Privacy Policy & Data Protection Notice

1. Information We Collect

We collect personal information directly from you when you register, complete questionnaire modules, log symptoms, or upload medical documents.

• Account & Contact Credentials: Your full name, email address, password hash, and optional National Insurance Number (NINO) if provided for form drafting.
• Special Category Data (Health & Medical Records): Clinical condition descriptions, symptom severity logs, mobility scores, daily living impact details, GP letters, and uploaded medical evidence files.
• Technical & Usage Analytics: Anonymised browser data, interaction timestamps, and consent records. Non-essential analytics (such as Google Analytics 4) are strictly opt-in and consent-gated.

2. Legal Basis for Data Processing (UK GDPR)

We process your personal information under the following lawful bases set out in the UK General Data Protection Regulation (UK GDPR):

• Contractual Performance (Article 6(1)(b)): Processing is necessary to deliver the MyPIPApp service, generate your PIP claim drafts, and maintain your private account workspace.
• Explicit Consent (Article 9(2)(a)): Special Category Data concerning your health, medical conditions, and disability impact is processed only with your explicit opt-in consent provided during signup and profile creation.
• Legitimate Interests (Article 6(1)(f)): Maintaining site security, preventing fraudulent auth attempts, and implementing edge rate limiting.

3. Data Sharing & Third-Party Processors

We do not sell, rent, or trade your personal or medical data under any circumstances. Data is shared only with trusted infrastructure providers operating under strict data protection agreements:

• Google Cloud / Firebase: Primary database (Cloud Firestore) and secure file storage (Cloud Storage) hosted in the europe-west4 region (UK/EU data residency compliant with AES-256 encryption at rest).
• Stripe Payments: PCI-DSS Level 1 certified payment processing for paid access tiers. Payment credentials are handled entirely by Stripe and never enter our servers.
• Sentry & Error Monitoring: Aggregated error diagnostics for software reliability (de-identified stack traces).

4. Data Security & Storage Controls

We enforce multi-layered security controls to protect your medical details:

• Strict App Check validation on all Firestore and Storage read/write queries.
• TLS 1.3 encryption for all data in transit and AES-256 encryption at rest.
• Role-based access rules ensuring users can read and write only their own records.

5. Data Retention & International Transfers

Your personal and medical records are retained for as long as your account remains active. All primary databases are located within the europe-west4 region, satisfying UK GDPR international transfer safeguards under Standard Contractual Clauses (SCCs) where applicable.

6. Your Statutory Rights & Account Deletion

Under the UK GDPR and Data Protection Act 2018, you possess full statutory rights over your personal data:

1. Right of Access: Request a complete export archive of all profile information, questionnaire responses, and symptom logs.
2. Right to Erasure (Zero-Touch Account Purge): You can trigger an instant, irreversible purge of your entire account, medical documents, and profile data via your Account Settings workspace.
3. Right to Rectification: Edit or correct any inaccurate personal details or clinical information directly in your profile settings.
4. Right to Revoke Consent: You can withdraw consent for optional analytics or health data processing at any time.

7. Contact Our Data Protection Lead

If you have questions regarding this Privacy Policy, wish to exercise your data rights, or want to raise a inquiry regarding health data processing, please contact us:

• Email: [email protected]
• ICO Registration / Helpline: You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.