Privacy Policy

1. Who we are

CliniPeak provides marketing implementation, training and support for health and wellness practices.

This Privacy Policy explains how we collect, use and protect personal information when you visit clinipeak.com, contact us, book a call, subscribe to our emails or use our services.

CliniPeak is operated by Wing Culture (Pty) Ltd, trading as CliniPeak, a company registered in South Africa. We are the responsible party or data controller for the personal information described in this policy.

• Business address: Sunninghill, Sandton, South Africa
• Email: info@clinipeak.com
• Information Officer / privacy contact: Taylan Connor, taylan@clinipeak.com

If we handle personal information on a client's behalf when delivering a service, that processing is governed by the relevant client agreement and data processing arrangements. This policy concerns our own website, marketing and business relationships.

2. Information we collect

We collect information you give us, including:

• Your name, email address, telephone number and other contact details you choose to provide.
• Your practice or business name, website, role and location.
• Answers to enquiry or booking questions, such as your services, marketing goals, current challenges and budget range.
• Appointment details, booking preferences and correspondence with us.
• Subscription preferences and records of consent or withdrawal of consent.
• Information needed to manage a client relationship, including contract and billing details.

We also receive technical and usage information through our website and the tools described below. This may include your IP address, browser and device details, referring page, pages visited, timestamps, cookie identifiers and interactions with our website or emails.

Providing information is generally voluntary. However, if you do not provide details needed to respond to an enquiry, arrange a call or deliver a service, we may be unable to do so. Optional marketing consent is not a condition of making an enquiry or booking a call.

Our website is intended for practice owners and teams. Please do not submit patient records, identifiable patient information or sensitive health details through our website or booking forms.

3. How we use information

We use personal information to:

• Respond to enquiries and discuss whether our services are suitable for your practice.
• Arrange calls and send booking confirmations, reminders and related follow-up.
• Prepare proposals, deliver agreed services and manage client relationships.
• Send newsletters, educational content and promotional emails when you subscribe.
• Understand website use and measure or improve advertising, subject to your consent choices.
• Maintain business records, protect our website, resolve disputes and meet legal obligations.

4. Our reasons for processing information

We process information only where there is a lawful basis to do so. Depending on the activity and applicable law, this may be your consent, taking steps towards or performing a contract, meeting a legal obligation, or a legitimate interest that is balanced against your rights.

Where UK data protection law applies, our usual bases are:

You can withdraw consent at any time. Withdrawal does not affect processing that was lawful before you withdrew it.

5. Tools and service providers

Cal.com

We use Cal.com to manage appointment bookings. When you book, Cal.com processes details such as your name, email address, appointment selection, time zone and answers to booking questions. We use these details to arrange and manage the appointment, including confirmations and reminders.

Cal.com processes booking information on our behalf. Its own privacy policy also explains how it handles information when operating its platform: Cal.com Privacy Policy.

Klaviyo

We use Klaviyo to manage email subscriptions and send emails. Klaviyo processes contact information, subscription preferences and information associated with those communications on our behalf.

Where enabled, email measurement can record delivery, opens and link clicks. Optional website features can connect website activity with a subscriber profile. We use tracking features only where permitted by applicable law and obtain consent where required. You can contact us about email tracking preferences or unsubscribe from marketing emails.

More information: Klaviyo Privacy Centre.

Meta Pixel

We use Meta Pixel to measure the effectiveness of our Facebook and Instagram advertising and help show relevant CliniPeak adverts to people who have visited our website.

With your consent, the Pixel sends Meta information about your visit and relevant website actions, such as page views or configured enquiry and booking events. This can include webpage addresses, IP addresses, browser and device information, timestamps and cookie identifiers.

Meta may connect this information with information it already holds about you, including your Facebook or Instagram account, and use it for advertising measurement and personalisation under its own policies. This applies even though we do not receive access to your full Meta profile.

We do not use the Pixel to send the contents of enquiry or booking answers, patient records or sensitive health information to Meta.

More information: Meta Privacy Policy and Meta Cookies Policy.

6. Other sharing

Access to personal information is limited to people and providers who need it for the purposes described in this policy. This may include authorised staff or contractors, hosting and communications providers, and professional advisers.

We may also disclose information where required by law, to protect legal rights, or as part of a business transfer, subject to appropriate confidentiality and data protection safeguards.

We do not sell mailing lists or give your contact details to unrelated businesses for their own direct marketing. Advertising data sharing with Meta is described above.

7. International processing

We are based in South Africa. Our providers operate internationally, so your information may be processed in South Africa, the United States and other countries where those providers or their approved subprocessors operate.

Where applicable law requires safeguards for an international transfer, we use the relevant lawful transfer arrangements, such as contractual protections or recognised adequacy arrangements. You can contact our privacy contact for information about the countries involved and to request a copy of the relevant safeguards.

8. How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, taking account of legal recordkeeping requirements and the need to resolve disputes.

• Enquiry and booking records are kept while your enquiry or related discussions remain active. Afterwards, we retain only what is needed to meet a legal obligation or deal with a complaint or dispute.
• Client records are kept during the relationship and afterwards for the periods needed for legal, accounting and contractual purposes.
• Subscriber information is kept while your subscription remains active. We may keep a minimal suppression record after you unsubscribe so that we can respect your preference.
• Cookie expiry periods are explained in our Cookie Policy and Cookie Settings. Information collected through cookies may be held separately for the purposes described in this policy.

We review the need to retain information and delete or anonymise it when it is no longer needed.

9. Keeping information secure

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. No website or electronic communication system can guarantee complete security.

10. Your choices and rights

Depending on the law that applies to you, you may have the right to:

• Ask whether we hold information about you and request access to it.
• Ask us to correct inaccurate information or delete information we no longer have a lawful reason to hold.
• Object to processing, including processing for direct marketing.
• Request restriction of processing or a portable copy of information, where applicable.
• Withdraw consent.
• Complain to a relevant data protection authority.

To make a request, email info@clinipeak.com. We may need to verify your identity and will respond within the time limits required by applicable law. Some rights are subject to legal exceptions.

For South Africa, you can contact the Information Regulator at inforegulator.org.za, or lodge a POPIA complaint at POPIAComplaints@inforegulator.org.za. Telephone: +27 10 023 5200.

Where UK data protection law applies, you can contact the Information Commissioner's Office at ico.org.uk/make-a-complaint.

We welcome the opportunity to resolve concerns directly, but you do not have to contact us before exercising your right to complain to an authority.

11. Marketing preferences and cookies

You can unsubscribe from marketing emails using the unsubscribe link in an email or by contacting us. Booking confirmations, reminders and necessary service messages are separate from marketing subscriptions.

You can accept, reject or change optional website tracking through Cookie Settings. Please read our Cookie Policy for details.

12. Children

Our website and services are intended for adults acting in a professional or business capacity. We do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us.

13. Changes to this policy

We may update this policy as our services, tools or legal obligations change. The latest version will appear on this page with the revised date. Where required, we will notify you of material changes or seek fresh consent.