Privacy Policy
How AnalyzeLens handles personal data, including patient records processed on behalf of clinics and messages sent through the WhatsApp Business Platform.
Last updated 15 August 2026
Who we are
AnalyzeLens is a trading name of TF Operations LLC.
We provide software that helps clinics and healthcare practices identify patients who are overdue for care and re-engage them through messaging channels, including WhatsApp and SMS.
For any question about this policy or about how we handle personal data, email privacy@analyzelens.com.
Where we are established, and why UK law still applies
TF Operations LLC is established outside the United Kingdom. Because we process the personal data of people in the UK on behalf of UK clinics, UK GDPR applies to that processing under its extraterritorial scope, and we handle it on that basis.
We are in the process of appointing a UK representative under Article 27. Until that is in place, please direct all data protection queries to the address above and we will respond within the statutory timeframes.
The two roles we play
This is the most important section of this policy, because our obligations differ depending on whose data we are handling.
We are a controller for our own business data
When you visit our website, contact us, or create an account as a customer, we decide why and how your personal data is used. That makes us the controller for that data.
We are a processor for patient data
When a clinic connects its practice management system to our platform or uploads a patient export, the clinic remains the data controller for those patient records. We act only as a data processor, handling that data on the clinic's documented instructions under a data processing agreement.
If you are a patient and want to exercise your rights over your records, your request should go to your clinic. We will support them in responding to it, and we will act on their instruction.
Data we process as a controller
- Account data — name, work email address, job title, organisation, and authentication records for users of our platform.
- Enquiry data — anything you send us through a contact form, email, or scheduled call.
- Usage data — pages viewed, features used, approximate location derived from IP address, browser and device type.
- Billing data — company details and payment records. Card details are handled by our payment provider, not by us.
Data we process as a processor, for clinics
When a clinic connects a data source, we process the following categories of patient personal data on their behalf:
- Identifiers — patient reference, first and last name, date of birth
- Contact details — mobile number, email address
- Attendance history — first visit date, last visit date, next recall due date, recall interval, appointment status including missed appointments
- Commercial history — treatment descriptions, treatment status such as quoted or accepted but not booked, and monetary values
- Communication preferences — consent flags for SMS, WhatsApp and marketing, the recorded source of that consent, and any do-not-contact marker
- Message content — the messages we send on the clinic's behalf and the replies patients send back, together with delivery and read status
- Conversation context — preferences and constraints a patient states in conversation, such as preferred appointment times, used to make future contact more relevant
What we deliberately do not process
We do not ingest clinical or diagnostic records. Our import process detects columns that appear to contain diagnoses, clinical notes, imaging references, prescriptions or similar, flags them to the person performing the import, and excludes them from the import.
Our automated conversation features are instructed never to give clinical advice and to escalate any clinical question to the clinic's own staff.
Where patient data comes from
- Direct upload — a clinic exports patient records from its practice management system and uploads the file to our platform.
- Connected systems — a clinic authorises us to read data from its practice management system on a scheduled basis.
- The conversation itself — replies and information patients provide when they respond to a message.
Why we process it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Operating your account and providing the platform | Performance of a contract |
| Analysing a clinic's patient database to identify overdue and lapsed patients | Processed on the clinic's instruction. The clinic relies on legitimate interests or consent as controller |
| Sending care reminders and recall messages | The clinic's legitimate interest in patient care continuity, as controller |
| Sending promotional or marketing messages | Consent, obtained and recorded by the clinic |
| Securing the service, preventing abuse, keeping audit logs | Legitimate interests |
| Improving our models and service quality | Legitimate interests, using aggregated and de-identified data only |
| Meeting our legal and regulatory obligations | Legal obligation |
Messaging, WhatsApp and Meta
We send messages using the WhatsApp Business Platform, operated by Meta. When a message is sent to or received from a patient, the patient's mobile number and the message content are processed by Meta in order to deliver it. Meta's handling of that data is governed by its own terms and privacy policy, which we do not control.
Each clinic holds its own WhatsApp Business Account and its own business phone number. Messages are sent from the clinic's number, not ours, and we access each clinic's account only for the purpose of delivering the service to that clinic.
Where a patient cannot be reached on WhatsApp, we may deliver the same message by SMS through our telecoms provider.
Patients can stop receiving messages at any time by replying to any message with a stop request. We record that immediately as a do-not-contact instruction and stop sending.
Who else processes the data
We use a small number of sub-processors. We remain responsible for their handling of personal data and each is bound by written terms.
| Sub-processor | Purpose | Location |
|---|---|---|
| Meta Platforms Ireland Ltd | WhatsApp message delivery | EU, with onward transfer to the US |
| Supabase | Database, authentication and file storage | EU region |
| Anthropic | Language model processing for data mapping and message conversations | US |
| Twilio Ireland Ltd | SMS fallback delivery where a patient is not on WhatsApp | EU, with onward transfer to the US |
| Resend | Transactional email to clinic staff | US |
| Vercel Inc. | Application hosting and request processing | United States |
We will give clinics reasonable notice before adding or replacing a sub-processor. A current list is always available on request.
We do not sell personal data, and we do not share patient data with advertising networks.
Transfers outside the UK
Some of our sub-processors are located outside the UK. Where personal data is transferred internationally, we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or on an adequacy decision where one applies, together with additional technical measures such as encryption in transit and at rest.
Specifically: patient records are stored in the European Union (Ireland). The application that reads them runs in the United States, so a patient record is transferred there while a page is being produced, and is not retained there afterwards.
How long we keep it
| Data | Retention |
|---|---|
| Patient records processed for a clinic | For the term of the clinic's contract, then deleted within 30 days of termination unless the clinic asks for return or earlier deletion |
| Uploaded source files | 90 days, then automatically deleted |
| Message and conversation history | 24 months, unless the clinic sets a shorter period |
| Do-not-contact records | Retained indefinitely, because we need them to honour the opt-out |
| Account and billing records | 6 years after the end of the relationship |
| Backups | Rolling 90 days, after which deletions become permanent |
How we protect it
- Encryption in transit and at rest
- Row-level access controls so that no customer can reach another customer's data
- Access to production data restricted to named personnel who need it, with multi-factor authentication
- Audit logging of access to patient records
- Mobile numbers normalised and stored in a single standard format, with no unnecessary duplication of source files
If a personal data breach occurs that affects a clinic's patient data, we will notify that clinic without undue delay so they can meet their own obligations as controller.
Your rights
Under UK data protection law you have the right to access your personal data, to have inaccurate data corrected, to have data erased in certain circumstances, to restrict or object to processing, to data portability, and to withdraw consent at any time.
If you are a patient of a clinic, contact your clinic first. They are the controller and hold your record. If you contact us directly we will pass your request to them and support their response.
If you are a customer or website visitor, email privacy@analyzelens.com. We respond within one month.
See our data deletion page for how to have data removed.
Cookies
Our website uses cookies that are strictly necessary for it to function, and analytics cookies that help us understand how the site is used. Analytics cookies are only set with your consent, and you can withdraw that consent at any time through your browser settings.
Changes to this policy
We may update this policy as the service develops. We will change the date at the top of this page, and where changes materially affect how we handle patient data we will notify affected clinics directly.
Complaints
If you are unhappy with how we have handled your personal data, please contact us first at privacy@analyzelens.com. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.