Privacy policy

This policy explains how Whenaro handles personal information. It covers two different relationships, and keeping them straight is the whole point of this page:

Your clinic is in charge of its clients' information. When a clinic uses Whenaro, the clinic is the one deciding why and how a client's personal health information is collected and used. Whenaro is the service provider that processes that information on the clinic's instructions — we do not decide what is collected, we run the system the clinic has chosen. Our duties as a service provider are set out in the Data Processing Addendum each clinic signs, and the companies that help us run the service are listed on our subprocessors page.

This page is mostly about us. The rest of it describes the personal information we collect as a company — about the people who run clinics and use the product — and how we look after it. It does not restate the privacy policy each clinic publishes for its own clients; that is the clinic's document, linked from its own website.

Information we collect as a company

When you create an account, start a trial, or talk to us, we collect:

Account and contact details — your name, work email, the clinic you run, and the phone number you give us, so we can reach you and keep the account secure.
Billing details — if you pay for a plan, your billing address and the card or bank details needed to charge you. Card numbers are handled by our payment processor, not stored on our servers in full.
Support conversations — the messages you send us and anything you attach, so we can help. Please keep patient information out of support emails; a first email never needs anybody's health details.
Technical information — like the IP address, browser and pages you visit, collected to keep the service secure, understand what is used, and see how the site performs.

How we use it

To provide, secure and support the service, and to bill you.
To answer your questions and improve the product.
To meet our legal and contractual obligations, and to protect the rights and safety of our users, our company and the public.

We do not sell your personal information. We do not use a clinic's client information for our own marketing. We only share information outside our company for the reasons a service provider may: the subprocessors we list, a law or court order, or a business transfer such as a merger or sale of the company.

Cookies

Our marketing site uses a small number of cookies and similar technologies to keep you signed in, remember preferences and understand how the site is used. You can control cookies in your browser settings. Blocking them will not stop you using the product, but some things — like staying signed in — need them to work.

How long we keep it

We keep personal information about you for as long as your account is active, and for a reasonable period afterwards so we can answer questions and meet legal obligations. We keep a clinic's client information for as long as the clinic keeps it in Whenaro and according to the clinic's own retention obligations. Details are in our reliability page.

Your choices and rights

You can ask us at any time to tell you what personal information we hold about you, to correct it, or to delete it, and you can close your account. If you are in Canada, you also have the rights PIPEDA gives you, including to withdraw consent to our processing of your information and to complain to the Office of the Privacy Commissioner of Canada. If you are a clinic client and want a copy of your health record, that request goes to your clinic, not to us — your clinic is the one that holds it.

Security

We protect data with encryption in transit and at rest, role-based access controls, and multi-factor authentication for administrative accounts. No system is perfect, and if a breach affects your information we will notify you and the relevant regulator as the law requires. More detail is on our security page.

Contact us

Questions about this policy, or a request about your information, reach us at privacy@whenaro.com. We aim to reply within a few business days. General questions go to hello@whenaro.com.

Last reviewed September 2026.