Legal Information & Policies | clinicalreasoning.io

Who we are

Dr QuickNotes LTD (“we”, “us”, “our”) operates clinicalreasoning.io and associated sub-domains. We are the controller of the personal data processed through this website unless we tell you otherwise. We are currently registered with the UK Information Commissioner’s Office under reference ZB346960.

• Email: team@clinicalreasoning.io
• Postal address: 107 Huddersfield Road, Brighouse, HD6 3RL, United Kingdom

Who this service is for

clinicalreasoning.io is a clinical reasoning education platform for medical professionals and trainees. It is provided for educational and professional development use only. It is not intended to direct patient care, it is not a medical device, and it is not intended for use by children. By creating an account, you confirm that you are at least 18 years old and are a qualified healthcare professional or a trainee in a recognised programme.

What personal data we collect

• Account and membership data: name, email address, password hash, membership level, membership status, billing status, and related account records.
• Professional profile data: optional information you choose to provide for verification or personalisation, such as role, training stage, place of work, learning goals, or professional registration details.
• Payments and subscription records: payments are handled by Stripe. We do not store full card details. We receive payment and subscription metadata such as transaction status, invoice references, and limited card details needed for reconciliation.
• Forms and communications: information you submit through Paid Memberships Pro checkout forms, Gravity Forms, feedback forms, contact forms, and support emails.
• Technical, security, and usage data: IP address, browser and device information, timestamps, referral data, server logs, and records of how pages and features are used.
• Cookies and similar technologies: consent preferences via CookiePal, and non-essential analytics or media technologies only where you opt in.

Why we use your data and our lawful bases

• Contract: to create and manage your account, deliver membership access, process payments, provide purchased services, and send essential service communications.
• Legitimate interests: to secure the site, prevent misuse, investigate incidents, respond to support requests, verify professional status where relevant, improve the platform, and maintain internal records.
• Legal obligation: to keep accounting, tax, fraud-prevention, and compliance records where required by law.
• Consent: for non-essential analytics, non-essential embedded media, and optional email updates or marketing where you choose to receive them.

If we test or re-enable another non-essential analytics tool in future, such as SiteBehaviour, we will only do so on a consent basis and will update this notice and our consent manager accordingly.

Analytics, embeds, and advertising

We currently use PostHog for analytics on a consent basis. PostHog may use cookies or local storage and may collect information such as page views, feature interactions, browser or device information, and IP-related metadata to help us understand how the site is used and improve it. We do not use analytics for targeted advertising and we do not sell your personal data.

We may embed or link to third-party content and services, including YouTube, Twitter/X, Telegram, official guidance websites, and external AI platforms. Non-essential embedded content is intended to remain blocked until you give consent through CookiePal. If you choose to interact with an external site or platform, that provider will handle your data under its own terms and privacy policy.

We may use large language models and similar tools internally to help draft or structure site content. We do not intend to send your personal data or patient-identifiable information to those providers as part of that internal content-creation workflow.

Who we share data with

We use service providers to operate the platform. Depending on the service you use, recipients may include:

• Hosting and infrastructure: Kinsta.
• Payments and billing: Stripe.
• Membership and website operations: WordPress and Paid Memberships Pro, running within our hosted environment.
• Forms: Gravity Forms, running within our hosted environment.
• Consent management: CookiePal.
• Analytics: PostHog, and any future consent-based analytics provider shown in our consent manager.
• Media and embeds: providers such as YouTube, Twitter/X, and Telegram where you choose to activate or view their content.

We use contracts and safeguards where appropriate and do not sell your personal data. If we later enable an external email-marketing provider, we will update this notice before using it for subscriber communications.

International transfers

Some providers may process data outside the UK. Where this happens, we rely on appropriate safeguards such as adequacy regulations, the UK International Data Transfer Addendum, or other lawful transfer mechanisms.

