One email address, two stated purposes.

1. Who is responsible for your information

CliniRoo is operated by its founders. A limited company is being incorporated to hold the business. When that is done, this page will be updated to name the company, and the company will take over responsibility for information already collected. Nothing about how your information is used will change because of it.

For anything on this page, write to privacy@cliniroo.com. It reaches a person, not a queue.

2. What we collect

Two things, and they are not connected to each other.

When you sign up to be notified

• Your email address. Required, because it is the thing we are asking for.
• What you are preparing for. Optional. One of four choices: a specialty selection interview, medical school exams, a college examination, or not decided yet. It tells us which bank to tell you about first.

When you visit the site

• Aggregate page statistics — everyone. Which page was requested, which site you arrived from, your country, device type and browser. This is counted, not stored against you. There is no cookie and no identifier that follows you to other sites, which is why it does not need your permission.
• Google Analytics — only if you accept it. If you accept the cookie banner, Google Analytics records the pages you view, roughly where you are, your device and browser, and how you arrived. It sets cookies containing a random number so that two page views in the same visit are recognised as the same visit. That number is not your name and we cannot turn it back into you, but it is an identifier, which is exactly why we ask first. If you decline, none of it loads and no cookie is set. See section 8.
• Standard server logs. Our host records requests, including IP addresses, to keep the site up and to block automated abuse. We do not use these logs to build a picture of you.

3. What we do not collect

No accounts and no passwords. No payment details — nothing is on sale yet, and when it is, card details will be handled by a payment provider and never touch this site. No advertising pixels, no social network trackers, no data bought from anyone else.

We do not advertise to you anywhere, and Google Analytics is deliberately set up so that it cannot help anyone else do it either. Google’s advertising features — the ones that let analytics data feed ad targeting and audience building — are switched off on our property, so nothing collected here is used to follow you around the internet or to build an advertising profile. The only thing we do with it is count and compare pages.

We also do not collect health information, your examination results, or anything about your training record. Please do not send them to us. We have no reason to hold that material, and holding it would place obligations on both of us that this list does not need.

4. Why we use it, and on what basis

We do not make any automated decision about you. There is no profiling, scoring, or ranking of the people on this list.

5. What we will email you

First, one email asking you to confirm your address. You are not on the list until you click the link in it. If you never click, we cannot email you at all — our email platform will not send to an unconfirmed address, and we have no way to override that. We clear unconfirmed addresses at least every three months, and you can ask us to remove yours sooner.

Then new guides as we publish them, and one email when the first question bank opens. We do not publish to a schedule, so there is no weekly or monthly rhythm to expect. You hear from us when there is something new to read. That is the whole promise on the form, and it is the whole promise here.

If we later want to send anything beyond that, such as study material or anything about pricing, we will ask you first, in a separate email, and you will have to say yes. Silence will not be treated as agreement.

Every email carries a one-click unsubscribe. Unsubscribing stops all email immediately, but it marks your record cancelled in our email platform rather than erasing it — that is how the platform works, and we would rather say so than claim otherwise. If you want the record actually deleted, ask us and we will delete it. See your rights.

6. Where it is held, and who can see it

• Kit (Kit.com, formerly ConvertKit) holds the sign-up list and sends the emails. Kit is a United States company and your address is stored in the United States. Kit acts on our instructions only, under a data processing agreement; transfers out of the UK and EU rely on the UK extension to the EU–U.S. Data Privacy Framework or the standard contractual clauses. Kit’s terms are at kit.com/dpa.
• Cloudflare hosts this site. Cloudflare is a United States company operating a global network, so your information may be processed outside Australia, including in the United States. Your sign-up does not pass through Cloudflare — your browser sends it to Kit directly, which means Kit receives your IP address as part of that request.
• Googlereceives the analytics data described in section 2 — but only if you accepted the cookie banner. If you declined, or have not answered, Google receives nothing at all from this site and no request is made to it. Google is a United States company and the data is processed on its global network, including in the United States; transfers out of the UK and EU rely on the UK extension to the EU–U.S. Data Privacy Framework and the standard contractual clauses. Google acts as our processor under its processor terms. Your email address is never sent to Google — the sign-up list and the analytics are entirely separate systems.
• CliniRoo’s founders. We are based in the United Kingdom, so the list is accessed from there. We tell you this because you are entitled to know which countries your information travels to, not because it changes what we do with it.
• Nobody else. We do not sell the list, rent it, share it with other companies, or use it to advertise to you anywhere else. If that ever changes, we will ask you before it does — not tell you afterwards.

We may disclose information if the law requires it. If that happens and we are permitted to tell you, we will.

