Privacy notice

This notice explains how personal data is handled when a private consultant's practice uses Praxtic, and when patients pay an invoice online.

Who is responsible

Each consultant's practice is the controller of its patients' data. Praxtic, operated by [company name, registered number and address], is the processor and acts only on the practice's instructions under a data processing agreement.

Data protection contact: [DPO name and email]. Clinical safety officer: [CSO name]. ICO registration: [number].

What we process

• Patient details: name, date of birth, contact details, address, NHS number (optional), GP practice, hospital numbers and insurance policy details.
• Health information needed for the practice's care and billing: appointments, clinic letters, operation notes, procedure codes and clinical alerts.
• Billing records: quotes, invoices, credit notes, payments and refunds. Card details go only to Stripe and never pass through Praxtic.
• Staff accounts: name, email, role, sign-in and two-step verification records.
• An audit trail of changes to clinical and financial records, and technical error records that never include patient details.

Why, and the legal basis

The practice processes patient data to provide and bill for private healthcare. The lawful basis is [e.g. Article 6(1)(b) contract / 6(1)(f) legitimate interests], and for health data Article 9(2)(h), the provision of health care, with Schedule 1 Part 1 paragraph 2 of the Data Protection Act 2018.

AI drafting

Consultants can ask for a draft letter or operation note. Before anything is sent to the AI service, names, dates of birth, NHS numbers, addresses, phone numbers and email addresses are removed. Every AI draft must be checked and approved by the consultant. Nothing is sent, filed or billed automatically.

Error monitoring

When something goes wrong, a technical error record (where it happened, the type of error and the user's role) is kept for 90 days and sent to our error monitoring service in the EU. Patient details are removed before anything leaves the app.

Who we share data with

We use a small number of sub-processors to run the service. They are listed on the sub-processors page. Patient data is stored in the UK.

How long we keep it

Records are kept for as long as the practice instructs, in line with [retention schedule, e.g. Records Management Code of Practice]. Technical error records are deleted after 90 days. Practice export files are deleted after 24 hours.

Cookies and similar storage

Praxtic uses strictly necessary storage only: it keeps staff signed in and remembers settings such as the selected practice and light or dark mode. There are no analytics, advertising or tracking cookies, so we don't ask for cookie consent. The payment page stores nothing on your device. Stripe's own checkout page sets its own cookies for fraud prevention.

Security

Data is encrypted in transit and at rest. Staff must use two-step verification, sign-in attempts are limited, and staff are signed out after 15 minutes without activity. Each practice can see only its own records. Files are shared only through links that expire within 10 minutes.

Your rights

Patients can ask their consultant's practice to see, correct or delete their data, or to object to or restrict its use. Contact the practice directly. You can also complain to the Information Commissioner's Office (ico.org.uk).