Privacy notice
1. What we collect
- Demo form. Your name, business or practice name, work email and website address.
- The virtual assistant. The transcript of your conversation, and any set-up details you give it (for example your Google review link or the email address for alerts).
- Your website. We read the public home page of the website you give us to pick up your organisation’s name, colour and logo. Nothing else.
- Rate limiting. A hashed version of your IP address, used only to stop abuse. We do not store the raw address.
- Billing. If you sign up, your card details go directly to Stripe. We never see or store them; we receive only a confirmation and the business details you entered.
We use no advertising or analytics cookies. The site does not track you across other websites.
2. Why we use it
- To build and email you a demo of your “Review us” page.
- To reply to you and answer your questions.
- To set up the service if you become a customer.
- To bill you and keep records of the agreement.
- To keep the site secure and prevent abuse.
- To send you occasional emails about Better Reviews – practical tips on patient reviews and updates about the service. Every such email includes a working unsubscribe link, and one click stops them for good.
3. Lawful basis
Before you sign up we rely on our legitimate interests in responding to enquiries and showing you the product. Where you have given us your details while enquiring about or buying the service, we may also send you related marketing by email under the "soft opt-in" rules in PECR – you can opt out at any time using the unsubscribe link in any email or by writing to us, and we stop straight away. Once you become a customer we process your details because it is necessary to perform our contract with you. Security and rate limiting are also a legitimate interest. We never sell or rent your details.
4. The virtual assistant
- Our virtual assistants are automated and powered by Anthropic’s Claude. They have names on rotation so the conversation feels like one, but they are not people; ask and they will tell you. A person is always available via hello@betterreviews.co.uk.
- Your messages are sent to Anthropic to generate each reply. Anthropic processes them as our processor and does not use them to train its models.
- Please do not share patient data or any other sensitive personal information in the chat. It is for questions, demos and set-up only.
- Anything the virtual assistant cannot handle is passed to a person, who may read the transcript to help you.
5. How long we keep it
- Demo pages: 45 days, then deleted.
- Enquiry details (leads): 12 months, unless you become a customer, in which case for the life of the agreement plus the period we need to keep business records.
- Assistant chat sessions: 30 days.
- Billing records: as required by UK tax law (normally six years).
6. Who we share it with
We use a small number of providers to run the service. Each acts on our instructions under a written contract.
- Cloudflare – hosting and security, UK/EU regions.
- Resend – sending our emails to you.
- Anthropic – generating the virtual assistant’s replies and draft documents.
- Stripe – taking payment. Stripe is its own controller for the card details you give it; see Stripe’s privacy policy.
We do not sell your information or share it with anyone else, unless the law requires us to.
7. Feedback pages we run for our customers
If you have used a “Review us” page belonging to a GP practice, dentist, pharmacy or other business, that organisation is the controller of whatever you submitted, and its own privacy notice applies. We operate the page on its behalf as a processor: we pass your rating and comments straight to the organisation’s own systems and keep no copy. If you have a question about feedback you gave, please contact the organisation directly.
8. Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased;
- restrict how we use it;
- object to processing based on legitimate interests;
- receive your data in a portable format where we rely on contract;
- withdraw consent at any time, where we rely on it.
To use any of these rights, email us at the address below. We will reply within one month. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, though we would welcome the chance to help first.
9. Contact
[PROVIDER LEGAL NAME], [REGISTERED ADDRESS].
Email: hello@betterreviews.co.uk
We may update this notice; the version number at the top shows which one applies.