Legal Information & Policies | clinicalreasoning.io
Controller: Dr QuickNotes LTD (company no. 08386826), registered in England & Wales.
Registered office: 107 Huddersfield Road, Brighouse, HD6 3RL, United Kingdom
Contact: team@clinicalreasoning.io
Jurisdiction: England & Wales
Audience: Medical professionals and trainees (not for the general public)
1) Privacy Policy (UK GDPR)
Last updated: 15 September 2025
Who we are
Dr QuickNotes LTD ("we", "us") operates the educational platform clinicalreasoning.io and associated sub‑domains. We are the controller for personal data processed via our websites unless stated otherwise.
- Contact: team@clinicalreasoning.io
- Postal: 107 Huddersfield Road, Brighouse, HD6 3RL, United Kingdom
What this notice covers
This notice explains what personal data we collect, why we collect it, the lawful bases for doing so, how long we keep it, who we share it with, international transfers, your rights, and how to contact us or the ICO. We name key third‑party providers and categorise the rest to keep the policy clear and maintainable, in line with UK GDPR requirements.
Who the service is for
The platform is an educational resource for medical professionals and trainees; it is not for the general public and is not a clinical decision‑making tool or medical device. We do not knowingly collect data from children under 16. By creating an account, you confirm that you are a qualified medical professional or trainee and are at least 18 years of age.
Data we collect
- Account & membership
- Name, email address, and password hash.
- Membership level and payment status.
- Optional professional details you provide for verification and personalisation (e.g., role, place of work, learning goals, professional registration details). You can remove or edit these details from your account page at any time.
- Payments
- Payments are processed by Stripe; we do not store your card data. We only receive transaction metadata (status, last four digits, expiry date) for reconciliation.
- Invoices and tax records are retained for six financial years to comply with UK law.
- Forms & support
- Content you submit via our membership sign‑up forms (processed by Paid Memberships Pro), our feedback and contact forms (provided by Contact Button), and any support communications sent directly to our email address.
- Usage & device data
- Essential technical data like your IP address is collected in server logs for security.
- We use SiteBehaviour for analytics. This service stores an anonymous visitor ID in your browser's local storage to help us recognise returning users and understand how our site is used. This requires your consent via our cookie banner.
- We do not build personal profiles for advertising.
- Embedded content & external services
- We embed educational content from third parties like YouTube and Twitter/X. These services may process personal data when you interact with them, but we use a content blocker that prevents them from loading until you provide consent.
- We also provide links to external Large Language Model (LLM) platforms with suggested educational prompts. We are not involved in any data processing that occurs between you and these external platforms.
- Our own website content is sometimes generated using LLMs (e.g., OpenAI, Anthropic, Google). This is an internal process, and we do not send any of your personal data to these providers.
Why we collect data (purposes & lawful bases)
- To fulfil our Contract with you:
- Create and manage your account and membership.
- Provide access to gated educational content.
- Process payments and invoicing.
- For our Legitimate Interests:
- Verification of professional status (optional, primarily for beta or promotional access).
- Responding to support requests and feedback.
- Improving and securing the site (using analytics, security logs, and diagnostics). We have conducted a balancing test to ensure our interests do not override your rights.
- With your Consent:
- Direct marketing (if any), which you can opt out of at any time.
Important: We do not request or process patient data or other special category data. Please do not submit any patient‑identifiable information.
Who we share data with (processors & recipients)
We engage third‑party processors to run our platform. Key providers are listed below:
- Hosting & infrastructure: Kinsta.
- Payments: Stripe.
- Membership management: Paid Memberships Pro (runs on our servers).
- Forms & support: Contact Button (processes submissions from our contact forms).
- Analytics: SiteBehaviour (EU‑hosted).
- Media & embeds: YouTube, Twitter/X, Telegram (blocked until you consent).
- Generative AI providers: OpenAI, Anthropic, Google, etc. (used for our internal content creation only). We do not accept patient‑identifiable information via the site and do not send your personal data to LLM providers.
We have appropriate data processing agreements in place and do not sell your personal data.
International transfers
Some providers may process data outside the UK/EEA. Where this happens, we use appropriate safeguards like the UK Addendum to EU Standard Contractual Clauses or adequacy decisions to protect your data.
