1. Our Commitment to Your Privacy

ClinBI is dedicated to protecting the privacy and security of the data you entrust to us. This Privacy Policy explains how we collect, use, secure, and share information, both from visitors to our website and from the dental practices and Dental Support Organisations (DSOs) who use our services. We are committed to transparency and compliance with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

For the purpose of UK GDPR, when we process data on behalf of our clients, the client (the dental practice or DSO) is the Data Controller, and ClinBI is the Data Processor.

2. Information We Collect

We collect different types of information depending on your interaction with us.

2.1. For Visitors to Our Website (www.clinbi.com)

• Information you provide: When you fill out a contact form, book a consultation, or subscribe to our newsletter, we collect personal information such as your name, email address, phone number, and the name of your practice or organisation.

• Information collected automatically: We use cookies and similar technologies to collect information about your Browse activity, including your IP address, browser type, pages visited, and the duration of your visit. Our use of cookies is detailed in Section 8.

2.2. For Our Clients (Dental Practices and DSOs)

To provide our data analysis services, we process data from your various business systems. This is fundamental to building your custom data infrastructure and providing the insights you depend on. This data includes:

• Operational Data: Information from your Practice Management Software (PMS) such as appointment schedules, treatment types, procedure timings, and chair utilisation records.

• Financial Data: Information from your accounting software, invoices, billing records, and lab fees.

• Clinician Data: Performance metrics related to clinician efficiency and procedures performed.

• Other Business Data: Unstructured data from sources like contracts or payment plans may also be used to build a comprehensive analysis.

We do not require direct patient-identifiable information like names or addresses for our analysis. Our focus is on the operational and financial data to drive efficiency and profitability.

3. How We Use Your Information

Our primary goal is to use data to provide powerful, actionable insights for your practice.

3.1. For Website Visitors

• To respond to your enquiries and consultation requests.

• To send you relevant marketing communications and insights, where you have given consent.

• To analyse website usage to improve user experience.

3.2. For Our Clients

• To Deliver Our Core Services: We use your practice data to build your custom data lake, apply Time-Driven Activity-Based Costing (TDABC), and generate insights into treatment profitability, clinician performance, and operational efficiency.

• To Power Your Digital Twin: We create an AI-powered "digital twin" of your practice to simulate operational changes, provide predictive modelling, and deliver actionable recommendations without disrupting your real-world clinic.

• To Provide Support: To manage your account, provide technical support, and communicate service updates.

4. Our Legal Basis for Processing Data

Under UK GDPR, we process data based on the following legal grounds:

• Performance of a Contract: The processing of our clients' practice data is necessary to fulfil the terms of our service agreement.

• Legitimate Interests: We process website visitor data and client contact information for the legitimate interest of operating our business, improving our services, and communicating with you.

• Consent: We will only send promotional and marketing materials with your explicit consent, which you can withdraw at any time.

5. Data Security and Confidentiality

Data security is foundational to our service. We implement robust technical and organisational measures to protect all information we handle:

• We adhere to stringent security protocols throughout the data integration, storage, and analysis process.

• All data is encrypted both in transit and at rest.

• Access to data is strictly controlled and limited to authorised personnel who require it to perform their duties.

We regularly review and update our security practices to address emerging threats.

6. Data Retention

We retain information for as long as is necessary to fulfil the purposes outlined in this policy, or as required by law.

• Client Data: Retained for the duration of the service agreement. Following termination, data is securely deleted in accordance with the terms of our agreement.

• Website & Marketing Data: Retained for as long as we have your consent or a legitimate interest to do so.

7. Your Data Protection Rights

Under UK GDPR, you have the following rights:

• Right to Access: You can request a copy of the personal information we hold about you.

• Right to Rectification: You can request that we correct any inaccurate or incomplete information.

• Right to Erasure: You can request that we delete your personal information, under certain conditions.

• Right to Restrict Processing: You can request that we limit the way we use your data.

• Right to Data Portability: You can request that we transfer your data to another organisation, or to you.

• Right to Object: You can object to our processing of your personal data, under certain conditions.

To exercise any of these rights, please contact us at info@clinbi.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Site Notice & Cookie Policy

This website uses cookies to enhance functionality and improve your Browse experience.

• What are cookies? Cookies are small text files stored on your device when you visit a website.

• What cookies do we use?

  • Strictly Necessary Cookies: Essential for the website to function (e.g., security features). These do not require consent.

  • Performance Cookies: Help us understand how visitors use our site by collecting anonymous information (e.g., Google Analytics). This allows us to improve the website.

  • Functionality Cookies: Remember choices you make (like your username) to provide a more personal experience.

  • Marketing Cookies: Used to track visitors across websites to display relevant ads.

• Managing Cookies: Upon your first visit, you will be shown a cookie banner where you can accept or reject non-essential cookies. You can also manage your cookie preferences at any time through your browser settings.

9. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in our services or legal requirements. We will notify clients of any significant changes and post the updated version on our website.

10. Contact Us

If you have any questions or concerns about this policy or our data protection practices, please contact us.

Official Company Information:

• Company Name: CLIN BI LTD

• Company Registration Number: 15966416

• Registered Office Address: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

For general enquiries, please use:

• Email: info@clinbi.com