Privacy policy

Pelvilog helps pelvic health clinics run bladder and bowel diaries. Clinicians send a diary link, patients fill it in on their phone, and Pelvilog turns the entries into a report. This policy explains what information that involves, where it goes and how long we keep it.

There are two groups of people this applies to: clinics and their staff, who have Pelvilog accounts, and patients, who keep a diary at their clinic's request. If you're a patient, section 9 is written for you.

1. Who we are

Pelvilog is operated from New Zealand. You can contact us at hello@pelvilog.com.

For patient information, your clinic is the agency responsible for it, and we handle it on the clinic's behalf. Our Data Processing Agreement sets out that relationship in detail.

2. What we collect

About clinics and their staff

• Clinic details: clinic name, timezone, logo, online booking link, and settings such as how long to keep diary data.
• User accounts: the name, email address and role (admin or clinician) of each person in your team, and whether they've been invited or are active. Passwords are hashed, never stored in plain text.
• Cliniko staff: if you connect Cliniko, we copy the names, email addresses and roles of your Cliniko users each day, so your admins can invite them. Nobody is emailed until an admin sends their invitation.
• Sign-ups: when someone signs up, we hold their name, email address and clinic name until they confirm their email. Unconfirmed sign-ups are deleted after 2 days.
• Cliniko API key: if you connect Cliniko. Encrypted at rest and only decrypted when Pelvilog talks to Cliniko.

About patients

• Patient details: name and email address, and optionally age, sex and weight. These come from Cliniko or are entered by the clinician. Age and weight are used for some report calculations. If the patient was found in Cliniko, we also keep their Cliniko patient ID so the report can be uploaded to the right file.
• Diary entries: what the patient logs, such as drink times, amounts and types, urine volumes, urge ratings, leaks, bowel motions with stool type and effort, medication or fibre, waking and sleeping times, and any comments they add.
• Clinician notes: anything the clinician writes on the diary while reviewing it.
• The diary link: each patient's link contains a random code. We store only a one-way hash of that code, so the link itself can't be recovered from our database.

Technical information

• Server logs: our servers record technical events such as errors and requests to Cliniko. These are designed to hold record IDs rather than patient details. Logs of requests to Cliniko record which part of the Cliniko API was called, not the data sent or received, and are kept for 14 days.

3. How we use it

We use this information only to provide Pelvilog to your clinic:

• to email patients their diary link
• to save diary entries and calculate the report, including charts, averages and clinical flags
• to let the treating clinician know when a diary is ready to review
• to confirm sign-ups and send team invitations
• to upload the report, and optionally a draft treatment note, to the patient's file in Cliniko, either when a clinician asks us to or, if your clinic turns it on, as soon as the patient finishes
• to run your account, provide support and keep the service secure

We don't use patient information for anything else. We don't sell it, use it for marketing, or use it to train AI models. Pelvilog does not send diary data to any AI service.

4. How long we keep it

Diary data is deleted automatically. Each clinic chooses how long to keep diaries, from 7 to 365 days, with a default of 90 days. The clock starts when the diary is completed, or when the patient's link expires if it was never completed. When that period ends, the diary, its entries, the patient's details and any clinician notes are deleted together.

Once a report has been uploaded to Cliniko, Cliniko holds the clinical record. The copy in Pelvilog is a working copy that expires on the schedule above.

We keep daily database backups for 7 days, so deleted data can remain in a backup for up to a week before it is overwritten.

Clinic and user account details are kept while your account is open. To close your account, email hello@pelvilog.com and we'll delete your clinic's data from our systems, subject to the same 7-day backup cycle.

5. Where your information is stored

The Pelvilog application, database and backups are hosted in Australia. Australian hosting is subject to the Australian Privacy Act 1988, which we consider to provide comparable safeguards to those required under the New Zealand Privacy Act 2020 for information stored outside New Zealand.

The main exception is email. Diary invitations are sent through Postmark, which processes email in the United States. An invitation email includes the patient's first name, their email address, your clinic's name, the type of diary and the start date. Sign-up confirmations and team invitations also go through Postmark, with the recipient's name and email address and your clinic's name. Diary entries and reports are never sent by email. The "ready to review" email to your clinic doesn't include the patient's name.

6. Service providers

We use these providers to run Pelvilog. Each one gets only what it needs for its part of the service.

• BinaryLane (Australia): application and database hosting, and daily backups.
• Postmark (United States): sending emails, including diary invitations to patients, and sign-up confirmations, team invitations and diary notifications to clinic staff.
• Cloudflare (global): DNS for our domains and hosting for this website. Application traffic doesn't pass through Cloudflare.
• Google Fonts (global): the typefaces used in the app and on this website. When a page loads, your browser requests the fonts from Google, which receives your IP address. No diary data is shared.

Cliniko is your clinic's own practice management system, not a Pelvilog service provider. We connect to it using the API key your clinic provides, under your clinic's existing agreement with Cliniko.

See our Data Processing Agreement for how we notify clinics about changes to these providers.

7. Security

All traffic to Pelvilog uses HTTPS, so information is encrypted in transit.

At rest, we encrypt the following at the application level:

• patient names and email addresses
• comments patients add to diary entries
• clinician notes
• your Cliniko API key

Other diary data, such as times, volumes, stool types, age, sex and weight, is protected by access controls rather than application-level encryption. Staff can only see diaries belonging to their own clinic.

Each person at your clinic signs in with their own login. Team invitations expire after 7 days, and deactivating someone signs them out straight away.

Patient diary links are personal to each patient and stop working a few days after the diary period ends. When a clinician sends a new link, the old one stops working immediately.

8. Cookies and browser storage

The Pelvilog app uses functional cookies only, to keep clinic staff signed in and to protect forms. We don't use tracking cookies, advertising pixels or analytics.

The patient diary saves entries in the phone's browser storage until they reach our servers, so nothing is lost without signal. Once the patient sends their diary, those entries are cleared from the phone. The diary also stores a copy of its own page files so it opens quickly and works offline.

This website sets no cookies.

9. If you're keeping a diary

Your clinic asked you to keep this diary, and your clinic is responsible for the information in it. Pelvilog stores it on their behalf so your physio can see your results without you having to add anything up.

• Only staff at your clinic can see your diary. We don't share it with anyone else.
• Your entries are saved on your phone until they reach our servers, then cleared from your phone when you send your diary.
• Your clinic may add the finished report to your patient file in Cliniko.
• Your diary is deleted from Pelvilog automatically, usually 90 days after you finish it.

To see, correct or delete your information, contact your clinic. They can ask us to help. You can also email us at hello@pelvilog.com and we'll pass your request to your clinic.

10. Privacy laws we follow

We work to the New Zealand Privacy Act 2020 and the Health Information Privacy Code 2020. For Australian clinics and patients, we also work to the Australian Privacy Act 1988 and the Australian Privacy Principles, including the Notifiable Data Breaches scheme.

11. Your rights

You can ask to access, correct or delete personal information we hold about you. Clinic staff can email hello@pelvilog.com directly. Patients should start with their clinic, as described in section 9.

If you're not happy with how we've handled your information, you can complain to the New Zealand Privacy Commissioner or the Office of the Australian Information Commissioner.

12. Changes to this policy

We'll update this policy when the way we handle information changes. If a change is significant, we'll email clinic account holders before it takes effect. Questions are always welcome at hello@pelvilog.com.