Clinic Portal Privacy Notice

Who this notice is for

This notice explains how the HSCAMP clinic portal handles personal information supplied by clinics, their staff and patients. Contact info@hscamp.co.uk with privacy questions or concerns.

HSCAMP Limited (company number 14721817, registered office 33 Holland Street, London W8 4LX) runs the portal. This technical revision is a draft for legal review alongside the service agreement and data processing terms.

Your clinic data and complaint records

The portal uses the patient and appointment information that a clinic permits its connected booking system to share. HSCAMP provides this processing to support the clinic. Complaint handling involves a separate purpose and access by authorised HSCAMP staff where the service requires it. The applicable controller and processor responsibilities must be read with the agreed service terms.

A clinic sign-in only opens that clinic’s portal. A HSCAMP desk session does not grant access to a clinic portal. Authorised system administrators may still have technical access for operation, support, recovery or security; this is not a claim that nobody at HSCAMP can ever access the underlying data.

What you choose to share

The registered clinic primary contact manages CRM permissions under Manager, then Booking System And Email. Current connections import information; they do not book, hold, change or cancel appointments in the CRM.

• Appointment calendar: dates, times, practitioner, treatment, booking status and patient name and email.
• Patient cards and history: additional details such as phone number and date of birth. The CRM import is not designed to collect clinical notes or photographs.
• Sales information: appointment values used for insights. The CRM import does not request payment-card or bank-account details.
• Clinic Agent: suggested messages for staff to review. Staff remain responsible for the recipient, accuracy and whether the message may lawfully be sent.

Service providers and locations

The Supabase database is hosted in London, and Vercel runs the portal application with its configured server region in London. Delivery networks, support systems and other suppliers may process information in other locations; a UK database location does not mean all processing stays in the UK.

AI tools use Anthropic to process information relevant to the request. Some prompts, reports, suggested messages and usage records are stored by the portal. Supplier retention and transfer arrangements depend on the relevant contract and product; we do not promise that all AI information is erased after a fixed 30 days.

Email delivery uses the clinic’s connected Google or Microsoft account, or HSCAMP’s configured delivery service. CRM suppliers also process information under their own arrangements. A verified supplier and international-transfer schedule should accompany the final service terms.

Connecting a clinic mailbox

Connecting Google or Microsoft is optional. The portal requests permission to send messages and identify the connected account; it does not request permission to read the mailbox. The consent screen identifies the permissions being granted.

Mailbox tokens and CRM credentials are encrypted before storage. The server holds the key material needed to use them. This does not remove the need to protect administrator accounts and server secrets.

Disconnecting removes the saved mailbox connection from the active system. The clinic can also revoke access in its Google or Microsoft account. Copies in retained backups are handled under the backup retention arrangements.

HSCAMP’s use and transfer of information received from Google APIs must adhere to the Google API Services User Data Policy, including its Limited Use requirements.

Deletion and recovery copies

Disconnecting a CRM removes that connection’s imported patients and appointments from the active portal. Reducing a permission removes the affected imported fields and unsent drafts. Complaint records have a separate purpose and are not removed by disconnecting the CRM. A message already sent cannot be recalled by changing CRM permissions.

Supabase maintains daily database recovery points. Uploaded files require a separate backup. Recovery copies can retain information that has been removed from the live portal, so immediate deletion from every backup is not promised.

The final retention schedule must state how long complaint files, membership records, AI outputs, audit records and recovery copies are kept, who removes them and any applicable legal hold. Until that schedule and the deletion routines are verified, this draft does not promise automatic deletion after seven days or six years.

Requests about personal information

Patients should contact their clinic first about patient or diary information imported from the clinic’s CRM. For information supplied directly to HSCAMP, contact info@hscamp.co.uk. We will assess requests to access, correct, erase, restrict or obtain information under the applicable data protection requirements.

You can raise a data protection concern with the Information Commissioner’s Office at ico.org.uk. The final notice should identify the lawful bases, any special-category conditions, and applicable international-transfer safeguards. Clinics must assess consent and electronic-marketing rules before sending patient marketing; using the portal does not establish permission to send.

How we protect the portal

Real clinic access requires a verified clinic identity. Sessions expire and staff access and password changes are checked at data access. Browser connections use HTTPS. Private documents are served through authorised access checks and short-lived links. Saved CRM credentials receive additional encryption.

Keep the team access list up to date, lock shared computers and avoid remembered sign-ins on shared devices. Report suspected misuse promptly to info@hscamp.co.uk.

We assess security incidents and notify affected parties and regulators where required. The ICO’s 72-hour reporting requirement applies to notifiable personal data breaches, not automatically to every technical incident. No system can promise that a security incident will never happen.

Updates

The portal will change as member clinics help improve it. We will revise this notice when the processing changes. Contact HSCAMP if you need the current recovery arrangements, supplier list or data processing terms.