The short version
- CliniPro is run by One PCN Training Ltd. We decide how your data is used, so we are the data controller.
- We collect what the app needs to keep your portfolio: your account, your professional details and the cases you log.
- CliniPro is built not to hold patient-identifiable information. Please never enter it.
- We do not sell your data, show adverts or use tracking cookies.
- Your records are kept for six years, then you choose whether we keep them longer.
- You can see, correct, export or delete your data. Email info@clinipro.uk.
Who we are
CliniPro is a brand of One PCN Training Ltd, a company registered in England and Wales (company number 14660730). Our registered office is 7 Bell Yard, London, WC2A 2JR. That is a registered address for official post, not an office you can visit.
One PCN Training Ltd is the data controller for the personal data described in this policy. In this policy, "CliniPro", "we", "us" and "our" mean One PCN Training Ltd.
This policy covers the CliniPro app for iPhone, iPad and Android, and the website at clinipro.uk. It explains what we collect, why, who helps us process it, how long we keep it and what your rights are. It applies to everyone whose data CliniPro handles: the clinicians who use the app, the supervisors who sign their work, patients who are asked for feedback, and visitors to the website.
What CliniPro is, and is not
CliniPro is a personal portfolio tool. Clinicians use it to record their own learning, competencies, reflections and supervisor feedback, and to produce reports for their reviews.
It is not part of the NHS clinical records system, it does not connect to any clinical system, and it is not a place to keep notes about patients. Clinical records belong in your practice's own system.
Patient information
Reflective records should be anonymous. CliniPro is designed so that it does not need, and does not ask for, anything that identifies a patient.
- Please do not enter patient names, NHS numbers, dates of birth, addresses, contact details or any other detail that could identify a patient, in any field, attachment or recording.
- The optional patient reference is for your own reference, such as a practice code, so you can find a case again. It is stored encrypted, it is visible only to you, and it never appears in any report or export. Do not use an NHS number or a name.
- Patient feedback is optional. If you ask a patient for feedback, CliniPro uses their email address once to send them a link, then discards it. We never store it, although our email provider keeps a delivery record for a short time, as every email service does. What comes back is a rating and an optional comment, with no name or email address attached. The link expires after 15 days and no reminders are sent.
If identifying patient information is entered by mistake, delete or edit it, or ask us to remove it.
What we collect
If you use the app
| What | Details |
|---|---|
| Account | Your first and last name, email address, phone number and password. Your password is stored by our sign-in provider as a one-way hash; we cannot read it. |
| Practice | The name, address and postcode of the practice or organisation you work in. |
| Professional details | Your clinical role, your registration number (GMC, NMC, GPhC or HCPC), whether you are on a training or supervised pathway, and the date you started in your role. |
| Profile photo | Only if you choose to add one. |
| Your portfolio | The cases you log: entry type, date, setting, capacity, speciality, clinical system, title and description, competencies, reflections, your optional patient reference and a status. Each entry gets a reference number. |
| Evidence | Photos, scans, videos and voice notes you choose to attach to a case. |
| Supervisor sign-off | The supervisor you select, their written or recorded feedback, their signature and the time it was given, and whether they later confirmed it by email. |
| Patient feedback | The anonymous rating and comment a patient returns, attached to the case. |
| Messages to us | Feedback you send from inside the app, and anything you send to support. |
| Audit trail | A record of who viewed, changed or exported which information, and when. |
| Technical data | Information our servers need to run and protect the service, such as IP address, device and app version, and error logs. |
Some of what you write in a reflection may be about your own health or wellbeing, for example in a wellbeing debrief. We treat anything like that as sensitive and use it only to keep your portfolio.
If you are a supervisor
When a clinician first selects you, they add you to the shared supervisor directory with your register, registration number, first and last name and email address. Your name, register and registration number can then be found by other CliniPro users, so they can select you for their own cases. Registration numbers are already public on each regulator's register.
Your email address is hidden. Nobody using the app can see it. We use it only to send you a copy of each sign-off for you to confirm. When you sign, we also keep your feedback, your signature and the time.
If you are a patient
We do not hold your details. If a clinician asks you for feedback, we use your email address once to send the link, then discard it. Your answer is anonymous.
If you visit the website
If you use the support form, we receive your name, email address, optional role and your message, plus anything you add for your topic. If you came from the app, the app's version and platform are included, and you can remove them before sending. Our hosting and security providers process technical data such as your IP address to deliver and protect the site, and the site's fonts are loaded from Google Fonts, which means your browser shares your IP address with Google. There is more on this in our Cookie Policy.
How we use it, and why we are allowed to
UK data protection law requires a lawful basis for each use of personal data. These are ours.
| What we do | Lawful basis |
|---|---|
| Create and run your account, keep your portfolio, sync it between devices and support you | Contract: it is the service you asked for |
| Show your name, registration details and role on the reports you create | Contract |
| Keep the shared supervisor directory and record sign-offs | Legitimate interests: a trustworthy record of who gave feedback, which supervisors and reviewers rely on |
| Email supervisors a copy of a sign-off to confirm | Legitimate interests: confirming a sign-off really came from the person named |
| Send a patient feedback link | Legitimate interests: collecting feedback the patient is free to ignore |
| Send account emails: verification, password reset and retention reminders | Contract |
| Keep the service secure: sign-in checks, bot protection, the audit trail and security logs | Legitimate interests, and our legal duty to keep personal data secure |
| Answer support messages and app feedback | Legitimate interests |
| Keep records we are required to keep, or respond to lawful requests | Legal obligation |
Where we rely on legitimate interests, we have checked that our interest is not outweighed by yours. You can object at any time (see your rights).
