Privacy policy.

ClearIntake (“we”, “us”) provides multilingual intake software for walk-in clinics. This policy describes the information we collect from patients and clinicians, why we collect it, and how we protect it.

From patients completing intake:

• Name, date of birth, contact details, and preferred language.
• Reason for visit, symptoms, duration, medications, and allergies.
• Any free-text notes or attachments you choose to provide.

From clinicians using the dashboard:

• Account email, role, and authentication factors (including MFA secrets).
• Audit metadata: which records were viewed or updated and when.

• To present your intake to the clinician treating you.
• To translate intake content between patient and clinician languages.
• To generate an AI-assisted clinical summary for clinician review only.
• To secure the service, prevent abuse, and meet our legal obligations.

Where GDPR applies, we process personal data on the basis of providing healthcare-related services with your consent at intake, on the basis of our legitimate interest in operating a secure clinical tool, and to comply with applicable legal obligations.

Patient information is shared only with the clinic you presented to, and with infrastructure providers strictly necessary to run the service (hosting, database, AI translation and summarization). We do not sell personal information and we do not use it for advertising.

Intake records are retained only as long as needed for clinical care, then deleted on a routine schedule defined with your clinic. Audit logs are retained for at least six years to meet healthcare record requirements.

You may request access to, correction of, or deletion of your information by contacting the clinic that took your intake or by emailing privacy@clearintake.example.

We use encryption in transit and at rest, role-based access control, multi-factor authentication for clinicians, and a least-privilege backend. No system is perfectly secure; we will notify affected users and authorities of any breach in line with applicable law.

privacy@clearintake.example