Privacy Policy
This policy explains what information our clinic management and home exercise platform handles, why, and the choices clinics and patients have. For a short, plain-language version written for patients, see Patient Privacy.
1. Who this policy covers
It covers three groups: clinics and their staff who hold a workspace, patients who receive exercise plans from their clinic, and visitors to this website.
For patient records, the clinic is responsible for the data and decides how it is used. We process that data on the clinic's behalf and only on its instructions.
2. Information we handle
- Workspace details: names, work email addresses, roles, clinic name, location and billing details.
- Patient records entered by the clinic: contact details, appointments, assessments, exercise plans, session notes, invoices and packages.
- Home exercise data: sessions completed, rep counts, estimated joint angles, pain scores and messages to the physiotherapist.
- Shared clips: short exercise videos, only when a patient chooses to share one with their physiotherapist.
- Website enquiries: details you submit through our contact and signup forms.
- Technical data: device type, app version and error logs used to keep the service reliable.
3. How the camera is used
The Rep Guide uses the phone camera to count repetitions and estimate joint angles. Movement is analysed on the device where possible. Camera video is not stored or uploaded unless the patient chooses to share a clip. The patient can turn the camera guide off at any time and still log exercises manually.
4. Why we use information
- To run bookings, reminders, billing and exercise plans for the clinic.
- To show physiotherapists progress, adherence and pain between visits.
- To surface suggestions for the physiotherapist to review. Suggestions never change a plan by themselves and are not a diagnosis.
- To provide support, keep the service secure and fix problems.
- To reply to enquiries and set up new workspaces.
We do not sell personal data, and we do not use patient data for advertising.
5. Sharing
We share information only with service providers that help us run the platform, such as hosting and email delivery, under agreements that protect it. We may also disclose information where the law requires it. Patient data is never shared with anyone the clinic has not authorised.
6. Security
Data is encrypted in transit and at rest. Access inside a workspace is controlled by role, so patients see only their own plan and staff see what their role allows. Our own access to clinic data is limited to what is needed for support, with the clinic's permission.
7. Retention and deletion
Clinics decide how long patient records are kept, in line with their professional and legal duties. When a clinic deletes a record, or closes its workspace, the data is removed from our active systems and from backups within a set backup cycle. Patients can ask their clinic to delete their data.
8. Your choices
- Patients can access, correct or request deletion of their data through their clinic.
- Workspace users can update their details in account settings or ask us to close their account.
- Anyone can stop non-essential emails using the link in each message.
9. Children
Patients under the age of majority use the app only through a clinic, with a parent or guardian's consent recorded by that clinic.
10. Changes and contact
If we make a meaningful change to this policy, we will tell workspace owners by email before it takes effect. Questions about privacy can be sent through our contact page.