Privacy Policy

1. Who We Are

ClearProof is an SMS reputation management service for UK aesthetic clinics and cosmetic dental practices. Contact: hello@clearproofhq.co.uk

2. What Data We Collect

From clinic owners: Name, clinic name, email, phone number, Google Business Profile URL, billing information.

From clinic patients (on behalf of clients): First name and mobile number, provided by clinic reception. Response scores (1–5) stored temporarily.

3. How We Use Your Data

• To deliver the Firebreak SMS service
• To send satisfaction pulse messages to patients on behalf of clinics
• To generate monthly reputation reports
• To contact clinic owners about their account

4. Legal Basis for Processing

For clinic owners: Contract. For patient data: Legitimate interests — clinics have a legitimate interest in gathering patient feedback. Patient data is processed minimally and deleted within 90 days.

5. Data Sharing

Third-party processors: Twilio (SMS delivery), Make.com (automation), Google Sheets (storage), Stripe (billing). We do not sell data to third parties.

6. Data Retention

Patient SMS data: deleted after 90 days. Clinic account data: retained for contract duration plus 12 months. Billing records: 7 years (HMRC).

7. Your Rights

Under UK GDPR: right to access, rectification, erasure, objection, and data portability. Email hello@clearproofhq.co.uk. We respond within 30 days.

8. Cookies

Essential cookies only. No tracking or advertising cookies.

9. Complaints

You can complain to the ICO: ico.org.uk