MyHealthFollowup
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Privacy policy

Last updated 12 May 2026

Privacy for Cliniko-connected clinic email automation.

This policy explains how MyHealthFollowup handles personal information for clinic account holders and for patients whose information is used by a connected clinic. The product is designed to store clinic configuration and operational metadata, while keeping Cliniko as the source of truth for patient records. Clinics should also maintain their own privacy notices for patient care and Cliniko record handling.

InformationUseSharingAccess and complaints

Information We Handle

Appointment data can reveal health information. We treat patient identity, appointment context, templates, Cliniko identifiers, and delivery data as sensitive unless it is clearly operational-only.

Clinic usersNames, email addresses, login identity, workspace roles, billing authority, support requests, and audit records for account activity.
Clinic setupClinic name, timezone, sender and reply-to details, phone, website, booking link, templates, merge fields, and automation rules.
Cliniko connectionCliniko API keys are handled as backend secrets. The database stores secret references, fingerprints, status, verification metadata, and cached Cliniko setup data such as appointment types and practitioners.
Patient and appointment dataFetched from Cliniko when needed to match rules, schedule messages, render merge fields, or confirm send eligibility. This can include patient names, email addresses, Cliniko IDs, appointment time, appointment type, practitioner, appointment status, and communication preferences.
Email delivery dataScheduled-message state, test-send details, provider message IDs, delivery outcomes, skip reasons, bounces, complaints, and redacted operational logs.
Billing dataStripe customer, subscription, checkout, portal, invoice, trial, and plan metadata. Payment card details are handled by Stripe, not stored by MyHealthFollowup.

How We Use It

The clinic controls which templates and automations are created. MyHealthFollowup uses the information needed to run those workflows and support the clinic account.

Provide the dashboard, template import, preview, test-send, scheduling, delivery visibility, and billing features.
Verify Cliniko connections, load clinic metadata, and apply clinic-defined automation rules.
Send clinic-authored appointment, follow-up, recall, and preparation emails selected by the clinic.
Check current Cliniko appointment state and communication preferences before sending where those fields are available.
Troubleshoot support requests, investigate delivery problems, protect the service, and maintain audit history.
Manage trials, subscriptions, payment state, and account notices.

How We Collect It

MyHealthFollowup does not buy, rent, scrape, or upload patient marketing lists. Patient and appointment data comes from the clinic's connected Cliniko account.

From clinic users

When users create an account, connect Cliniko, enter clinic details, import templates, configure automations, send tests, manage billing, or contact support.

From Cliniko

When a clinic connects its Cliniko account and authorises MyHealthFollowup to read the data needed for appointment-based email workflows.

From service providers

From authentication, hosting, email delivery, billing, and infrastructure providers when they return the operational data needed to run the service.

Sharing And Processors

We use service providers to operate the product, and we do not sell patient data. These providers may include:
  • Cliniko, when reading connected clinic data under the clinic's API key.
  • AWS hosting, database, secrets, email delivery, backup, logging, and infrastructure services.
  • Clerk for production authentication and session management.
  • Stripe for checkout, subscription, invoice, billing portal, and payment handling.
  • Email providers and DNS/domain services needed to deliver and authenticate clinic emails.
  • Professional advisers, regulators, law enforcement, or courts where required or permitted by law.

Retention

Configuration, audit, billing, and delivery metadata are kept for product operation, troubleshooting, compliance, and account history. Rendered message content should not be retained as a long-term patient record. Where information is no longer needed, we aim to delete, de-identify, or minimise it where practical and lawful.

Security

We use backend secret handling, role checks, redacted operational views, audit logging, and late rendering to reduce unnecessary exposure. Production infrastructure is targeted to AWS in ap-southeast-2. Some providers may process or support data outside Australia as part of their normal operations.

Cookies And Local Storage

The product uses essential authentication, session, security, and dashboard state technologies. We do not currently run third-party marketing analytics in the production app. Cliniko API keys are not stored in browser local storage.

Access And Correction

Clinic users can ask to access or correct personal information held in MyHealthFollowup by contacting support. If a patient asks about information in Cliniko, we may direct the request to the clinic because the clinic controls the patient record and the Cliniko relationship.

Patient Preferences

The send path checks relevant Cliniko communication preference fields where available. Clinics remain responsible for ensuring each email is appropriate, permitted, and consistent with their own patient notices and consent settings.