Healsuite.ai Privacy Policy
Last updated: September 13, 2026
This Privacy Policy explains how Medical Directory Limited ("Healsuite.ai", "we", "our", or "us") collects, uses, and protects information when you visit our website healsuite.ai (the "Website") or use our practice management software and related services (collectively, the "Services").
We take your privacy seriously and are committed to safeguarding your personal information. This policy applies to all data shared with us, whether directly via our Website, the Healsuite platform, or through email or other communications.
1. Data Controller
For the purposes of the UK Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR), the data controller is:
Medical Directory Limited
Email: admin@healsuite.ai
Registered in England and Wales
2. Information We Collect
In operating our Website and Services, we may collect and process the following types of data:
2.1 Website usage data – including traffic data, IP address, browser type, location data, and logs of how you interact with our Website and Services.
2.2 Information you provide directly – when you complete forms, request information, sign up for a demo, create an account, or contact us via email.
2.3 Communication data – any correspondence you send to us, including support inquiries and feedback.
2.4 Integrated data sources – if you choose to connect your email, calendar, or other third-party systems (such as Gmail or Outlook) to Healsuite.ai, we may access certain data such as your name, email address, and messages to provide the features you have opted into (for example, in-app messaging or appointment syncing).
We will only access or process this data for the purposes of delivering the functionality you have requested.
3. Use of Cookies
Our Website uses cookies and similar technologies to improve user experience, monitor performance, and personalize content.
Cookies collect statistical data about your browsing actions and do not identify you individually. You can disable cookies in your browser settings, but this may limit access to some parts of our Website.
4. How We Use Your Information
We use your information to:
- Provide, operate, and improve our Services
- Communicate with you about your account, features, and support
- Fulfill contractual obligations with our partners (e.g., clinics or practitioners)
- Notify you about product updates or relevant changes
- Meet legal, security, and regulatory requirements
We will never sell your personal data. Any data sharing with trusted partners (e.g., cloud hosting or email delivery providers) is done strictly to enable us to deliver our Services.
5. Data Storage and Security
5.1 Healsuite stores and processes patient and practice data on behalf of healthcare providers ("Partners") who use our Services. Data may include personal information, medical notes, appointments, test results, and correspondence.
5.2 All communications between your device and our servers are encrypted using SSL/TLS. Data is stored in encrypted databases with strict access controls and regular security audits.
5.3 While we use strong encryption and modern cybersecurity measures, data transmission over the internet can never be 100% secure. You share data with us at your own risk. You are responsible for maintaining the confidentiality of your account credentials.
5.4 We retain personal data only for as long as necessary to provide our Services or as required by law (typically 7 years for medical records, in line with UK healthcare retention standards).
6. GDPR Compliance Summary
Under the UK GDPR, we provide the following key information:
- Controller Contact: admin@healsuite.ai
- Lawful Basis for Processing: Contract – we process your data to fulfill obligations under contracts with you or our Partners.
- Special Category Data: We may process sensitive data (such as health information) on behalf of healthcare providers to enable them to deliver medical care.
- Recipients of Data: Only authorized Partner clinics and Healsuite's technical operations team can access data.
- International Transfers: All data is stored on UK or EEA servers. No transfers to third countries occur without appropriate safeguards.
- Retention Period: Typically 7 years from the date of last interaction, unless a longer period is legally required.
Your Rights:
- Access your data
- Rectify inaccurate data
- Request deletion of data (where applicable) – see Deleting your data
- Object to processing
- Withdraw consent (where applicable)
- Lodge a complaint with the ICO
To exercise your rights, please contact admin@healsuite.ai.
7. Disclosing Your Information
We may disclose your data:
- To our subsidiaries or associated companies
- To service providers and IT infrastructure partners (under strict confidentiality agreements)
- If required by law or to comply with regulatory obligations
- In the event of a merger, acquisition, or sale of assets
We do not sell, rent, or trade personal data for marketing purposes.
8. Third-Party Links
Our Website may contain links to third-party websites. We are not responsible for the content or privacy practices of those websites. We recommend reviewing their policies before sharing any personal data.
9. Access to Information
You have the right to request access to the personal data we hold about you. To make a request, contact us at admin@healsuite.ai.
10. WhatsApp
Clinics can connect their WhatsApp Business account to Healsuite.ai through Meta, so they can message their patients from the platform. When a clinic does this:
- Meta gives us the clinic's WhatsApp Business account and phone number identifiers, the business name shown to patients, and a permission (access token) to send and receive messages on that account for the clinic.
- We store the messages exchanged between the clinic and its patients on that number, including photos, documents and voice notes, together with delivery and read receipts, and the message templates the clinic creates.
- We use this only to show the clinic its conversations and to send the messages the clinic chooses to send. We do not use it for advertising, and we do not sell it or share it with anyone other than Meta, which carries the messages.
Patient messages are held on behalf of the clinic, which is the data controller for them; we process them under our agreement with the clinic. Access tokens and message content are stored encrypted. Meta's own handling of WhatsApp messages is covered by the WhatsApp Business terms and Meta's privacy policy.
11. Deleting your data
Clinics. To stop Healsuite.ai using your WhatsApp account, choose Disconnect under Settings → WhatsApp, or remove Healsuite.ai from your WhatsApp Business account in Meta Business Settings; either ends our access straight away. Disconnecting keeps your existing conversations on your patients' records. To have your WhatsApp data deleted as well (the access token, account details, templates and messages), email admin@healsuite.ai from the email address of your account owner. We will confirm the request and complete the deletion within 30 days, except for anything you have told us you must keep as part of a patient's medical record.
Patients. Your messages with a clinic are held on that clinic's behalf, so please ask the clinic first. If you would rather contact us, email admin@healsuite.ai with the clinic's name and the phone number you messaged from; we will pass your request to the clinic within 5 working days and help them act on it.
Anyone else, including people who have contacted us or used our Website, can ask for their data to be deleted by emailing admin@healsuite.ai. We may ask you to confirm your identity, and we will respond within one month, as the UK GDPR requires.
12. Changes to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated revision date. Continued use of our Website and Services after changes indicates your acceptance of the revised policy.
13. Contact Us
If you have any questions, concerns, or requests about this Privacy Policy or how your data is handled, please contact us at: