Privacy Policy
This policy explains what The ClinicApp, the clinic loyalty app (“the app”), collects about you, why, who can see it, and how to have it deleted. It covers the app on iPhones and on Android phones. We have written it to be read, not skimmed: there is no advertising in the app, we do not sell or rent your data, and we have not added any tracking or analytics tools. The one technical report we know of comes from Google’s QR code scanner on Android phones, and section 4 says exactly what it sends.
1. Who is responsible
The app is operated by creatodot s.r.o., Žižkova 22A, 811 02 Bratislava, Slovakia, company ID (IČO) 56 315 775, registered in the Business Register of the City Court Bratislava III, section Sro, insert no. 179441/B (“we”, “us”). Contact: creatodot@gmail.com.
When you join a clinic in the app, that clinic decides how your loyalty account is used: which rewards and offers exist, and when you receive points. For that information the clinic is the data controller and we process it on the clinic’s behalf, under a written agreement with the clinic. For running the app itself (your sign-in, keeping the service secure and working), we are the controller. Either of us can help you with a request; you can always start with us.
2. What we collect, and why
| Information | Why |
|---|---|
| Your name and email address | To create your account, sign you in with a one-time code, and let your clinic recognise you. |
| Your date of birth | So your clinic can send you a birthday gift. It is visible to your clinic’s staff. |
| Profile photo (optional) | Shown to you in the app and to your clinic’s staff when they look up your card. Stored privately; it is not publicly accessible. |
| Your loyalty card code | A code unique to you, shown as a QR code, that your clinic’s reception scans to find your account. |
| Points history | Every time points are added or used: when, how many, why (for a visit, usually the name of the treatment), and which member of staff recorded it. |
| Rewards and gifts you claim | What you claimed, its collection code, and when it was collected at the clinic. |
| Offers you are shown | Whether an offer was sent to you, opened, revealed and claimed, so your clinic can see whether its offers are useful. Counted per person, not per tap. |
| Ways to earn points | If you claim points for following your clinic on Instagram or leaving a Google review: that you claimed them, when, and whether your clinic confirmed it. The app does not ask for your Instagram or Google account. |
| Who invited you | If you joined through a friend’s invitation, so the friend can receive their referral points. |
| What you look at in the app (Personalised suggestions) | Which of your clinic’s treatments and rewards you open, for how long, and whether you went on to book one. From this the app shows what you viewed recently, suggests what may suit you, and can choose your birthday gift. Your clinic’s staff see your top three interests. You can switch this off at any time (Settings → Your data); that stops it and deletes what was noted. |
| Notification settings, app language and device token | To send you notifications you have allowed (new offers, birthday gifts, messages from your clinic) in your language, and to respect what you switched off. The device token is the address Apple (on an iPhone) or Google (on an Android phone) gives your phone so that a notification can reach it. |
The legal bases are: performing our agreement with you to provide the app (Art. 6(1)(b) GDPR), the clinic’s and our legitimate interest in running a secure loyalty programme, in a QR code scanner that works reliably, and in suggesting offers that suit you (Art. 6(1)(f)); you can object to the suggestions at any time by switching them off (Art. 21), and your consent for notifications, which you can withdraw at any time in the app or in your phone’s settings (Art. 6(1)(a)).
3. What we do not collect
- No location, contacts, browsing or advertising identifiers.
- No payment details. The app takes no payments.
- No medical records. The app knows which rewards and offers you claimed and, unless you switch it off, which treatments you looked at in the app. Your points history can name the treatment a visit was for, when your clinic records it. It holds no diagnoses, results or medical notes.
- The camera is used only to scan your clinic’s QR code. Nothing it sees is stored or sent anywhere. On Android phones the code is read on the phone itself by Google’s scanner, which sends Google some technical figures about the scan but never the picture (see section 4).
4. Who can see your information
- Your clinic’s staff, according to the permissions the clinic gives each member of staff.
- No other clinic. Every clinic’s data is kept separate; the system is built so that one clinic cannot read another clinic’s patients.
- Us, only where needed to run and support the service. If we access a clinic’s account to help it, that access is recorded in a permanent log that nobody, including us, can edit or delete.