7. How long we keep it

An unconfirmed address cannot be emailed and is cleared at least every three months.

Once confirmed, your email address stays on the list until you ask us to remove it, or until the list has served its purpose and is deleted. If you unsubscribe without asking for deletion, the record stays in Kit marked cancelled so that you are not accidentally re-added — ask us and we will delete it outright. If CliniRoo does not launch, the list is deleted rather than kept, sold, or passed on.

Server logs are kept for a short period for security purposes and then discarded. Aggregate page statistics contain nothing that identifies you, so they are kept as counts.

Google Analytics data, if you accepted it, is held by Google for no more than 14 months and then deleted automatically. The cookies themselves expire on your device within two years, and sooner if you clear them or decline through cookie settings, which removes them immediately.

8. Cookies

There are two ways this site counts visits, and they are not the same kind of thing. The difference is the whole reason there is a banner.

Counting without cookies — always on

Our host’s analytics counts page views without setting any cookie and without any identifier that follows you. Nothing is stored on your device and nothing distinguishes you from anyone else, so there is nothing to consent to and no way to opt out of a count that does not know who you are. This runs whatever you choose below, which is deliberate: it means declining Google Analytics does not make you invisible to us, and our visitor numbers do not depend on how many people agreed to be tracked.

Google Analytics — only if you say yes

Google Analytics sets cookies, so we ask first. Until you accept, nothing from Google is loaded on this site at all — not the script, not a cookie, not a silent request. Declining is not a setting that suppresses something already running; it means the code never executes.

If you accept, Google sets cookies named _ga and _ga_ followed by a code for our property. They hold a randomly generated number that lets Google tell one visit from another and recognise a returning browser. They expire within two years.

Changing your mind is one click. “Cookie settings” at the bottom of every page reopens the choice. Declining after having accepted stops the collection and deletes the Google cookies from your device rather than simply leaving them there. We are required to make withdrawing as easy as agreeing, and we would rather it were easier.

The two we set regardless

Our host may set a strictly necessary cookie to tell real visitors apart from automated traffic and to keep the site secure. It does not follow you to other sites and is not used to build a profile.

We also store your answer to the banner on your own device, in your browser’s local storage, so that we are not asking you the same question on every page. It records only your choice and the date you made it. It never leaves your browser, and clearing your browser data removes it — after which the banner will ask again, because as far as the site is concerned you have not answered.

9. Security

The site is served over HTTPS. The sign-up list sits in access-controlled storage, and the accounts that can reach it are protected by multi-factor authentication. Access is limited to the founders — there is no wider team with a view of it.

No system is perfectly secure, and we are not going to claim otherwise. If information about you is exposed in a way that is likely to cause you harm, we will tell you what happened, what was affected, and what to do about it.

10. Your rights

Whatever your rights are in law, the practical position is the same: ask us and we will do it. One email to privacy@cliniroo.com is enough, and you do not need to give a reason.

If you are in Australia

You can ask what we hold about you, ask us to correct it, and ask us to delete it. CliniRoo is currently a small business, below the turnover threshold at which the Privacy Act 1988 (Cth) applies automatically. We follow the Australian Privacy Principles anyway, and we will keep following them as the business grows into them. We would rather tell you that plainly than imply an obligation we do not yet carry.

If we handle something badly, tell us first and we will try to fix it. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

If you are in the United Kingdom or the European Economic Area

You have the right to access your information, correct it, have it erased, restrict or object to how we use it, receive a copy in a portable form, and withdraw your consent at any time. Withdrawing consent does not affect anything done before you withdrew it.

There are two consents on this site and they are withdrawn in different places. For emails, the unsubscribe link in any email, or one message to us. For analytics cookies, “Cookie settings” at the bottom of any page — see section 8. Neither requires a reason and neither costs you anything else on the site.

You can also complain to the Information Commissioner’s Office at ico.org.uk, or to the supervisory authority in your own country.

11. Age

This site is written for medical students and doctors in training, and is intended for people aged 16 and over. We do not knowingly collect information from anyone younger. If you believe a younger person has signed up, tell us and we will remove the address.

12. Changes to this policy

This page carries the date it was last updated. Small corrections will appear here with a new date. If we change something that materially affects what happens to your information, we will email the list before the change takes effect, not after.

13. Contact and complaints

Write to privacy@cliniroo.com. We aim to reply within a few days, and within 30 days at the outside.

If you have asked us to do something with your information and we have not done it, say so in a reply and it will be escalated to a founder directly. If that still does not resolve it, the OAIC and the ICO are listed in section 10.