Legal
Privacy Policy
- Effective 1 September 2026
- Version 1.0
- Previous versions
This policy explains what Deq does with your clinic's data and your patients' records. It is written to be read: short sections, plain language, and a summary where the wording gets dense.
What this covers
This policy describes how Deq handles personal data — your clinic’s staff accounts, and the patient records the clinic keeps in Deq. It sits alongside the terms of service and the data processing agreement in your order form. Where the data processing agreement and this page disagree, the agreement wins.
What we hold
Three things, kept apart: the account data a clinic gives us to set itself up, the patient data a clinic enters while working, and the operational logs Deq writes about itself. What the product does with each is described on the product page — this document covers only how the data is handled.
Roles and responsibilities
Yours
The clinic is the controller of patient data. You decide what is recorded, who may read it, and how long it stays — Deq acts on those instructions and does not make them for you.
Ours
Deq is the processor. We store and process patient data only to provide the service, we log every access to a record with who, when and what, and we are the controller for nothing but our own account and billing data.
Patient data
The commitments that follow from that are specific rather than aspirational:
- Patient data is stored encrypted, in the region named on your order form, and never leaves it.
- No patient data is used to train or evaluate machine-learning models, ours or anyone's.
- Support staff reach a clinic's data only on a request you raised, and that access appears in the same log you can read.
- Export is self-serve: full records in FHIR and CSV, documents as PDF, at no charge, at any time.
Cookies and analytics
Deq sets one cookie, and it is the session that keeps you signed in. There is no advertising network, no cross-site tracking and no third-party analytics inside the application. The marketing site counts page views without a cookie and without an identifier that follows you anywhere.
Sharing and retention
Patient data reaches a third party in three cases and no others, each under a processing agreement and each in the region named on your order form:
| Recipient | Purpose | Retention |
|---|---|---|
| Hosting provider | Runs the service | Life of the account |
| Messaging provider | Patient reminders | 30 days |
| Payment processor | Subscription billing | 7 years, statutory |
On termination we hold your data for 90 days so you can export it, then delete it and certify the deletion. Operational logs are kept for 12 months.
Your rights
Patients exercise their rights through the clinic, since the clinic is the controller; the clinic exercises them through Deq. In each case we respond within one month:
- Access — a copy of everything held about a data subject, in an open format.
- Rectification — correction of anything inaccurate, with the change recorded in the audit trail.
- Erasure — deletion of a record, subject to the retention that clinical law requires of you.
- Portability — the same export as (a), structured for another system to read.
- Objection — a stop on any processing that is not needed to run the clinic.
Changes and contact
When this policy changes, we email every clinic administrator at least 30 days before the new version takes effect, with a diff — not a notice that “the policy has changed”. Our data protection officer answers questions at privacy@deq.health, and you can complain to your supervisory authority at any time.
This page is a design template. Copy is illustrative and not legal advice — final wording comes from counsel.