Privacy policy

This Privacy Statement sets out the use of the Personal Identifiable Information (PII) by Clinicminds (“Clinicminds”, “we”, “us” and “our”) when you use the products or services we offer.

Please read this Privacy Statement carefully, and we recommend checking this page regularly to see if there have been any updates. We may amend this Privacy Statement from time to time, for instance, if the services rendered by us change. In case we change the Privacy Statement, such changes shall be published on its website.

This Privacy Statement was most recently amended on the date of publishing of this document 8th May 2024.

1. Who are we?

Clinicminds is a private company, having its statutory seat in Amsterdam, the Netherlands and registered under chamber of commerce number: 58343210.
The services we offer consist of providing a CRM and Electronic Medical Record (EMR) applications that is used by (aesthetic) cosmetic clinics as a manner to manage the day to day operation of the clinic.
Clinicminds has appointed a Data Protection Officer (DPO). Our DPO can be reached by e-mail for any privacy related questions at

2. Applicable legislation

We take your privacy seriously and treat all your personal information with great care. When processing your data, we act in accordance with the General Data Protection Regulation (GDPR) and where applicable also with the Health Insurance Portability and Accountability Act (HIPAA) and if applicable to our processing other (inter) national legislation regarding privacy protection.

3. Our data processing

We only process PII if we have a valid legal basis to do so and we never process PII for other purposes than we have received the information for. Below you will find a short description of our processed PII.

I. When you visit our website

On our website, we collect personal data in the following cases:

  • If you request a case study, demo, or subscribe to our blog;
  • If you use our Chatbot;
  • Via third party cookies.

In cases i and ii, we collect general contact information to contact you. Depending on the information you shared with us, this mostly consists of your name, e-mail address, phone number and any other information you provide us with when you contact us.
Information about possible personal data that is collected through third-party cookies. More information about cookies can be found under the heading cookies. We also collect information that your browser sends whenever you visit our Site (‘Log Data’). This Log Data may include information such as:

a) Your masked computer’s Internet Protocol (‘IP’) address,
b) Browser type,
c) Browser version,
d) The pages of our Site that you visit,
e) The time and date of your visit, and
f) The time spent on those pages and other statistics.

II. In offering our services

When using our provided services, we only process information provided to us by our customers that is necessary to provide our services to them. We do not disclose (medical) PII about individuals to third parties for commercial purposes and/or if this is not necessary in providing our services.

III. If you apply for a job with us / or are employed by us

If you apply for a job with us, we will process the information your provided us and save your CV for a maximum of 4 weeks. If agreed upon otherwise we can save your CV for a longer period (up to 1 year). If you are employed by us, we will process all information we are by law required to maintain.

IV. Contacting us

If you contact us we will process the information shared with us to respond to your enquiry and/or to improve our services.

V. Anonymized Data

We may process anonymized data for statistical and quality assurance measures.

4. Sharing of information

We may provide your personal information to third parties; if this is the case, we will only do so with your explicit consent. We do not share any personal information with third parties without your explicit consent unless we are obliged to do so on account of national or international laws, contractual obligations, case law and regulations or if we consider it necessary to do so in defense of our rights.

5. Information security

Regarding the PII we process in accordance with the HIPAA requirements we are required by law to maintain the privacy of protected health information. To do this we have taken various appropriate technical and organizational measures to protect your (personal) information against loss or any form of unlawful use. Your Personal Data is stored in the EU and/or in countries that comply with the GDPR adequacy decision.

6. Retention periods

We only use your information for the purpose, and within the context, you provided it to us. We retain the information we process per our legal obligations. Which means that we may keep for information for as long as necessary to fulfil the purpose we received this information for even if you no longer use our services. In such cases, we ensure that the data is retained in accordance with the legal requirements hereto and solely for the purpose of complying with that legal retention obligation. Where possible, we pseudonymise or anonymise the personal data that we retain.

7. Viewing, changing and deleting your Data

Under the GDPR and HIPAA you have a right to access your data, correct or remove it, or completely withdraw your consent for processing it at any time.
Objection to newsletters and direct marketing: if you no longer wish to receive newsletters and direct marketing from us by email or text message, you may opt out of receiving them by clicking on the unsubscribe link in any email or text message received. You may also unsubscribe by contacting us.
Such requests can be sent to our DPO: We will review your request, and we aim to provide you with the requested information within four weeks unless circumstances warrant a more extended period, in which case we will inform you.

8. Cookies

A cookie is a small file that is sent along with pages of this website and stored by your browser on the hard drive of your computer. The information it contains will then be sent back to our servers on your next visit.

By making use of cookies we ensure you of the following:

  1. Making it easier and more pleasant for you to navigate our website.
  2. During a visit your session preferences will be stored, so you do not have to re-enter the same information every time you visit the website
  3. You will not receive the same information every time you visit the website.
  4. We will measure the usability of our website to improve if necessary.
  5. We can offer you personalized advertisements and/or recommendations based on your interests.
  6. We can recognize the device you are using when you visit our website.

We use cookies from third-party partners such as Google and LinkedIn for measurement services, better targeting ads, and for marketing purposes. The cookies we use can change from time to time; please check this page frequently to see any possible amendment we have made.

Service name: Intercom
Function: Intercom is a customer relationship management and messaging tool for web app owners.
Use: This is used to offer you our Chatbot. We process this information with your explicit consent and it is not shared with third parties.

Service name: Google tag manager
Function: Essential cookie for the functioning of our website
Use: Site analytics

Service name: Typekit by adobe
Function: Essential cookie for the functioning of our website
Use: Site analytics and fonts

Service name: Linkedin analytics
Function: Commercial cookie
Use: Commercial purposes

9. Third-party links

Links from our Site to external websites do not operate under this Privacy Policy. For example, if you click on a link on our Site, you may be taken to a website that we do not control. These third-party websites may independently solicit and collect information from you, including personal and financial data. We recommend that you consult the privacy statements of all third-party websites you visit by clicking on the “privacy” link typically located at the bottom of the webpage you are visiting.

10. Automated decision-making

We do not make decisions based on automated processing on matters that can have (significant) consequences for people. These are decisions that are taken by computer programs or systems, without a person being involved.

11. Questions ?

If you are in any way unhappy about how we have handled your personal information or have any questions, then please contact us at
If you are not satisfied with our response or handling of your request, you have the right to contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) and possibly file a complaint.