our clinic automation, onboarding, communication workflow, or support services, or engage with us in other related ways, including marketing or events.

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ClearBook Clinics provides customised administrative automation systems for aesthetic, medical, dental, wellness, and beauty clinics.

 

Our services are designed to help clinics organise incoming enquiries, streamline repetitive communication, support booking workflows, and improve enquiry tracking while keeping clinic staff in control of communication and oversight.

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If you have any questions regarding this Privacy Notice, please contact us at: info@clearbookclinics.com

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1. WHAT INFORMATION DO WE COLLECT?

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Personal information you disclose to us.

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We collect personal information that you voluntarily provide to us when you:

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• contact us,

• complete onboarding or enquiry forms,

• communicate with us regarding our Services, or

• otherwise interact with our website or systems.​

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The personal information we may collect includes:

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• names,

• email addresses,

• business names,

• usernames or social media handles, and

• information voluntarily submitted through onboarding forms, uploads, or communications.

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Sensitive Information

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We do not intentionally solicit or collect sensitive personal information through our website.

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However, if you voluntarily submit documents, screenshots, forms, or communications containing sensitive information through onboarding, support, or troubleshooting processes, you acknowledge that such information may be processed strictly for the purposes of providing the requested support, configuration, or related services.

 

Information automatically collected.

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We may automatically collect certain technical information when you visit or interact with our Services, including:

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• IP address,

• browser and device information,

• operating system,

• approximate location information,

• analytics and usage information, and

• referring URLs.

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We may collect approximate location information based on IP address, browser settings, or regional device information for analytics, security, and service optimisation purposes.

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Like many businesses, we may also collect information through cookies and similar tracking technologies.

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CLIENT DATA AND OUR ROLE

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ClearBook Clinics primarily acts as a service provider and data processor in relation to information submitted through automation systems configured for our clients.

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Our clinic clients remain responsible for ensuring that they have appropriate legal bases, privacy notices, consent mechanisms, and internal procedures in place for any personal information collected from their own customers, patients, or leads.

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ClearBook Clinics does not independently operate as a healthcare provider, medical records platform, or clinical decision-making service.

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Information processed through client-configured systems may be routed through trusted third-party platforms and services selected or approved by the client, including communication, automation, analytics, and workflow tools.

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We may temporarily access limited onboarding, support, troubleshooting, or configuration information where reasonably necessary to provide setup, maintenance, or support services.

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2. HOW DO WE PROCESS YOUR INFORMATION?

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We process personal information for purposes including:

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• providing and configuring our Services,

• onboarding and support,

• responding to enquiries,

• improving our Services and website,

• analytics and usage monitoring,

• maintaining security and fraud prevention,

• communicating with users and clients, and

• complying with legal obligations.

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We may also send marketing or promotional communications where permitted by applicable law. You may opt out at any time.

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3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION

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Where applicable under UK GDPR, GDPR, or similar laws, we rely on lawful bases including:

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• consent,

• contractual necessity,

• legitimate interests,

• compliance with legal obligations, and

• protection of legal rights.

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Our legitimate interests may include:

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• operating and improving our Services,

• maintaining platform security,

• responding to business enquiries,

• analysing website performance, and

• communicating with prospective or existing clients.​

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4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

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We may share personal information with trusted third-party providers who assist us in operating our Services, including:

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• hosting providers,

• analytics providers,

• automation and workflow providers,

• communication providers,

• cloud storage providers, and

• onboarding or support platforms.

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We may also disclose information:

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• where required by law,

• to protect legal rights,

• in connection with a business transfer or acquisition, or

• with your consent.​

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We do not sell personal information.

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5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

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We may use cookies and similar technologies to:

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• maintain website functionality,

• analyse website traffic and usage,

• improve user experience, and

• support analytics and performance monitoring.​

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Google Analytics

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We may use Google Analytics or similar analytics services to help us understand website usage and performance.

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You can learn more about Google’s privacy practices at:
 https://policies.google.com/privacy

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6. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

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Our Services may involve the use of trusted third-party providers and platforms that process or store information in various countries, including the United States and other jurisdictions where our providers operate.

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Where applicable, we take reasonable steps to ensure appropriate safeguards are in place for international transfers in accordance with applicable privacy laws.

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7. HOW LONG DO WE KEEP YOUR INFORMATION?

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We retain personal information only for as long as reasonably necessary to:

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• fulfil the purposes described in this Privacy Notice,

• provide our Services,

• comply with legal obligations,

• resolve disputes, or

• enforce agreements.

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Where information is no longer required, we will delete, anonymise, or securely store it where appropriate.

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8. HOW DO WE KEEP YOUR INFORMATION SAFE?

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We implement reasonable technical and organisational security measures designed to protect personal information.

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However, no electronic transmission or storage system can be guaranteed to be completely secure. While we take reasonable precautions, you use our Services at your own risk.

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9. DO WE COLLECT INFORMATION FROM MINORS?

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Our Services are intended for business and professional use only.

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We do not knowingly collect information from individuals under the age of 18.

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10. WHAT ARE YOUR PRIVACY RIGHTS?

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Depending on your location and applicable laws, you may have rights including:

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• requesting access to personal information,

• requesting correction of inaccurate information,

• requesting deletion,

• objecting to certain processing activities,

• restricting processing, and

• withdrawing consent where applicable.

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You may exercise your privacy rights by contacting us at: info@clearbookclinics.com

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Marketing Communications

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You may unsubscribe from marketing communications at any time through unsubscribe links or by contacting us directly.

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11. CONTROLS FOR DO-NOT-TRACK FEATURES

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Because there is currently no uniform standard for recognising Do-Not-Track (“DNT”) browser signals, we do not currently respond to DNT signals.

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12. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

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Residents of certain US states may have additional rights regarding access, correction, deletion, and information relating to how personal information is processed.

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Categories of personal information we may collect include:

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• identifiers,

• business contact information,

• approximate geolocation data,

• internet or network activity information, and

• professional or employment-related information.​

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We do not knowingly collect sensitive personal information through our website.

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13. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?

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Users located in certain countries or regions may have additional rights under applicable privacy laws.

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Where applicable, we will comply with relevant legal obligations relating to personal information.

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14. DO WE MAKE UPDATES TO THIS NOTICE?

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We may update this Privacy Notice from time to time to reflect changes to our Services, operational practices, or legal obligations.

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The updated version will be indicated by the “Last updated” date at the top of this Privacy Notice.

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15. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

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Email: info@clearbookclinics.com

ClearBook Clinics  

United Kingdom  

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16. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

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You may request to review, update, correct, or delete personal information we hold about you by contacting: info@clearbookclinics.com

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