Privacy notice

How ClinicWise uses the details of people who visit clinicwise.co, ask us for a preview or email us.

Last updated 7 October 2026.

Who we are

ClinicWise makes websites for UK medispas and aesthetic clinics. We are responsible for the details this notice describes. Questions about your details: privacy@clinicwise.co.

Who this notice is for

• People who visit clinicwise.co.
• People who ask us for a preview of a new website for their clinic.
• Anyone who emails us.
• Clinics whose public website we read to build a preview, and the people named on those websites.

It does not cover the ClinicWise console that clinics sign in to. If you sent an enquiry on a clinic’s website, it does not cover that either: the clinic is responsible for your details.

Visiting clinicwise.co

Our website sets no cookies and stores nothing about you in your browser. It loads no scripts from other companies, no analytics and no advertising tags, and our fonts come from our own website. Our Cookies page has the details.

Cloudflare runs our website. It receives your device’s internet address and the details every browser sends with a request, such as the page asked for and the type of browser, and uses them to deliver the page and to protect the website from attacks. We do not keep our own record of your visit.

Asking us for a preview

When you fill in the form to request a preview, we keep:

• your clinic’s name;
• the address of your clinic’s current website;
• your name;
• your work email address;
• when you sent the request, and when you confirmed it;
• part of your internet address, never all of it, to limit how many requests can come from one place;
• the number our page gives your request, so that pressing the button twice cannot send it twice.

We save your request as soon as you press Request my preview, so it is not lost if our email does not reach you. We then email you a 6-digit code. It works once, for 10 minutes, and you have five tries at it; you can ask for a new code up to five times. We keep only a scrambled form of each code, never the code itself. The scrambled form cannot be turned back into the code, and it is kept for as long as your request is. When you enter the code, your request is confirmed and our team gets an email about it, with the details you gave. That email goes to the same Google mailbox (Gmail) where we read email sent to our clinicwise.co addresses.

To stop the form being flooded, we limit how many requests one email address can send (three a day), how many one network can send (ten an hour), and how many everyone together can send (30 requests and 60 code emails an hour). A request over a limit is refused and nothing you typed is saved. We keep only a note that a request was refused and, when the limit was a network’s, the part of the internet address it came from. When everyone’s limit is reached, our team gets one email an hour saying so; it names nobody.

If your email address is not at your clinic’s own web address, we call the phone number on your clinic’s website to check before we start.

To build your preview, we copy what your clinic’s public website shows, such as its treatments and prices.

We use your details to build your preview and to reply to you. We do not add you to a mailing list, and we do not use your details for advertising.

We rely on our legitimate interest in answering a business that asks us for a preview. Where you ask for yourself, we also rely on the steps you asked us to take before any contract.

Nothing deletes a preview request automatically. We keep it until you ask us to remove your details, as described under Your rights.

Previews we build before a clinic asks

Sometimes we build a preview of a clinic’s new website before the clinic asks us for one. To do it, we read the clinic’s public website: its treatments and prices, its address, phone number, email address and opening hours, its logo, and the names, roles, qualifications and photographs of its team as the site shows them.

This is business information from a public website. We never copy anything about a clinic’s patients: no reviews or testimonials, no before and after photographs, nothing that names or shows a patient.

We use it only to show the clinic what its new website could look like. The preview is at its own address, kept off Google. Anyone with that address can open it.

We count how many times a preview page is opened: we keep the time and which page, and nothing about who opened it.

We keep what we read for 30 days: from when the preview is ready, or from when we read the site if we never send it. If nobody at the clinic claims the preview by then, we remove what we read and keep only the clinic’s name, its website address and a note that we built a preview. Copies of the preview’s pages and pictures that were already made are kept, but never shown again.

If someone at the clinic claims the preview, it becomes the clinic’s own site in the ClinicWise console, and we keep the email address they give, to send them a code and sign them in.

Anyone at the clinic, or anyone named on its website, can ask us to remove what we read sooner: email hello@clinicwise.co.

We rely on our legitimate interest in showing a business what we could build for it.

Emailing us

When you email one of our clinicwise.co addresses, such as support@clinicwise.co or privacy@clinicwise.co, Cloudflare receives it and passes it to the mailbox where we read it, which Google provides (Gmail). We answer from that mailbox.

We keep your email, your address and anything you attach, to answer you and to keep a record of what was said, until you ask us to remove them.

Emails from our service, such as your code, come from notify@clinicwise.co. Replies to that address reach the same mailbox.

Who else handles your details

We never sell your details. These companies handle them for us:

• Cloudflare runs our website and our service, stores our database, and receives email sent to our clinicwise.co addresses. We asked for our database to be kept in Western Europe. Cloudflare treats that as a preference, not a promise.
• Resend sends the emails our service writes, such as your code and our team’s email about your request. It sends them from its EU region, in Ireland, and keeps its records of them in the United States.
• Google provides the mailbox where we read and answer email (Gmail).

We keep backup copies of our database on a computer our team controls.

We also share details with anyone the law requires us to tell, such as a regulator or the police.

Where your details are handled

Cloudflare’s network runs in many countries. Resend keeps its records of our emails in the United States. Google may keep our mailbox in the United States and other countries.

Keeping your details safe

• Your details travel to us over a secure connection.
• The code we email you is kept only in a scrambled form.
• We never save your full internet address.
• Only our team can see preview requests.
• The details in a preview request cannot be changed, except to remove them when you ask.

Your rights

You can ask us for a copy of your details, to correct them, to delete them, to limit how we use them, to object to how we use them, or to have them in a form you can take elsewhere. Email privacy@clinicwise.co. We reply within one month.

When you ask us to delete your details, we replace them in our records with the word [removed]: your clinic’s name, its website, your name, your email address and the part of your internet address. We also delete the emails about your request from our mailbox. The scrambled codes stay, because they identify nobody, and so does a record that a removal was made. To correct them, send us the right details: we remove the old ones in the same way. Copies of our database in our backups are not changed, but if we ever restore one, we remove your details from it again before it is used. Resend’s own records of the emails it sent are not changed.

We make no decisions about you by computer alone.

You can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would like the chance to put things right first, but you do not have to come to us first.

Changes to this notice

We update this notice when what we do changes. The date at the top shows when it last changed.