Privacy Policy

Who we are

MeetRay ("we") provides practice-management software for therapists. [Company name, registered address, company number, ICO registration number.] Contact our data protection lead at privacy@meetray.co.uk.

For clinicians using MeetRay, we are the data controller for your account data. For clients, your therapist is the controller of your therapy records and we process them on their behalf as a processor.

What we collect

• Account details: name, email address, password (stored hashed).
• Appointment details: dates, times, locations, appointment types and prices.
• Notes written by or shared with you in the app. These may include health information, which is special category data.
• Invoices and payment status. Card payments are handled by Stripe; we never see or store card numbers.
• Technical data needed to keep you signed in and the service secure (session cookies, IP address in server logs).

Why we use it, and our lawful basis

• To provide the service you or your therapist signed up for (contract).
• To process health information for the provision of health care and treatment (UK GDPR Article 9(2)(h)), under the professional confidentiality obligations of your therapist.
• To send appointment reminders and service emails (contract / legitimate interests). You can change reminder preferences in the app.
• To meet legal obligations such as keeping financial records (legal obligation).

Who we share it with

We use these processors to run the service: [hosting provider], [email provider], Stripe (payments and clinician payouts), Bugsnag (error monitoring). [Confirm list and where each stores data.] We don't sell your data or use it for advertising.

If you subscribe to the calendar feed, appointment times (and, for clinicians, client names) are copied into the calendar service you choose, such as Google or Apple.

How long we keep it

We keep therapy records, including appointments, notes and invoices, for 7 years after a client's last appointment. This also covers the 6 years that financial records must be kept for tax. After that, if the client is no longer active, their personal details are erased automatically. When an account is closed we anonymise personal details, keeping only what we're legally required to.

Your rights

You can ask to access, correct, export or erase your data, object to or restrict how we use it. You can download your data from your account page. Clients should usually contact their therapist first, as they control their records. You can also complain to the Information Commissioner's Office (ico.org.uk).

Cookies

We only use cookies that are strictly necessary to sign you in and keep the service secure.

Changes

When we change this policy materially we'll ask you to review it again next time you sign in.