Privacy Policy | Grounded CRM

1. Introduction

Grounded CRM ("we", "our", or "us") is committed to protecting your privacy and the privacy of your clients. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our practice management software designed for therapy professionals.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, practice name, and country of operation.

Client Data

You may store client information including names, contact details, appointment records, and clinical notes. You are the data controller for this information, and we process it on your behalf as a data processor.

Usage Data

We automatically collect information about how you interact with our service, including pages visited, features used, and error logs to improve our service.

3. How We Use Your Information

To provide and maintain our service
To send appointment reminders on your behalf
To process payments and manage subscriptions
To communicate with you about service updates
To provide customer support
To ensure security and prevent fraud

4. Data Security

We implement industry-standard security measures including encryption in transit and at rest, secure authentication, automatic session timeouts, and comprehensive audit logging. For US-based practitioners, we offer a Business Associate Agreement (BAA) for HIPAA compliance.

5. Data Retention

We retain your data for as long as your account is active. Upon account deletion, we will permanently remove all your data and your clients' data within 30 days, except where retention is required by law.

6. Third-Party Services

We use trusted third-party services to operate our platform:

Stripe for payment processing
Resend for email delivery
Zoom for video conferencing (optional integration)

7. Your Rights

You have the right to access, correct, or delete your personal data. You can export your data or request account deletion at any time through your account settings.

8. Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@groundedcrm.co.uk