Your patients' data

ClinicPilot never receives your patients' information. ClinicPilot is a desktop app. It reads your schedule, read-only, from Jane, Walnut EMR, Cliniko, Juvonno or Universal Office onto your clinic's own computer. It never writes into those systems.

Your clinic is the custodian

Patients, appointments, reports and notes stay on your clinic's computer, and in any encrypted backup files you choose to keep. Your clinic remains the custodian of that information. Sanskan Digital Services Inc., which operates ClinicPilot, does not receive, store or process it.

What does leave your computer

• A licence check, once a day. It carries a licence code only.
• Linking a computer to your account. A one-time code, a hashed secret, the computer's name and that copy's random number.
• A check-in, every time the app starts, at each setup step, and once a day. A random number for that copy of the app; the app's version and the type of computer; how far setup has got; your clinic's name, practice system and time zone; the clinic owner's name and email (before the clinic is made, the email of the person signing up, and the email typed on the app's first screen if one was); when the free trial ends; whether the computer is linked; which of our emails the app was opened from, if you pressed Open ClinicPilot on the download page; and totals only: how many patients, practitioners and visits in the last 30 days, and how many patients your desk reached and booked from ClinicPilot and what those bookings were worth. Never which patients: no name, contact detail or appointment. The app's update checks carry the same random number.
• Diagnostics, only when you press Send, after you see exactly what goes: the app version, the type of computer, which practice system you use, which switches are on, sync error codes, counts shown as ranges, and crash counts.
• AI help, unless the clinic owner switches it off: a report's column names with up to three example dates, amounts or statuses, and the shapes of your appointment titles with every name hidden. Never a patient's name, contact detail or row.
• Support messages you write, with patient names, phone numbers and email addresses removed on your computer first.

A privacy gate in the app blocks any request that contains a patient's name, phone number, email address or health-card number.

Messages to patients

ClinicPilot never messages or calls your patients. Your clinic sends offers from its own email, phone, WhatsApp or practice software, and is responsible for having each patient's consent.

Deleting it

Your clinic deletes its patients' information on its own computer: uninstall the app, then delete its data folder and your backup files. Your account on clinicpilot.net can be closed on request.

If your clinic used our earlier website version, its copy of your clinic's information, including patient information, stays on clinicpilot.net (hosted by Supabase in Canada) until you bring it into the desktop app. We will email you 30 days' notice before we delete any copy that has not been moved. See our Privacy Policy.

More detail is in our Privacy Policy and Terms of Service. If your clinic is outside Canada, see Clinics outside Canada, which forms part of this statement.

Contact

Sanskan Digital Services Inc., 6109 Starfield Crescent, Mississauga, Ontario, Canada. Legal notices: karthik@clinicpilot.net.

Our Privacy Officer: privacy@clinicpilot.net