Where anything sensitive appears in your portfolio, such as information about your own health, we process it because you have chosen to record it in your own portfolio, and only to provide the service to you.
We do not sell personal data, use it for advertising, build marketing profiles, or make automated decisions about you that have legal or similarly significant effects. We do not send marketing emails.
Reports you create
CliniPro makes three reports: a Competency Checklist (PDF), a Portfolio Summary (PDF) and a data export (CSV). They are created on your own device, from the entries you have logged, and shared only by you, using your device's share options.
- Reports never include your patient references or your evidence files.
- Drafts are left out, and a report says how many were left out.
- Each sign-off is marked Self-recorded, Signed or Verified, so a reader can see how it was confirmed.
- We do not receive a copy of your reports. The audit trail records that an export happened, and its type and period, not its contents.
Once you share a report, the person you send it to is responsible for how they handle it. Check each report before you share it.
Where your data is stored
Your account and portfolio are stored in the European Union, which the UK recognises as giving an adequate level of protection.
Some of our providers are based in the United States, or may need to access data from outside the UK and EU to support or protect the service. Where that happens, the transfer is covered by safeguards that UK law approves, such as the UK International Data Transfer Addendum, or the UK Extension to the EU-US Data Privacy Framework for providers certified under it.
How long we keep it
| Data | How long |
|---|---|
| Your portfolio: cases, evidence, sign-offs and patient feedback | Six years. Before that, we remind you in the app and by email three months, one month, 15 days, 7 days and 2 days before. You choose whether we keep your records longer. If we hear nothing, we send a final email, after which your records may be deleted. |
| Your account | While your account is open. If you delete it, we remove your data from our live systems within 30 days, and from backups within a further 30 days. |
| Supervisor directory entries | While any record refers to the supervisor. We correct or remove an entry on request, once we have checked it. |
| Patient email addresses | Not kept. Used once to send the feedback link, then discarded. |
| Support messages and app feedback | Up to 24 months after the conversation ends. |
| Audit trail | For as long as the records it relates to. |
| Security and server logs | A short period, usually days, unless needed to investigate a security problem. |
How we keep it secure
- All data travels over encrypted connections, and our providers encrypt stored data.
- Your patient reference is encrypted again by CliniPro, on top of that.
- Every request to our server must carry a valid, signed sign-in token, and you can only reach your own data.
- Links to evidence files are private and expire after a short time.
- A supervisor's signed feedback is locked: it cannot be changed while the signature stands.
- An audit trail records who viewed, changed or exported information.
- Sign-up and our forms are protected against bots.
- Access to our systems is limited to the people who need it, and protected with two-factor authentication.
No system is perfectly secure. If a breach puts your data at risk, we will tell the Information Commissioner's Office within 72 hours where the law requires it, and tell you without undue delay if there is a high risk to you.
Keep your device locked and your password private. Anyone who can unlock your phone and open CliniPro can see your portfolio.
Your rights
Under UK data protection law you have the right to:
- Access the personal data we hold about you, and get a copy.
- Correct data that is wrong or incomplete. Most of it you can edit yourself in the app.
- Delete your data, where there is no good reason for us to keep it.
- Restrict how we use your data while a concern is looked into.
- Object to uses based on our legitimate interests.
- Data portability: receive your data in a common, machine-readable format. The CSV export gives you your entries at any time.
To make a request, use the support form and choose Privacy and your data, or email info@clinipro.uk. We reply within one month. We may first ask you to confirm who you are, so we never give your data to someone else.
Supervisors can ask us to correct their directory entry or remove their email address. Removing it means future sign-offs cannot be confirmed by email.
Complaints
If you are unhappy with how we have handled your data, please tell us first at info@clinipro.uk, so we can try to put it right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Age
CliniPro is for healthcare professionals and is not intended for anyone under 18. We do not knowingly collect data from children.
Changes to this policy
We will update this policy when the app or the law changes. The date at the top shows the latest version. If a change matters to how your data is used, we will tell you in the app or by email before it takes effect.
Contact us
For any question about your data or this policy, email info@clinipro.uk or use the support form.
We have not appointed a Data Protection Officer. The person responsible for data protection at One PCN Training Ltd reads every privacy message.
Sources and references
- Data Protection Act 2018, legislation.gov.uk
- UK GDPR guidance and resources, Information Commissioner's Office
- Make a complaint, Information Commissioner's Office
- Turnstile Privacy Addendum, Cloudflare
- Privacy Policy, Cloudflare
- Privacy Policy, Supabase
- Privacy Policy, Brevo
- Privacy Policy, Hostinger