Last updated 17 August 2026
This policy covers this marketing website only. If you're an i-Clarity customer, the processing of your practice's and your patients' data inside the platform is governed by your customer agreement and data processing terms, not this page.
Who we are
i-Clarity is a practice management platform for optical and audiology practices, operated by [LEGAL ENTITY NAME] (company no. [XXXXXXXX]), registered at [REGISTERED ADDRESS]. For the purposes of UK data protection law, we are the data controller for the personal information described here.
You can contact us about privacy at [PRIVACY EMAIL] or via the contact page.
What we collect
Information you give us
- Discovery call and waiting list requests — your email address, and if you choose to add them, your name, practice name, number of locations, current system and message.
- Contact form messages — your name, email, practice name and whatever you write to us.
- Chat assistant conversations — anything you type into the "Ask i-Clarity" assistant (see Who we share it with below).
Information collected automatically
- Site analytics — we use Vercel Web Analytics and Speed Insights, which are cookieless. They record page views, referrers, country/region, device type and performance timings, and a small number of anonymous interaction events (for example, that a visitor clicked "Book a discovery call" or opened the chat). They do not identify you personally and set no cookies.
- Server logs — our hosting provider (Vercel) records IP addresses and request details for security and reliability, retained briefly.
- Browser storage — we use your browser's session storage (not cookies) to remember, for the current tab session only, that you've seen the homepage intro animation or dismissed a chat prompt. This is deleted when you close the tab and is not sent to us.
We do not use advertising trackers, do not buy or sell personal data, and do not profile visitors.
Why and on what basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Responding to a discovery call, waiting list or contact request | Steps at your request prior to a contract; and our legitimate interest in responding to enquiries |
| Answering questions via the chat assistant | Legitimate interest in providing helpful information; you choose what to share |
| Understanding how the site is used and keeping it fast | Legitimate interest — using anonymous, cookieless analytics so the impact on you is minimal |
| Security, fraud prevention and reliability of the site | Legitimate interest |
| Marketing emails | Consent — only if you ask to hear from us, and you can unsubscribe at any time |
Who we share it with
We use a small number of service providers to run this website. They process data on our behalf, under contract, and only for the purposes above:
- Vercel — hosting, and cookieless analytics/performance measurement. Vercel may process data in the United States under appropriate safeguards (UK IDTA / EU SCCs).
- Resend — delivers the emails generated when you submit a form (your enquiry is emailed to us).
- GPTMate — provides the "Ask i-Clarity" chat assistant. When you open the chat, your messages are sent to GPTMate to generate answers, and GPTMate may set its own cookies to run the widget. See our cookie policy and GPTMate's privacy information.
We may also disclose information where required by law, or to protect our rights, our customers or the public. We do not sell personal data.
How long we keep it
- Enquiries (discovery call, waiting list, contact) — for as long as needed to respond and follow up, and then for up to [24 months] so we have context if you come back, unless you ask us to delete sooner.
- Analytics — anonymous, aggregated; retained by Vercel per its plan terms.
- Server logs — briefly, for security.
- Chat conversations — retained per GPTMate's terms; we don't keep a separate copy unless you ask us to follow up.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to our processing, to data portability, and to withdraw consent where we rely on it. To exercise any of these, contact us at [PRIVACY EMAIL]. We'll respond within one month.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk — though we'd appreciate the chance to put it right first.
Security
The site is served over HTTPS. Form data is transmitted encrypted and delivered to a limited number of team members. We keep the number of third parties involved deliberately small.
Changes to this policy
If we change how we use your data, we'll update this page and the date at the top. Material changes will be flagged on the site.
Contact
Questions about privacy: [PRIVACY EMAIL] · [REGISTERED ADDRESS] · or the contact page.