How long we keep data (retention)
- Account & membership data: When you cancel a paid subscription, your account is converted to a free/demo account. You can request full account deletion at any time; we will erase account data within 30 days, except information we must retain for legal obligations (e.g., tax records kept for 6 financial years).
- Payments & tax records: For six financial years.
- Consent logs: Up to six years.
- Support emails & form entries: Up to 24 months.
- Server logs: 30–90 days.
Your rights
You have rights of access, rectification, erasure, restriction, portability, and objection. You also have the right to withdraw consent and the right not to be subject to solely automated decisions that have a legal or significant effect on you. To exercise your rights, please contact us at team@clinicalreasoning.io. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at https://ico.org.uk.
3) Terms of Use
Last updated: 15 September 2025
- About these Terms: These Terms govern your use of clinicalreasoning.io. By using the site, you agree to them.
- Who may use the site: The site is for medical professionals and trainees only. By creating an account, you warrant that you are a qualified medical professional or trainee in a recognised programme, are at least 18 years of age, and have the capacity to enter into these Terms. You agree not to submit patient‑identifiable information to the site.
- Nature of content (educational only): All content is for educational purposes. We use generative AI (LLMs) to create much of the content, which can produce errors, omissions, or "hallucinations". This content is not medical advice and does not replace professional judgement. You remain responsible for consulting official sources and making your own clinical decisions.
- Accounts and acceptable use: You must provide accurate information and keep your credentials confidential. You agree not to scrape, reverse engineer, or misuse the site. We may suspend or terminate access for any breach.
- Intellectual property: All site content is owned by or licensed to Dr QuickNotes LTD. You may view it for your personal professional education but may not reproduce or redistribute it without permission.
- Payments, subscriptions and refunds:
- Subscriptions: Memberships renew automatically via Stripe until you cancel your subscription in your account area. You will retain access until the end of the current billing period; we do not provide pro‑rata refunds for partial months.
- 30‑Day Money‑Back Guarantee (First Purchase): You may request a full, no‑questions‑asked refund within 30 days of your first payment. This guarantee applies only once per customer and does not apply to subscription renewals or plan upgrades/downgrades.
- Content Access: If you request a refund, we may revoke access to gated content immediately once the refund is issued.
- How to Cancel or Request a Refund: You can cancel your subscription at any time in your account section. To request a refund under our 30‑day guarantee, please email team@clinicalreasoning.io from your registered email address. We aim to process refunds within 10 working days.
- Third‑party services: Embedded or linked services (e.g., YouTube, external guidelines, LLM providers) are subject to their own terms and policies.
- Disclaimers and limitation of liability: The site is provided "as is". We do not warrant that AI‑generated content is error‑free. To the extent permitted by law, we exclude liability for indirect or consequential loss. Nothing in these Terms limits liability that cannot be excluded by law.
- Changes to Terms: We may update these Terms from time to time. Material changes will be notified on the site.
- Governing law: These Terms are governed by the laws of England & Wales.
4) Medical / Educational Disclaimer
All information on this website is for general educational purposes only and is aimed at medical professionals and trainees. It is not medical advice and does not replace professional judgement.
We use Large Language Models (LLMs) to generate and structure much of our content. LLMs can produce hallucinations (false information) due to training data limitations and the auto‑regressive nature of the models. Such hallucinations may lead to inaccurate diagnostic or therapeutic information and reinforce flawed reasoning. Consequently, the content on this site may contain errors, omissions or outdated information.
Clinicians remain responsible for consulting current national guidance (e.g. NICE), local policies and patient group directions, and for applying professional judgement. Dr QuickNotes LTD, its authors and contributors are not liable for clinical decisions or outcomes arising from use of this website.
5) Accessibility Statement (WCAG 2.1 AA)
We are committed to making our content accessible. Our goals include using semantic HTML, ensuring sufficient colour contrast, providing captions where feasible, and avoiding auto‑playing motion.
Our site has been designed primarily for desktop use to support complex clinical reasoning workflows. We acknowledge this presents significant accessibility challenges on mobile devices and with assistive technologies. We are committed to improving this experience and are actively reviewing our development roadmap to prioritise key accessibility enhancements. We appreciate your patience while we work to improve. If you experience any barriers, please contact us at team@clinicalreasoning.io. On request, we will provide materials in an alternative accessible format where reasonably practicable. We aim to respond to accessibility requests within 10 working days.