Clinic Pulse (“we,” “us,” or “our”) provides cloud-based clinic operations software. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to our website and our application (together, the “Service”).
The short version
We collect the account information you give us and the operational data your team enters (things like visit counts, staff schedules, and supply costs). We use it to run the Service, we don't sell it, and we never ask for or want patient medical records.
No patient health information
Clinic Pulse is an operations tool, not a medical records system. We do not intend to collect, and you agree not to enter, protected health information (PHI) as defined under HIPAA. This includes patient names tied to conditions, medical charts, diagnoses, or treatment information. Aggregate operational metrics (such as daily visit counts or no-show totals) are not patient records.
Information we collect
- Account information: name, email address, role, and organization details you provide when you or your administrator create an account.
- Operational data: the business data your team enters into the Service: clinic metrics, staff schedules, team member work details, vendor and supply information, outreach records, goals, and reports.
- Usage data: log data such as pages visited, features used, browser type, IP address, and timestamps, used for security and to improve the Service.
- Support requests: when you contact us through the in-app Help button, we receive the message you write, your name, email, role, organization and location, the page you were on, and basic details about your device: browser and version, operating system, screen and window size, language, and time zone. We collect those device details because a bug report that says which browser and screen size it happened on is one we can usually reproduce, and one without them often isn't. Nothing is read from your device beyond what any website you visit can already see, and we ask for no additional permissions. Any screenshot you choose to attach is also included; see “Screenshots you attach” below.
- Website visit statistics: on our public pages only (such as the home page, pricing, FAQ, and these policy pages), and only when you are not signed in, we use Cloudflare Web Analytics to count visits. It does not use cookies, does not track you across websites, and does not identify individual visitors; we see totals such as page views, which page people arrived on, the site or campaign link that referred them, and general country and device type. It is not used anywhere inside the signed-in application or in our mobile app.
- Payment information: processed by Stripe, our payment provider. We never see or store your full card number.
- Waitlist information: if you join our waitlist, we collect your email and any optional details you share (such as clinic name).
Screenshots you attach
You can attach screenshots to a support request. Please look at what is on screen before you do: a screenshot of the page you are stuck on may contain staff names, schedules, or other information about your organization, and it becomes part of the support ticket.
Screenshots are stored privately, not on a public web address. Viewing one requires a signed-in account with permission to see that ticket, through a link that expires. When we open a ticket with our support tracker (Atlassian Jira Service Management), the image is uploaded into that ticket, where access is controlled by the tracker's own permissions. We do not embed screenshots in notification emails.
Support tickets created before September 21, 2026 used an older method in which attachments were stored at a public, unguessable web address that does not expire. If you attached a screenshot before that date and have concerns about it, contact us and we will tell you what we hold and what we are able to remove.
Slack integration
If your organization connects Clinic Pulse to its Slack workspace, the Clinic Pulse Slack app sends direct messages to people who choose to link their account, such as a morning rundown, shift request approvals, and a reminder to log the day's numbers. This section explains what that involves.
- What we receive from Slack: your workspace's name and ID, an access token for the app, and, for each person who links their account, their Slack user ID, display name, and the email address on their Slack profile. We use the email only to match the Slack account to the same person's Clinic Pulse account. Slack's profile lookup also returns other profile fields (such as time zone or job title); we do not use or store those. We also receive the direct messages you send to the Clinic Pulse app and the buttons you press on its messages.
- What we do not access: the app does not join or read channels, other people's direct messages, or files, and it does not post in channels.
- What we send to Slack: information from your organization's Clinic Pulse workspace that you would see in the app, such as clinic names, staff names and shift times, checklist names, shift requests, and daily totals like visit counts. Once delivered, those messages are stored by Slack under your organization's agreement with Slack.
- What we keep: we do not store the text of the messages you send to the app. When you reply with numbers, we save those numbers to your Daily Log, the same as entering them in Clinic Pulse. We keep your Slack user ID, display name, and message preferences so we know who to message and when, for as long as your Clinic Pulse account is active, and delete them within 30 days of a deletion request or account closure.
- Turning it off: anyone can turn off their own messages under Account. An organization admin can disconnect Slack under Admin, then Slack, which deletes the access token. If the app is removed from the workspace in Slack, we stop sending messages and delete the access token. To have your linked Slack details deleted, email us at the address below.
Slack is a product of Slack Technologies, LLC. Its handling of information is covered by Slack's own privacy policy and your organization's agreement with Slack.
How we use AI
Some features of Clinic Pulse use artificial intelligence to generate forecasts, staffing recommendations, follow-up suggestions, and report summaries. When you use these features, relevant operational data (for example, historical visit counts or outreach records) is processed by third-party AI model providers through our platform infrastructure. This data is used to generate results for you; we do not permit it to be used to train third-party models. AI-generated outputs are informational suggestions, not professional advice, so always apply your own judgment.
How we use your information
- To provide, maintain, and improve the Service;
- To send service communications such as alerts, reports, and reminders you or your administrator configure;
- To process subscription payments;
- To respond to support requests;
- To protect the security and integrity of the Service; and
- To comply with legal obligations.
We do not sell your personal information, and we do not share it with third parties for their advertising.
Who we share information with
We share information only with service providers that help us operate the Service: our application hosting platform (Base44), our payment processor (Stripe), email delivery providers, authentication providers (such as Google sign-in), our support ticketing provider (Atlassian, for Jira Service Management), Cloudflare (for anonymous visit counts on our public pages, and to check that messages sent through our contact form come from a person rather than a bot), Slack (only if your organization connects it, as described above), and AI model providers as described above. Each provider processes data only to perform services for us. We may also disclose information if required by law, or in connection with a merger or acquisition (in which case this policy continues to apply until updated).
When you submit a support request, the contents of that request (including your name, email, organization, location, the device details listed above, and any screenshot you attach) are sent to Atlassian so we can track and respond to it.
Your organization's role
If you use Clinic Pulse through an employer or organization, that organization controls its workspace, including who has access and how long data is retained. Requests about data your organization controls should go to your administrator; we will support them in fulfilling it.
Data retention and deletion
We keep your data while your account is active. You may request deletion of your account and associated data at any time by emailing us; we will delete it within 30 days except where we must retain records for legal or billing purposes.
Security
We use industry-standard measures to protect your data, including encryption in transit, role-based access controls within the Service, and audit logging. No system is perfectly secure, so please use a strong password and keep your login credentials private.
When you choose or change a password, we check it against Have I Been Pwned's list of passwords exposed in past data breaches. Your password is never sent: your device sends only the first five characters of a one-way scrambled code (a hash) and compares the matches itself, so the service never learns your password.
California privacy rights
If you are a California resident, you have the right to know what personal information we collect, to request access to or deletion of it, and to not be discriminated against for exercising those rights. We do not sell or “share” personal information as defined by the CCPA/CPRA. To exercise your rights, email us at the address below.
Users outside the United States
If you are in the European Economic Area or the United Kingdom, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict how we use it. Email us at the address below and we will respond within 30 days. Your organization's administrator may need to approve requests about data your organization controls.
Children
The Service is for business use and is not directed to anyone under 16. We do not knowingly collect personal information from children.
Changes to this policy
We may update this policy as the Service evolves. We will post the updated version here and update the date above; for material changes we will notify account holders by email.
Contact us
Questions or requests: privacy@clinicpulseapp.com