Privacy Policy · PatientPulse

1. Who we are

Data controller: SKINFIND LTD ("PatientPulse", "we", "us")
Company number: 16711783
Registered in: England & Wales
Privacy contact: privacy@patientpulse.co

PatientPulse provides a guided Treatment Finder that medical aesthetics clinics embed on their own websites, together with a dashboard to manage treatments and view the enquiries it captures. This policy explains what personal data we process and how.

For clinic account data we are the data controller. For visitor enquiry data captured through a clinic's widget, the clinic is the data controller and we act as its processor under our terms.

2. What data we process

Clinic account data

Clinic name, website, business contact details and the email used to sign in.
Your treatment menu, pricing, booking links and other clinic-authored content.
Billing and subscription records. Card details are handled by our payment provider. We never see or store full card numbers.

Visitor enquiry data (captured by the widget on a clinic's site)

The concern, treatment area and downtime preference a visitor selects in the guided flow.
The contact details a visitor chooses to submit with an enquiry: name, email, phone and any message.
Basic technical context (such as the referring page) where available, used to give the clinic a clearer starting point for follow-up.

The Treatment Finder does not ask for medical history and is not a medical record.

Visits to our own site

If you have not accepted cookies, we still count the visit, because we want to know how many people reach our site and which pages they read. We do that without storing anything on your device.

To tell one visit apart from another, our server creates a short code from your IP address and your browser type. Two things are true about that code, and both matter:

We do not keep your IP address or your browser details. They are used to make the code and then discarded. The code cannot be turned back into either of them.
The code is rebuilt roughly every hour using a new secret that we never write down. After that, the same visitor produces a different code. It is also thrown away entirely whenever our servers restart.

In plain terms: it groups your requests into a visit for about an hour, and then forgets. We cannot use it to recognise you tomorrow, and we do not attempt to.

We do not record your town or city unless you have accepted cookies. Without consent we record your country and region only.

We keep this traffic data for up to 13 months, after which it is reduced to monthly totals that do not identify individual visits.

We estimate your location using a local copy of a geolocation database. Your IP address is not sent to its provider.

We do this under our legitimate interest in understanding how our own site performs. You can object to it at any time by emailing privacy@patientpulse.co, and you can avoid it entirely by declining cookies, which stops the persistent identifier described in section 6.

3. Why we process it (lawful basis)

Contract: to provide the service to clinics: run the widget, deliver enquiries to the clinic, operate the dashboard and handle billing.
Legitimate interests: to keep the service secure, prevent abuse, maintain and improve product quality, and measure how our own public website performs so we know which of our marketing works. We balance this against your rights, and you can object at any time (see section 7).
Legal obligation: to keep records we are required to keep (for example, for tax).

When a visitor submits an enquiry, the clinic relies on its own lawful basis as controller for handling that enquiry and contacting the visitor.

4. Sub-processors

We use a small number of trusted providers to run the service. We do not sell personal data, and we do not share it for third-party marketing.

Polar: subscription billing and payments.
Resend: transactional email (sign-in links, enquiry alerts, billing notices).
Railway: application hosting.
Cloudflare R2: encrypted database backups.
Cloudinary: storage and delivery of images a clinic uploads.

Enquiry submissions are delivered to the clinic on whose website the widget appeared. They are not shared with any other clinic.

5. Data retention & deletion

We do not automatically delete patient enquiry data. You can request deletion of any patient data at any time by emailing privacy@patientpulse.co, and we will action it promptly.

Clinic account and billing records are kept for as long as the clinic remains a customer and for the period we are required to retain them afterwards. A clinic can ask us to close its account and delete its data when it stops using the service.

6. Cookies

PatientPulse uses a small set of first-party cookies: strictly necessary cookies that keep you signed in and protect our forms, and functional cookies that remember your Treatment Finder setup as you move through onboarding. With your consent we also set Google Analytics and Google Ads cookies on our own public site, to understand how it is used and to measure our own advertising. These load only after you choose Accept on our cookie banner, and declining changes nothing about how the site works. We do not use cookies from any other ad network, and we do not track you across other websites.

We also run our own first-party analytics on our public site, instead of relying only on Google. With your consent we set one cookie, pp_vid, so we can tell that several page views belong to one visit rather than several, see whether you return later, and see which of our own marketing brought a clinic to us. This stays on our own site. We do not use it to follow you anywhere else, we do not share it, and declining changes nothing about how the site works.

We also count visits from people who have not accepted cookies, without storing anything on their device. See section 2 for how that works.

Cookie	Purpose	Duration	Type
`tf_session`	Keeps a clinic operator signed in (dashboard only).	Session	Strictly necessary
`tf_csrf`	Protects forms against cross-site request forgery.	Session	Strictly necessary
`tf_consent`	Remembers your cookie choice (accept or decline), so the banner stays hidden.	1 year	Strictly necessary
`tf_lead_email`	Remembers the email you entered so your Treatment Finder setup is saved across the funnel.	30 days	Functional
`tf_clinic_name`	Remembers your onboarding progress (your clinic name).	30 days	Functional
`tf_website`	Remembers your onboarding progress (your clinic website).	30 days	Functional
`tf_preview`	Remembers your onboarding progress (your preview state).	30 days	Functional
`tf_utm`	Remembers which link or campaign first brought you to a Treatment Finder, so the clinic can see where an enquiry came from. Set when the finder loads. First-party only, never shared.	30 days	Functional
`pp_first_touch`	Remembers which of our own marketing first brought you to this site (for example a search or an ad), so we know what works. First-party only, never shared.	90 days	Functional
`pp_last_touch`	Remembers how your current visit arrived. First-party only, never shared.	90 days	Functional
`pp_vid`	Recognises your browser across pages of our own site so we can count one visit as one visit, see whether you come back, and connect your visit to your sign-up if you become a customer. Set only if you choose Accept. First-party only, never shared, never used to track you on other websites.	390 days	Analytics
`_ga`	Google Analytics: tells returning visitors apart using a random id. Set only after you accept.	2 years	Analytics
`_ga_*`	Google Analytics: keeps track of a browsing session. Set only after you accept.	2 years	Analytics
`_gcl_au`	Google Ads: records that you arrived from one of our ads, so we can measure which ads work. Set only after you accept.	90 days	Advertising

The strictly necessary cookies are needed to deliver the service you have asked for. The functional cookies make the onboarding funnel work and save your progress. We show a short consent banner where you can accept or decline the Google cookies, and you can clear or block cookies at any time in your browser settings. The embedded Treatment Finder does not set advertising or analytics cookies on clinic websites.

Full detail is in our Cookie Policy.

7. Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict and port your data, and to object to certain processing. To exercise any of these rights, contact privacy@patientpulse.co. Where a clinic is the controller of enquiry data, we will help that clinic respond to requests from its visitors.

You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Security

Data is transmitted over encrypted connections (TLS) and backups are stored encrypted. We take reasonable technical and organisational measures to protect personal data, though no online service can be completely secure.

9. Changes & contact

We may update this policy from time to time and will revise the "last updated" date above. For any privacy question, contact privacy@patientpulse.co.

See also our Cookie Policy and Terms of Service.