How long we keep data

• Account and membership records: while your account remains active. If you cancel a paid membership, your account may remain as a free/demo account unless you ask us to delete it.
• Account deletion requests: we aim to action deletion within 30 days, except where we must retain limited information for legal, tax, fraud-prevention, or record-keeping reasons.
• Payments and tax records: six financial years.
• Support emails and form submissions: usually up to 24 months, unless a longer period is needed for an ongoing issue or dispute.
• Server and security logs: typically 30 to 90 days.
• Consent records: up to six years.
• Analytics data: in line with our configured retention settings and periodic review schedule.

Your rights

You may ask us for access to your personal data, correction of inaccurate data, deletion, restriction, portability, or to object to certain processing. Where processing is based on consent, you can withdraw that consent at any time. We do not make solely automated decisions that have a legal or similarly significant effect on you.

To exercise your rights, email team@clinicalreasoning.io. We aim to respond within one calendar month, subject to the extensions permitted by law for complex requests. You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk.

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We use CookiePal to manage consent for non-essential cookies and similar technologies. Under UK PECR, we do not set non-essential analytics or media technologies until you opt in. This includes technologies that use cookies, local storage, or similar browser storage.

You can change your choices at any time via the “Cookie settings” link or control provided on the site. Withdrawing consent does not affect processing that took place before withdrawal.

Categories we use

We currently use PostHog as our analytics tool. If we switch analytics tooling or re-enable another consent-based analytics tool such as SiteBehaviour in future, the active technologies should be reflected in CookiePal and this policy will be updated.

For the most current list of active cookies and similar technologies, please refer to the live declaration presented through CookiePal on the site, as exact names and durations can change when plugins, providers, or configurations change.

Our membership and payment journey also relies on strictly necessary technologies connected with WordPress, Paid Memberships Pro, and Stripe checkout flows.

You can also control cookies through your browser settings, but disabling some strictly necessary technologies may affect core site functions such as login, membership access, or checkout.

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1. About these Terms: These Terms govern your use of clinicalreasoning.io and any membership or subscription you purchase through the site. By accessing or using the site, you agree to them.
2. Who may use the site: The site is intended for healthcare professionals and trainees aged 18 or over. You must not use the site if you are not legally able to enter into these Terms. You must not upload or submit patient-identifiable information.
3. Educational content only: The site is provided for educational and professional development use only. It does not provide clinical guidance and must not be relied on for live patient care, diagnosis, treatment, prescribing, or management. You remain responsible for your own professional judgement and for checking current official guidance, including NICE guidance, local protocols, and other authoritative sources.
4. AI-generated and AI-assisted content: We use generative AI and other automated tools to help create, structure, and refine parts of the site content. Such tools can produce errors, omissions, outdated material, or false statements. You must treat the content as educational material rather than a substitute for independent clinical reasoning.
5. Accounts and acceptable use: You must provide accurate information, keep your login details confidential, and use the site lawfully. You must not scrape, systematically extract, reverse engineer, redistribute, resell, or misuse the site, its data, or its content. We may suspend or terminate access where we reasonably believe these Terms have been breached. We may also deactivate inactive free or demo accounts after an extended period where reasonably necessary for security, maintenance, or platform administration, and will try to give notice where practicable.
6. Intellectual property: The site content is owned by or licensed to Dr QuickNotes LTD unless otherwise stated. You may use it for your own study, learning, CPD, and professional development, but you may not copy, publish, distribute, create derivative commercial materials from, or otherwise exploit it without permission.
7. Subscriptions, billing, cancellation, and refunds:
   • One-month free trial: Where offered, Premium membership begins with a one-month free trial from sign-up. If you cancel before the trial ends, Stripe should not take the first subscription payment.
   • Recurring billing: If you do not cancel during the trial period, the first payment is taken by Stripe at the end of the one-month trial and the membership then renews automatically unless you cancel before a future renewal date. Membership administration and access control are managed through Paid Memberships Pro within the site.
   • Founding-member discount pricing: Where a membership is offered with a lifetime percentage discount from the standard price, including 60%, 50%, 40%, or 30% off, that discount applies to the standard membership price in force at the relevant time. This means the discounted amount may increase or decrease if the standard price changes, while the percentage discount remains the same.
   • Cancellation: You can cancel from your account area at any time. Unless we tell you otherwise, cancellation stops the next renewal and you keep access until the end of any already-paid billing period.
   • Future AI-powered tools: Some future AI-powered, API-dependent, or other usage-based tools or features may be offered separately from the core membership or may be subject to additional charges, credits, usage limits, or fair use terms. We will make any such pricing clear before you incur those charges.
   • Digital content and statutory rights: The trial arrangement and any access we provide are in addition to any rights you may have under mandatory consumer law. If you ask us to begin supplying paid digital content or membership access immediately, you acknowledge that any statutory cancellation right you might otherwise have may be reduced or lost once supply begins, to the extent permitted by law.
   • Access after refund: If a refund is issued, we may remove or reduce access to paid content and membership features.
   • Billing queries or refund requests: Email team@clinicalreasoning.io from your registered email address. Where a refund is approved, we aim to process it within 10 working days.
8. Third-party services: Links, embeds, payment providers, media providers, external guidance sources, and external AI platforms are governed by their own terms and policies.
9. Availability and changes: We may update, improve, remove, or suspend features or content from time to time. We may also update these Terms. If changes are material and you have an account, we may notify you by email, in-product notice, or by posting an updated version on the site.
10. Disclaimers and liability: The site is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we exclude liability for indirect or consequential loss and we do not guarantee that educational content, including AI-assisted content, will always be complete, accurate, or up to date. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.
11. Governing law: These Terms are governed by the laws of England & Wales, and disputes will be subject to the courts of England & Wales unless mandatory law says otherwise.

