Last updated: March 22, 2026
This Privacy Policy explains how Desk Clinic ("Desk Clinic", "we", "us", or "our") collects, uses, discloses, and protects information when you visit our website, create an account, or use our clinic management platform and related services.
Desk Clinic provides software for scheduling, patient management, billing, and related clinic operations. This Privacy Policy applies to information processed through our marketing site, product, and support channels.
Information We Collect
Information you provide directly
We may collect information you provide when you:
- create or administer an account
- create an organization or invite team members
- contact us through forms, email, or support requests
- subscribe to updates or marketing communications
- purchase a subscription or other paid services
- upload files, notes, patient records, or other content into the platform
Depending on how you use Desk Clinic, this information may include:
- name, email address, and account credentials
- organization and clinic profile details
- billing and transaction details
- support request contents and attachments
- patient or operational data entered by you or your organization
Information we collect automatically
When you use Desk Clinic, we automatically collect limited technical information such as:
- IP address and approximate location derived from it
- browser, device, and operating system information
- pages viewed, referring pages, and basic usage events
- timestamps, error logs, and diagnostic data
- cookie, local storage, and similar preference information
Information from third parties
We may receive information from third-party providers that help us operate the service, such as:
- authentication providers when you sign in with a third-party account
- payment processors for subscription and billing events
- email delivery providers that send transactional or product email on our behalf
- SMS providers (for example, Twilio) when your organization sends or schedules SMS through the platform
- fraud-prevention and security services (for example, Cloudflare Turnstile) when you complete certain forms or sign-in flows
- AI model providers (for example, OpenAI) when you use optional AI-assisted product features—we send prompts and necessary context to generate responses
- infrastructure, analytics, performance monitoring, messaging, or storage providers supporting the platform
How We Use Information
We use personal information to:
- provide, maintain, secure, and improve Desk Clinic
- create and manage accounts, organizations, and subscriptions
- authenticate users and prevent unauthorized access
- process payments and billing-related transactions
- send service messages, security notices, and product updates (including via email and, where you use those features, SMS)
- respond to support requests and other communications
- monitor usage, troubleshoot issues, and improve performance (including through analytics and performance tools such as Vercel Analytics and Vercel Speed Insights)
- operate optional AI-assisted features, including sending inputs to AI providers and storing chat history associated with your organization
- detect fraud, abuse, or other unlawful activity
- comply with legal obligations and enforce our terms
How We Share Information
We may share information in the following circumstances:
- Service providers: with vendors that help us provide hosting, analytics, authentication, payments, messaging, support, and storage services
- Within your organization: with authorized users in your Desk Clinic organization based on your settings and permissions
- Legal and safety reasons: when required by law, legal process, or to protect the rights, safety, and security of Desk Clinic, our users, or others
- Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets
- With your direction or consent: when you ask us to share information or connect third-party services
We do not sell personal information for money.
Customer Data and Healthcare Information
If you use Desk Clinic on behalf of a clinic, practice, or other organization, your organization controls the data submitted to the platform, including patient and operational records. In that context, Desk Clinic generally acts as a service provider or processor on behalf of the customer, and the customer is responsible for ensuring it has the rights and legal basis needed to collect and use that information.
You are responsible for configuring access appropriately and for using Desk Clinic in a manner consistent with applicable privacy, medical, and records-retention requirements.
Cookies, Local Storage, and Similar Technologies
We use cookies and similar technologies to:
- keep users signed in and maintain session state
- remember language and interface preferences
- remember sidebar and interface settings
- store cookie consent preferences
- understand traffic, performance, and product usage trends (including through Vercel Analytics, Vercel Speed Insights, and similar tools described in our Cookie Policy)
- support security and anti-abuse features such as Cloudflare Turnstile on certain pages
For more detail, see our Cookie Policy.
Data Retention
We retain information for as long as reasonably necessary to provide the service, maintain security and business records, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary depending on the type of data, the customer relationship, and applicable legal requirements.
Security
We use administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
International Processing
We and our service providers may process and store information in countries other than your own. Where required, we take steps intended to provide appropriate safeguards for cross-border transfers.
Your Choices and Rights
Depending on where you live, you may have rights to:
- access personal information we hold about you
- request correction or deletion
- object to or restrict certain processing
- withdraw consent where processing is based on consent
- request a copy of your information in a portable format
We may need to verify your identity before completing certain requests. Some rights may be limited by law.
Children
Desk Clinic is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through our marketing website or product accounts.
Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version on this page and update the "Last updated" date above.
Contact
If you have questions about this Privacy Policy or want to make a privacy request, contact us at contact@deskclinic.com.