Security and GDPR
Appointments, notes and treatment history are health data: special categories of personal data under the GDPR. Here you read exactly how ClinicBase handles them.
Where your data is
In the EU, with providers under a data processing agreement.
Google Cloud in the EU
The database is in Belgium and the Netherlands, files (such as invoices and logos) in the EU, and the server functions run in Belgium. Only signing in goes through a worldwide Google service.
Email through Brevo
Confirmations, reminders and invoices are sent through Brevo, a French service.
AI: only if you choose it
Setting up with AI only reads your public website, and when switching the AI only sees column names and masked examples, through Anthropic. Reception, the AI assistant on Pro, does work with your practice's data, including clients': only when you switch it on, and you can always switch it off. That is in the data processing agreement.
Who has access
Your clinic, and nobody else.
Access per clinic
Each clinic's data is kept apart. With every request the server checks that you are a member of that clinic; that is not only in the app, but in the rules of the database itself.
Not even the administrator
The administrator of ClinicBase sees in the app which clinics there are, not their clients or appointments.
Clients without an account
A client manages an appointment through a personal link in the email and only sees that one appointment. There are no client passwords that could leak.
Strong sign-in
Passwords of at least ten characters, two-step sign-in with an app (such as Google Authenticator), automatic sign-out after 30 minutes of no use, and a sign-in screen that does not reveal which email addresses have an account.
How it is protected
Encrypted, backed up and not changed unnoticed.
Encrypted
In transit (TLS) and at rest.
Daily backups
A backup of the database every day, kept fourteen weeks, and restore to the minute over the past seven days.
Not overwritten
An invoice is never overwritten, and files can be added from the browser, but not replaced or deleted.
Discreet emails
An email's subject line never names the treatment, so someone glancing at the inbox reads nothing.
Secrets apart
Keys for email and AI are kept in a separate Google vault, never in the code or the database.
NEN 7510, 7512 and 7513
Dutch care providers work to these standards for information security, exchanging data and recording who did what. Their suppliers are expected to take fitting measures too. This is where ClinicBase stands now.
What we do
Access per clinic and per role (owner or staff), enforced on the server. Two-step sign-in and automatic sign-out. Encrypted traffic and storage in the EU. Daily backups and restore to the minute. A log of changes per appointment and per client: who, what and when. And who opened a file: recorded by the server itself, so the app cannot skip it, and kept 5 years (NEN 7513); the owner sees it with the client. Invoices and filled-in forms that can no longer be changed. A data processing agreement with everything the GDPR requires, and our own security review of the whole app.
What we do not (yet)
ClinicBase is not certified for NEN 7510 or ISO 27001; we work along the lines of the standard. Two-step sign-in is a choice per user, not yet a requirement. Want to know more for your clinic, or have a questionnaire filled in? Please get in touch.
Your own part
Switch on two-step sign-in, for yourself and your staff. Give everyone their own login and do not share passwords. Lock the computers and phones you work with. And describe in your own policy how you handle client data; the data processing agreement with ClinicBase is part of that.
In writing
Who is responsible for what.
You are the controller, we process
For your clients' data you are the controller and ClinicBase is the processor. The data processing agreement (in Dutch) lays down what we may and may not do.
Data breaches
In a data breach you hear about it without undue delay, and within 48 hours after we know, with what you need for your report.
Your retention duty
You keep the medical file as Dutch law (WGBO) requires, and invoices seven years for the tax authorities. ClinicBase never deletes client data, appointments or invoices by itself.
Questions about privacy?
Read the privacy statement (in Dutch), or get in touch with us.