Privacy Policy

Information We Collect

What we collect depends on which part of DrGSuite you use:

• Account details — name, email address, phone number, and login credentials
• Clinic information — clinic or business name, branch locations, and staff roles, for Clinic Portal users
• Booking and calendar data — appointments, availability, and scheduling preferences
• Payment and invoice records processed through the Payments module
• Client records and treatment history entered by clinic staff
• Consent records and communication preferences managed through the Marketing module
• Academy activity — course enrolments, progress, and certificates, for staff using team training
• Any other information you voluntarily submit through forms, messages, or support requests

Automatically Collected Information

We automatically collect certain technical and usage information, including:

• IP address
• Browser type and version
• Device and operating system information
• Pages visited and features used within the Clinic Portal or Client Portal
• Session and usage data
• Referral URLs and website interactions

We use this information to improve platform performance, troubleshoot issues, analyze usage trends, and enhance the experience across both portals.

Cookies and Tracking Technologies

We use cookies and similar technologies to operate our platform and improve functionality. These may include:

• Essential cookies for authentication, security, and keeping the Clinic Portal and Client Portal working correctly
• Analytics cookies that help us understand how the website and portals are used

You may disable cookies through your browser settings; however, some platform features, including staying signed in to either portal, may not function properly if cookies are disabled. By continuing to use our services, you consent to our use of cookies and similar technologies as described in this Privacy Policy.

How We Use the Information

We use the information we collect to:

• Provide, operate, and maintain the Clinic Portal, Client Portal, and website
• Create and manage clinic workspaces, staff accounts, and client accounts
• Process and confirm bookings across the Calendar and Booking modules
• Send appointment reminders and other service-related communications
• Process payments and maintain accurate invoicing records
• Run consent-tracked marketing communications where you have opted in
• Deliver Academy training content and track course completion for staff
• Generate reports and analytics for clinic owners and administrators
• Respond to support requests
• Detect, prevent, and investigate fraud, abuse, or security incidents
• Comply with legal obligations

Information Sharing and Disclosure

Service Providers

We may share information with trusted third-party service providers that assist us in operating our platform, including hosting, analytics, customer support, and email/communication providers. These providers are required to protect your information and use it only for authorized purposes.

Clinics and Practitioners

If you use the Client Portal to book or manage an appointment, we share the information necessary to fulfil that booking with the relevant clinic through their Clinic Portal, such as your name, contact details, and appointment details. A clinic's staff can only access client information for clients booked in at that clinic.

Legal Requirements

We may disclose information when required by law or when we reasonably believe disclosure is necessary to comply with legal obligations, protect our rights or safety, or prevent fraud or security threats.

Business Transfers

If DrGSuite is involved in a merger, acquisition, or other corporate transaction, user information may be transferred as part of that transaction. Any successor will be expected to honor this Privacy Policy.

Data Retention, Security, and Storage

We retain personal information only as long as necessary to provide our services, comply with legal obligations, resolve disputes, maintain security, and enforce our agreements. When information is no longer required, we securely delete or anonymize it.

We implement reasonable safeguards, including encryption in transit (TLS), access controls scoped by role (owner, administrator, receptionist, practitioner, or client), secure infrastructure, and security monitoring. No method of transmission or storage is completely secure.

Your Privacy Rights

Depending on your location, you may have rights to access, correct, or request deletion of your personal information, and to opt out of certain data-sharing activities. To exercise your rights, contact us at info@drgsuite.com.

We do not knowingly collect personal information from children under the age of 13.

Your Choices and Account Control

Within the Clinic Portal or Client Portal, you may update account information, manage communication preferences, and opt out of marketing communications sent through the Marketing module. Service-related communications, such as appointment confirmations and reminders, may still be sent when necessary to run your clinic or your care.

Account Cancellation and Data Deletion

You may request to cancel or delete your DrGSuite account, clinic workspace, or client account by contacting us at info@drgsuite.com or via account settings where available. Upon a valid request we will deactivate or delete the account and associated personal information, subject to legal, security, and operational requirements. Certain records, such as payment history, may be retained for a limited period where required by law or for legitimate business purposes.

Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised "Last Updated" date. Continued use of the Clinic Portal, Client Portal, or website after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, contact us at: info@drgsuite.com