Privacy Policy

1. Overview

ClinFolio (“we”, “us”, “our”) operates the clinical portfolio platform at www.myclinfolio.com. This Privacy Policy explains how we collect, use, and protect information when you use our service.

2. What We Collect

We collect the following information:

• Account information: Name, email address, phone number, and password (hashed).
• Profile information: Specialty, training level, license number, country, and bio.
• Clinical activity logs: Procedure type, category, specialty tag, date, diagnosis text, and de-identified notes. No patient identifiers are collected or stored.
• Media uploads: De-identified images and videos attached to log entries.
• Usage data: Log-in timestamps, pages visited, and feature usage for analytics.

3. What We Never Collect

ClinFolio is not an Electronic Medical Record (EMR). We never collect, store, or process: patient names, hospital numbers, dates of birth, NHS numbers, Social Security numbers, or any other patient-identifiable information. Every log entry requires a mandatory de-identification attestation.

4. How We Use Your Data

• To provide and maintain the ClinFolio platform.
• To generate portfolio reports and summaries.
• To facilitate supervisor sign-off workflows.
• To send transactional emails (OTP codes, password resets).
• To improve the platform based on usage patterns.

5. Data Security

We use industry-standard measures to protect your data, including TLS 1.2+ encryption for data in transit, hashed passwords (bcrypt), role-based access control (RBAC), and an immutable audit trail for all data changes.

6. Data Retention & Deletion

Your data is retained for as long as your account is active. You may export your data at any time. You may request account deletion from your Account Settings, which permanently removes all your data from our systems.

7. Third Parties

We may use third-party services for payment processing (Stripe), email delivery (Resend / SMTP), and hosting infrastructure. These providers process data only as necessary to provide their services and are bound by their own privacy policies.

8. Contact

For privacy-related questions, contact us at support@myclinfolio.com.