Last updated: June 2026

1. Information We Collect

We collect the following categories of information when you use the Service:

Account information: your name, email address, and role (admin, technician, or user).
Clinic location information: if you manage multiple locations, address, city, country, and the location manager's name, email, and phone number.
Equipment and asset data: asset name, manufacturer, model, serial number, purchase date and cost, photos, QR codes, and associated maintenance and fault records.
Consumable and inventory data: item name, category, quantities, batch and lot numbers, expiry dates, and photos.
Supplier contact information: name, email, phone number, and website, if you add suppliers to the platform.
Payment information: subscription billing details processed via Tranzila (see Payment Processing below).

2. No Patient Data

Clinvent is an equipment and inventory management system for clinics. We do not collect, store, or process any patient health information (PHI) or records of which patient received which treatment.

Batch and lot number tracking for consumables (including medical-grade items such as toxins, fillers, and medications) is for inventory and recall-management purposes only — it identifies which batch is in stock or was used in a procedure type, not which patient received it. Clinvent is not intended for, and must not be used for, patient record-keeping.

3. WhatsApp and Email Notifications (Third-Party Processors)

If you enable WhatsApp notifications, we share your phone number with Twilio, our messaging provider, solely to deliver alerts about maintenance due dates, low stock, expiry warnings, and fault tickets. We keep a delivery log (channel, status, timestamp) for troubleshooting purposes.

Email notifications are sent through our email delivery provider. You can disable WhatsApp or email notifications at any time from your account settings.

4. Audit Logging

For security and accountability, we log key actions taken in your account (create, update, delete, checkout, check-in, import, scan) along with the acting user's name, email, and timestamp. Audit logs are visible only to admin users on your account and are used to help you track changes and investigate issues.

5. Photos

Photos you upload for equipment or consumables (up to 5 per item) are stored on our infrastructure and visible to authorized users on your account based on their assigned role.

6. How We Use Your Data

We use your information to: operate the Service (asset tracking, maintenance scheduling, inventory management, purchase orders); process subscription payments; send the notifications you have opted into; and improve the platform based on usage patterns.

7. How We Share Your Data

We do not sell your data. Data is visible only within your own clinic account, scoped by role (admin/technician/user) as configured by your account's admin. We share data with sub-processors who help us operate the Service:

Twilio — WhatsApp message delivery
Tranzila — payment processing
Our hosting and infrastructure providers

Each sub-processor is bound by confidentiality and data protection obligations.

8. Payment Processing

Subscription payments are processed by Tranzila. For recurring billing, Tranzila provides us a tokenized card reference; we do not store your full card number on our servers. Please refer to Tranzila's own privacy policy for details on how they handle payment data.

9. Data Security

Data is encrypted at rest and in transit using industry-standard encryption (AES-256, TLS 1.3). We follow security best practices and conduct regular reviews.

10. Data Retention

We retain your account, equipment, and inventory data for as long as your account is active. After account cancellation, data is retained for 30 days before permanent deletion, except where we are required to retain records (e.g., audit logs, billing records) for legal purposes.

11. Multi-Location Data

If your clinic operates multiple locations, each location's address and manager contact details are visible to authorized users across your account, not just users assigned to that specific location, unless your account's role configuration restricts this.

12. Children's Privacy

Clinvent is a business tool not directed at children, and we do not knowingly collect information from children under 16.

13. Your Rights

You have the right to access, correct, export, or delete your personal data. You may also object to processing. Contact privacy@clinvent.app for any requests.

EEA/UK users have rights under GDPR/UK GDPR, including data portability and the right to be forgotten. California residents have rights under the CCPA, including the right to know what data we collect and to request deletion.

14. International Data Transfers

As we serve clinics in the US, UK, and Australia, your data may be processed in a country other than your own. We take steps to ensure appropriate safeguards are in place for such transfers.

15. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email or an in-app notice.

16. Contact

For privacy-related inquiries, contact privacy@clinvent.app.

Privacy Policy