Privacy Policy

Overview

Clinqly helps service businesses capture and manage enquiries across their website widget, WhatsApp, Instagram and Facebook Messenger, and, where a business adds the optional Voice add-on, phone calls diverted to a dedicated number. This policy describes how we handle personal data for the businesses that use Clinqly, their team members, and the customers who contact those businesses through it.

For enquiry and customer data handled inside a business's account, that business decides what is collected and why, and Clinqlyprocesses it on the business's behalf. For our own website, accounts and billing, Clinqly decides how data is used. If you are a customer of a business that uses Clinqly, that business is your first point of contact for questions about your data; we support them in answering.

Data we collect

• Account details for the business and its team (names, email addresses, organisation and location names, roles)
• Enquiry data from the website widget, WhatsApp, Instagram and Facebook Messenger: name, email, phone, the service asked about, qualification answers, conversation transcripts, and the enquiry priority Clinqly assigns
• Appointment data when built-in booking is used: the service, time, practitioner, booking status, and changes made by the customer through their secure manage link
• Approved business information the business provides to configure its AI receptionist (its services, prices, policies and similar content). Clinqly uses this to ground answers at the moment of answering; Clinqly does not use it to train its own models
• Voice add-on call data, for businesses that switch it on: the caller's phone number, call recordings and transcripts (recording is a per-location setting, on by default and switchable off), and the call outcome
• Connected calendar data: free/busy times and the events Clinqly itself creates, when a practitioner connects their Google Calendar (Microsoft Outlook will be offered when it becomes available)
• Billing data needed to run subscriptions. Card details are collected and held by Stripe, our payment provider; Clinqly does not store card numbers
• Technical data such as source URL and UTM parameters when provided

How we use data

We process data to provide the service: answering and qualifying enquiries from the business's approved information, notifying the business's team, booking and managing appointments, sending the confirmation, reminder and follow-up emails the business configures, answering calls for businesses with the Voice add-on, and billing for the subscription. We do not sell personal data and we do not use enquiry content for advertising.

AI processing

Clinqlygenerates replies with large language models run by the AI providers listed under sub-processors. To produce each reply, relevant conversation content is sent to those providers together with the business's approved information, so answers stay grounded in what the business has said. Clinqly itself does not use business or customer content to fine-tune or train its own models: approved information is retrieved at the moment of answering, not used for model training. The providers we route to process conversation content in order to generate replies, under their own terms; questions about a specific provider are welcome at the contact address below.

Voice calls

When a business adds the Voice add-on, calls it diverts are answered by the business's AI receptionist. Callers are told at the start of every call that they are speaking with the business's AI receptionist, and, when recording is on, that the call may be recorded. Recordings and transcripts appear in the business's inbox alongside its other conversations and are accessible to that business's team only. Recording is controlled per location and can be switched off, in which case calls are not recorded and transcripts are not retained. Call audio is processed by our voice provider, Retell, and calls are carried over dedicated phone numbers provided through telephony carriers.

Connected calendars

A practitioner may connect their Google Calendar so Clinqlycan schedule around their existing commitments. Microsoft Outlook is built on the same foundation and will be offered when available. With the practitioner's explicit authorisation, we access only what is needed for this:

• Free/busy times: to read when the practitioner is busy, so the AI receptionist does not offer a time they are already booked.
• Calendar events: to create, update and delete events for Clinqlybookings only, keeping the practitioner's calendar in step with appointments made through Clinqly.

We use this calendar data solely to provide these scheduling features. We do not use it for advertising, we do not sell it, and we do not share it with third parties except the sub-processors below strictly to operate the service. Access tokens are encrypted at rest, and a practitioner can disconnect at any time from Settings, which revokes Clinqly's access.

Clinqly's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Sub-processors

We use a named list of providers to run the service, each only for the purpose described:

• Supabase: database, authentication and file storage
• Vercel: application hosting and Vercel Web Analytics (cookieless aggregate site traffic on our marketing pages, as described above)
• Railway: hosting for the Voice call relay service
• Stripe: payments, subscriptions and billing
• Resend: transactional and follow-up email
• Meta: WhatsApp, Instagram and Facebook Messenger, when the business connects those channels
• Google: Google Calendar API, for practitioners who connect a Google calendar
• Microsoft: Outlook / Microsoft Graph, once Outlook calendar connections become available
• Retell: call handling, recording and transcription for the Voice add-on, with phone numbers provided through telephony carriers
• AI providers that generate replies: OpenRouter as the routing gateway, through which conversation content may reach the model providers we configure (currently DeepSeek, Anthropic, OpenAI and Moonshot), with OpenAI also used directly as a fallback
• Jina AI: text embeddings for knowledge retrieval
• PostHog and Google Analytics: optional website analytics, only after you accept them (see below)

Businesses are responsible for their own channel and calendar connections and their own customer communications. Some of these providers process data outside the UK and EEA; questions about a specific provider are welcome at the contact address below.

Retention

Clinqly stores conversation, appointment and call data to give the business its account history and to operate the service. Retention periods vary by data type and are being formalised; the one fixed period today is for raw first-party analytics events, which are reduced to aggregate counts after about 48 hours as described below. A business can contact us at the address below about deletion requests.

Your rights and requests

If you are a customer of a business that uses Clinqly and want your data corrected or deleted, contact that business: it controls its customer records, and we support it in answering requests. For data Clinqly controls, such as our own website and account data, contact us at the address below and we will respond to access, correction and deletion requests.

Contact

Questions about this policy: hello@clinqly.io