Privacy Policy

1. Who we are

ResolveIQ Platform Ltd (Company No. 17166100) operates the ResolveIQ Platform, including ClinIQ and LegalIQ. We provide AI-assisted clinical documentation and medico-legal report tools for independent healthcare practitioners.

For all data protection matters, contact us at: support@resolveiqplatform.com

2. What this policy covers

This policy explains how we collect, use, store, and protect personal data when you use:

• ClinIQ — AI-assisted clinical reasoning and documentation for osteopaths, physiotherapists, and chiropractors
• LegalIQ — AI-assisted medico-legal expert report generation for independent clinical practitioners

This policy covers two categories of person: practitioners (registered platform users) and patients (individuals whose clinical data is processed through the platform by their practitioner).

3. Data we collect

Practitioner account data:

• Full name, email address, password (hashed — never stored in plain text)
• Profession, registration number, regulator
• Practice name and location
• Subscription type and billing status

Clinical data (entered by the practitioner):

• Patient name and date of birth
• GP name and practice
• Presenting complaint, clinical history, examination findings
• Working diagnosis, treatment plan, governance notes
• Red flag assessments and Second Look governance records

Medico-legal data (LegalIQ only):

• Instructing firm and fee earner details
• Claimant name, date of birth, proceedings reference
• Documents received, questions asked, full LMR report content
• Gate check records and PDF generation audit log

Usage data:

• Audit log entries (actions taken, timestamps) — no browsing or tracking data

4. How we use your data

We use personal data only for the purposes for which it was provided:

• To operate and deliver the ClinIQ and LegalIQ platform features
• To generate clinical reasoning records, plain language guides, and medico-legal reports
• To maintain an audit log for clinical governance purposes
• To manage your subscription and account
• To respond to support requests sent to support@resolveiqplatform.com

We do not use patient data for any purpose other than generating the clinical or medico-legal record requested by the practitioner.

5. AI processing — Anthropic Claude

ClinIQ and LegalIQ use Anthropic's Claude AI model to generate clinical and medico-legal documents. When a practitioner submits session data, that data is transmitted to Anthropic's API for processing.

The AI generates structured documents from clinical notes entered by the practitioner. The AI does not make clinical decisions. All outputs are reviewed and are the responsibility of the practitioner.

For more information about Anthropic's data practices, see anthropic.com/privacy.

6. Data storage and security

All data is stored in a PostgreSQL database hosted by Railway in the EU West (Frankfurt) region. Data does not leave the EU/EEA except when transmitted to Anthropic's API for processing (covered by our DPA).

• Passwords are hashed using scrypt — never stored in plain text
• Authentication uses signed tokens with 7-day expiry
• All connections use TLS encryption in transit
• Database access is restricted to the platform application only
• Railway provides daily automated backups

7. Data retention

Clinical records and medico-legal reports are retained for as long as your practitioner account is active, and for a minimum of 7 years after account closure to satisfy clinical record-keeping obligations under UK law.

Audit log entries are retained for 7 years.

If you close your account and request deletion, we will delete your personal account data within 30 days. Clinical records involving patient data will be retained for the minimum legally required period.

8. Your rights under UK GDPR

As a data subject under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion of your data (subject to legal retention obligations)
• Restriction — request that we restrict processing of your data
• Portability — request your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — at any time, without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at support@resolveiqplatform.com. We will respond within 30 days.

If you are dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Patient data — note for practitioners

Practitioners using ClinIQ or LegalIQ are responsible as data controllers for the patient data they enter into the platform. ResolveIQ Platform Ltd acts as a data processor on behalf of the practitioner.

Practitioners must:

• Obtain appropriate consent from patients before processing their data through the platform
• Use the platform-provided consent form or an equivalent that covers AI processing
• Inform patients that their clinical data may be processed by an AI system (Anthropic Claude) for the purpose of generating their clinical record
• Retain signed consent forms in the patient record

A patient consent form is available to generate directly within the ClinIQ platform.

10. Third parties

We share data only with the following third parties, solely for the purpose of operating the platform:

• Anthropic — AI processing under Data Processing Agreement
• Railway — database and application hosting, EU West Frankfurt

We do not sell data. We do not share data with advertisers. We do not use data brokers.

11. Cookies

The ResolveIQ Platform does not use tracking cookies, advertising cookies, or analytics cookies.

The only session data stored in your browser is an authentication token held in session storage (not a cookie). This token is automatically cleared when you close the browser tab. It is not accessible to third-party scripts and is not transmitted to any party other than the ResolveIQ Platform server for authentication.

12. Changes to this policy

We may update this policy from time to time. When we do, we will update the date at the top of this page. Material changes will be communicated to registered practitioners by email.

Continued use of the platform after a policy update constitutes acceptance of the revised policy.

13. Contact

ResolveIQ Platform Ltd
Company No. 17166100
Email: support@resolveiqplatform.com

For data protection matters, contact us at the above address. We aim to respond to all privacy-related enquiries within 5 working days.