Privacy Policy

Last updated: 3 September 2026

Introduction

Praxbook ("we", "us", "our") operates this booking platform. This policy explains how we collect, use, and protect your personal data.

The platform collects data as necessary to deliver the service:

Appointment details (date, time, location)
Patient name, email, phone
Date of birth, where your practitioner asks for it on their booking form
Answers to the practitioner's consent form
Consent you give and signatures you provide on that consent form — the name you type, any signature you draw, and the date, time and network (IP) address at which you signed
Appointment history and status changes (booked, cancelled, rescheduled)
Notes your practitioner writes about your care. These are written and controlled by your practitioner, are visible only to them, and are never shown on a patient-facing page or included in any email

Patient accounts are created automatically when you book an appointment, or you can register directly. Practitioner accounts are created at signup.

Appointments: to manage your booking, send confirmations, and let you reschedule or cancel online
Intake forms: so the practitioner can review your answers and prepare for your appointment
Consent and signatures: to evidence that you gave consent, and when — which is why the time and network address are recorded alongside it
Audit trail: to keep a record of all changes to your appointment for compliance and dispute resolution
Practitioner notes: so your practitioner can keep their own record of your care; we store them on their behalf and use them for nothing else
Login: a one-time code is emailed to you; we never store passwords for patient or practitioner accounts

Your data is never sold or shared for marketing. We share data only as necessary:

Your practitioner: sees your name, contact details, answers, signature, and appointment status for appointments booked with them — and your date of birth if they ask for it — never with any other practitioner
Service providers: infrastructure and email-delivery providers who process data only to operate the platform
Law enforcement: only if legally required by court order

Praxbook is deployed in the UK. Your data is stored in a database in the UK.

Appointment records: kept for 3 years after completion or cancellation for audit and legal compliance
Account data: kept for as long as your account is active; deleted on request unless legal retention applies
Practitioner notes: kept for as long as your practitioner keeps them — they can edit or delete a note at any time

You have the right to:

Access: request a copy of your personal data
Correct: ask us to fix inaccurate data
Delete: request deletion of your data (subject to legal retention requirements)
Portability: request your data in a portable format
Object: to certain uses of your data

To exercise any of these rights, contact us at [email protected].

All data in transit is encrypted (HTTPS/TLS)
Passwords are never stored for patient or practitioner accounts; login codes are hashed and expire
Access to patient data is logged for audit purposes
Backups are encrypted and stored securely

No system is 100% secure; if we discover a breach, we will notify affected users within 72 hours as required by law.

Praxbook is not directed at anyone under 18. If you are under 18, please have a parent or guardian review this policy and manage your account.

We may update this policy from time to time. We will post changes here and notify you via email if material changes affect how we handle your data.

Questions about this policy or your data: [email protected]. You may also contact Information Commissioner's Office (ICO) at https://ico.org.uk.