- Service providers that host and deliver the app for us, bound by data-processing agreements: Supabase (database and sign-in, hosted in the EU, in Ireland), Vercel (web hosting), Apple (delivering notifications to iPhones), Google (delivering notifications to Android phones, through Firebase Cloud Messaging), and Resend (sending your sign-in codes, from servers in the EU, in Ireland). Each of them, and your clinic, is bound by a written agreement to protect your data at least as well as this policy does, and to use it only for the purpose it was given for. The one exception is the technical figures from Google’s QR code scanner, described below, which Google uses for its own stated purposes.
Notifications. A notification’s text, which can include your first name and your clinic’s name, passes through Apple (on an iPhone) or Google (on an Android phone) on its way to your phone. On Android phones, Google’s Firebase software in the app also creates an identifier for this installation of the app, which Google says does not identify you or your phone, and sends Google the app’s version and basic facts about the phone, such as its make, model and Android version. This is needed for notifications to reach the phone. Phones without Google’s services cannot receive notifications from the app, but they still show your clinic’s offers inside the app.
QR code scanning on Android phones. On Android phones, the app reads your clinic’s QR code with Google’s ML Kit barcode scanner. It is built into the app and works on the phone itself: the camera picture never leaves your phone, and Google receives neither the picture nor the code that was read. The app uses the code only to find your clinic. When the scanner is used, ML Kit sends Google technical information: the phone’s make, model and Android version, the app’s name and version, an identifier for this installation of the app that Google says is not meant to identify you or your phone, and figures about the scan, such as how long it took, the image format and size, and any error codes. Google says it uses this to measure, maintain and improve the scanner and to detect misuse, that it is encrypted on the way, and that it does not pass it on to anyone else. If you would rather not use the camera, you can search for your clinic by name instead. iPhones scan with Apple’s own camera software inside the phone, which sends nothing.
Some providers are US companies. Where data could be transferred outside the EU, it is protected by the EU’s Standard Contractual Clauses or the EU-US Data Privacy Framework.
5. What stays on your phone
So the app works without a connection, it keeps a copy of your card, points, claimed rewards and your clinic’s information on your phone. It belongs to your account only, is never sent anywhere, is left out of the phone’s backups to iCloud or Google, and is erased when you sign out.
6. How long we keep it
- While your account exists, we keep your information so your points and history are there for you.
- Deleting your account (You → Settings → Delete Account) permanently erases your account, profile, photo, points history, claims, what you looked at and notification settings immediately. You can also ask us to delete it without the app, by email; see Deleting your account. We do it within one month at the latest and tell you when it is done.
- A few things are not erased with your account. A friend who invited you keeps the points they received for it, shown in their history only as “Invited a friend”, without your name. Records of recent sign-up attempts (the email address and internet address used) are kept only to stop abuse and are cleared out automatically. If you asked us by email, we keep that email exchange for three years, as proof that we did what you asked.
- If your clinic stops using the app, nobody can sign in to its programme any more, including you. Its information is kept but not used, and is deleted when you or the clinic ask us at creatodot@gmail.com.
- If you start signing up but never confirm your email, the unfinished account is deleted automatically within about 30 minutes.
- Backups made by our hosting provider are overwritten within a limited period, after which deleted data no longer exists anywhere.
7. Your rights
You can ask for a copy of your data, have it corrected, deleted or restricted, object to how it is used, or receive it in a portable format. You can delete your account yourself at any time in the app, or ask us to do it without the app (see Deleting your account). For anything else, write to creatodot@gmail.com. We answer within one month. You also have the right to complain to a data-protection authority; in Slovakia that is the Úrad na ochranu osobných údajov SR (dataprotection.gov.sk).
8. Children
The app is not intended for children under 16. Clinics should not register patients under 16 without a parent’s consent.
9. Security
Information is encrypted in transit, sign-in uses one-time codes instead of passwords, and access to every record is checked by the database itself against who is asking, so the app cannot show anyone data they are not entitled to, even by mistake.
10. Changes
If we change this policy in a way that matters, we will tell you in the app before it takes effect. The date at the top shows the latest version.