Privacy Policy
Last updated October 14, 2026
CliniqSync is practice software for health and wellness practitioners in Canada. This policy explains what personal information we handle, why, where it’s stored and how it’s protected. It covers two kinds of people:
- Practitioners and clinic staff who use CliniqSync. For your account and billing information, CliniqSync is the organization responsible under Alberta’s Personal Information Protection Act (PIPA) and, where it applies, the federal PIPEDA.
- Clients of those practices (people who book, fill in forms or receive care). Your practice decides what information to collect and how to use it, and is responsible for it. We store and process it on the practice’s behalf, as their service provider (an “information manager” under Alberta’s Health Information Act). For questions about your records, contact your practitioner first.
1. What we collect
From practitioners and staff
- Name, email, phone, password (stored only as a secure hash), and two-step verification settings.
- Practice details: business name, address, registration body and number, GST number, logo and signature.
- Subscription and billing details. Card details are handled by our payment processor; we see only the card brand and last four digits.
- Technical information needed to keep accounts secure, such as sign-in times, IP address and browser type.
Held for practices, about their clients
- Contact details, date of birth and emergency contact.
- Appointments, intake and consent forms, clinical (SOAP) notes and treatment preferences.
- Invoices, payments, insurance plan details and claim records.
- Communication preferences, including consent to text messages.
2. How we use it
- To provide CliniqSync: bookings, reminders, records, receipts, reports and the other features practices use.
- To send messages a practice has set up, such as appointment reminders and receipts, in the practice’s name.
- To run your account: sign-in, security, billing and support.
- To keep the service secure and working, and to fix problems.
- To meet legal obligations.
We do not sell personal information, use client information for advertising, or use practice or client information to train artificial intelligence models. CliniqSync staff access client information only when a practice asks for help, to keep the service secure, or when the law requires it.
3. Where information is stored
CliniqSync’s application and database run on dedicated servers in Canada. Backups are kept in Canada and encrypted. We use a small number of trusted service providers, for payments, AI note drafting and email delivery. Some may process limited information outside Canada, where it may be subject to the laws of those countries. AI note drafting only runs when a practitioner asks for it. Each provider is bound to protect the information and use it only to provide its service to us.
4. How we protect it
- Encryption in transit (HTTPS) everywhere, and encrypted backups.
- Two-step verification for practitioner accounts, sign-in rate limits and lockouts, and a list of signed-in devices you can sign out remotely.
- Each practice’s information is separated from every other practice’s.
- Access to production systems is limited to the people who need it.
- Regular backups, with restores tested.
5. How long we keep it
- While a practice’s account is active, we keep its information until the practice deletes it.
- When a subscription ends, the practice has 60 days to export its information. We then delete it from live systems, and backup copies expire within a further 30 days.
- Practices are responsible for keeping clinical records for the period their regulator requires, and should export them before closing an account.
- We keep billing records for practitioners as long as tax law requires.
6. Access, correction and complaints
Clients of a practice: to see or correct your records, or to withdraw a consent, contact your practitioner. They control your records and can respond directly. If you contact us, we’ll pass your request to them.
Practitioners: you can view and update your account information in Settings, or ask us for a copy or correction at . We respond within 30 days.
If you’re not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.
7. If something goes wrong
If we discover unauthorized access to personal information, we act right away to contain it, notify affected practices without unreasonable delay, and give them what they need to notify their clients and regulators. Where we are the responsible organization, we notify the Privacy Commissioner and affected people as the law requires.
9. Changes to this policy
We’ll post any changes here with a new date. For significant changes, we’ll email practitioners before they take effect. See also our Terms of Service.
10. Contact us
Questions about privacy or your information? Email .