Privacy notice
Who we are
Quietly is run by [Company name], registered in [England and Wales] (company number [number]), registered with the Information Commissioner’s Office ([ICO registration number]). Contact: [privacy email].
The short version
- Your practice records are encrypted on your own devices before they reach our servers. We can’t read them, and neither can our suppliers.
- We hold the minimum we need to run your account: your email address, when you signed in, and encrypted data we can’t open.
- No advertising, no tracking, no analytics, no selling of data.
Two roles
Your account. For your own account details (email address, sign-in times, billing), we are the controller.
Your clients’ information. You are the controller of what you record about your clients. We act as your processor: we store it, encrypted, only so the service works, and only on your instructions. Our data processing agreement with you is part of the terms.
What we hold, and why
- Email address and password (the password is stored only as a secure hash): to let you sign in. Lawful basis: contract.
- Encrypted records (clients, sessions, notes, money, messages, files): to keep your devices in step. We can’t read them. Lawful basis: contract.
- Appointment emails: if you turn them on, the client’s first name, email address and appointment time are sent, unencrypted, to our email provider so the email can be delivered, then deleted once sent. Lawful basis: contract (on your behalf as processor).
- Your own email account, if you connect one: to send appointment emails from your own address, we keep a sign-in token from Google or Microsoft, or an app password for another provider, encrypted on our server and used only to send those emails. You can disconnect at any time in Settings, which deletes it straight away. Lawful basis: contract.
- Device names and sign-in times: so you can see and remove your devices. Lawful basis: legitimate interests (security).
- Billing details: handled by [payment provider]; we never see full card numbers. Lawful basis: contract.
Who else is involved
- [Supabase, region: London / EU]: database and sign-in.
- [Google Firebase Hosting]: serves the app’s files. It never receives your records.
- [Resend, EU region]: sends appointment emails from our address, or from your own domain if you set one up.
- Your own email provider (for example Google or Microsoft), if you connect your account: sends appointment emails from your address, under your own agreement with them.
- [Stripe]: subscriptions and payments.
Where a supplier is outside the UK, transfers are covered by the UK International Data Transfer Addendum or an adequacy decision.
How long we keep it
Your encrypted records are kept until you delete them or close your account. When you close your account (Settings → Records and your data → Delete my account), everything is deleted from our live systems straight away and from backups within [30] days. Keeping client records for your professional retention period is your responsibility: download a copy before you close your account if you need it.
Your rights
You can ask for a copy of your data, correction, deletion, restriction or to object, and you can download a readable copy of your records at any time from Settings. If your clients ask about their information, they should ask you, as their counsellor; we’ll help you respond. You can complain to the ICO at ico.org.uk.
Security
End-to-end encryption (AES-256), a passphrase only you know, optional two-factor sign-in, and no third-party scripts in the app. If we ever become aware of a breach affecting you, we’ll tell you without undue delay.