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For educational and professional development use only. clinicalreasoning.io supports learning, CPD, reflective practice, and professional development. Nothing on this website constitutes clinical guidance, medical advice to any patient, or a substitute for independent professional judgement.

Much of the content is created, structured, or refined using large language models and related AI tools. These systems can generate inaccuracies, omissions, oversimplifications, or hallucinations. Content may therefore contain errors or become outdated.

The platform must not be relied on for real-time patient assessment, diagnosis, prescribing, or management. Clinicians remain responsible for consulting current national guidance, local policies, formularies, patient group directions where relevant, and any other authoritative source applicable to the clinical situation.

All clinical decisions and outcomes remain the responsibility of the qualified professional. To the fullest extent permitted by law, Dr QuickNotes LTD and its contributors are not liable for clinical decisions taken in reliance on this website.

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We want clinicalreasoning.io to be as accessible as reasonably practicable. We aim to improve accessibility over time and to follow WCAG 2.1 AA principles where practical, but we do not currently claim full WCAG 2.1 AA conformance across the site.

Known limitations

• Some parts of the platform are designed primarily for desktop or large-screen use and may be difficult to use on smaller mobile screens.
• Some complex interactive layouts, diagrams, or embedded tools may not yet work well with keyboard-only navigation or assistive technologies.
• Third-party embedded content, such as media or social embeds, may present accessibility limitations outside our direct control.
• Some legacy pages may still need improvement in areas such as heading structure, focus behaviour, or consistency of labels and controls.

What we are doing

We are reviewing the platform progressively and prioritising improvements that have the biggest impact on navigation, readability, responsive behaviour, and access to core educational content.

We aim to review this statement at least annually. Our next planned review date is by 14 March 2027.

Need help or an alternative format?

If you experience an accessibility barrier, email team@clinicalreasoning.io. Please tell us which page or feature caused difficulty and, if possible, what assistive technology or device you were using. We aim to respond within 10 working days and will try to provide information in an alternative format where reasonably practicable.

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