Legal information

Privacy Policy — Patiflo Application

This policy covers the use of the Patiflo application by practitioners holding an account. It is organised in two clearly separate parts, because your position under the GDPR is not the same depending on whether we are talking about your own account data or your patients' data.

An essential distinction to understand

Your account data (username, password, preferences, practice configuration) is processed by Patiflo, which acts as data controller — exactly like any professional software you are a customer of.

Your patients' data, however, remains under your sole authority. You — the practitioner — are the data controller for this data; you decide why and how it is collected, within the scope of your professional practice and your ethical obligations. Patiflo acts solely as a data processor: we host and process this data only on your instructions (those you give implicitly by using the tool), for the sole purpose of tracking your consultations and your billing. We never use your patients' data for any other purpose, and we cannot access it other than to ensure the technical operation and support of the application.

This processor relationship is formalised by a Data Processing Agreement (DPA), which you accept upon your first login.

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Part 1 — Your data as a practitioner, Patiflo customer

What data do we collect?

• Username, e-mail address, password (never stored in plain text — see security below)
• Your chosen language of use
• The configuration you define for your practice: practices/locations, nomenclature codes and rates, bundled exams, payment methods, revenue goals
• One-time login codes sent by e-mail for two-factor authentication, and password reset tokens — strictly temporary data, automatically deleted after use or expiry

Why?

To provide you with the service, secure access to your account, and provide technical support.

Legal basis: performance of the contract binding us (Patiflo's terms of use).

For how long?

For as long as your account is active, with no time limit: your history stays complete for as long as you use Patiflo. If your account is closed — either because you end your subscription or because payment is not made — your data is kept for 6 months from the closure. Throughout that period you can still export it in full. After that, it is permanently deleted; you are warned by e-mail beforehand.

Security

• Passwords hashed (bcrypt), never stored in plain text
• Two-factor authentication by e-mail on every login
• Encrypted connection (HTTPS) required
• Strict data isolation between accounts: no practitioner can access another's data
• Protection against SQL injection at the database query level

Part 2 — Your patients' data

What data is involved?

Depending on what you enter for each patient: first and last name, e-mail, national register number, ID document number, date of birth, phone number, notes, as well as their consultation history (dates, practice location, exam or nomenclature code, amounts billed, payment and insurance billing status).

The simple fact that a person appears as a patient in Patiflo constitutes, under the GDPR, data concerning health — a category of data subject to enhanced protection under the regulation. This is a point you must take into account, as data controller, in your own information duties towards your patients (record of processing activities, information notices of your practice, etc.).

The national register number also benefits from specific protection under Belgian law; Patiflo makes it accessible only to you, and uses it for no purpose other than displaying it in your own record.

Why is this data processed?

Solely to allow you to keep your consultation record and calculate your billing (co-payment, insurance contribution, tracking of what remains to be billed to the insurer). Patiflo does not transmit any invoice to insurers or any third party; the application tracks a status, and the actual submission remains entirely under your control via your usual tools.

For how long?

The same rules as your account data apply: retention with no time limit for as long as your account is active, then 6 months from the closure of the account, with a full export available throughout that period. We recommend exporting your history every year, and checking that these timeframes are compatible with your own retention obligations regarding patient records, which may be longer and are your responsibility, not ours.

Who at Patiflo can see this data?

No one, other than strictly necessary technical intervention (support, debugging), always limited to the minimum required. Patiflo never uses your patients' data for statistical, commercial, or product development purposes without first rendering it anonymous.

Sub-processors

The only sub-processor involved in the operation of Patiflo is our hosting provider, Infomaniak (Switzerland), for hosting the servers and databases. User support is provided directly by the Patiflo team itself, without involving an external provider. Should this change, you would be informed and the Data Processing Agreement updated accordingly.

Where is the data hosted?

In Switzerland, at Infomaniak. Switzerland benefits from an adequacy decision by the European Commission: transfers to Switzerland are recognised as offering protection equivalent to that of the European Union.

Your rights, and those of your patients

As a practitioner, you have the right to access, rectify, erase, restrict, object to the processing of, and port your own account data. Write to contact@patiflo.be.

For your patients' data, it is you, as data controller, who must respond to their requests to exercise their rights. Patiflo commits, through the Data Processing Agreement, to assist you technically in responding to them (for example, by allowing you to export or delete a patient's data from the application).

Changes

This policy may be updated, in particular as the official launch approaches and as the Data Processing Agreement is finalised. You will be informed of any material change.

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Last updated: 27 September 2026 — beta version, pending finalisation.