Privacy policy

Who we are

Doctilla is provided by Curavest Ltd, registered in England and Wales (company number 15433116), registered office 334 Reading Road, Winnersh, Wokingham, RG41 5EH. Contact: [email protected].

For this website, demo requests and Doctilla accounts, we are the controller of your personal data. For the quality records an organisation keeps in Doctilla (for example names in audit findings, training records or supplier contacts), the organisation is the controller and we process that data on its behalf as its processor, under our terms of service.

Visiting this website

This website sets no cookies and uses no analytics, advertising or tracking tools. Videos are served from this site, not from a third-party video platform.

Our hosting provider, Cloudflare, processes the technical information any website receives (such as your IP address and browser type) to deliver pages and protect the site from abuse. We don't use it to identify you.

Requesting a demo

When you request a demo we collect your name, work email, company, and anything you choose to tell us (your role, company size, interests and message). We also store a one-way hash of your IP address for a short time to stop the form being abused.

We use this only to reply to you and arrange the demo. Our lawful basis is our legitimate interest in responding to an enquiry you've made, and taking steps at your request before any contract. We don't add you to a mailing list or share your details with anyone else.

Requests are stored in a database run by Cloudflare in Western Europe, and a notification is emailed to our team through Resend. We keep a request for as long as we need it to follow it up, and delete it when you ask us to. If you previously joined our waitlist, we hold your email address on the same basis and may contact you once to tell you Doctilla is available.

Using the Doctilla app

When you have a Doctilla account we process:

• Account data: your name, email address, password (stored only as a secure hash by our authentication provider), job title, phone number and photo if you add them, your organisations and roles.
• Activity data:records you create or change, approvals and decisions you make, and the conversations you have with Ask Doctilla, each stamped with your name and the time. These form part of your organisation's quality records and audit trail.
• Billing data:for owners and admins who set up payment, the name and email on the Direct Debit and the payment history. Bank details are entered on GoCardless's own page and are not held by Doctilla.
• Technical data: sign-in events and error logs needed to keep the service secure and working.

We use this to provide the service your organisation has signed up for (contract), to keep it secure and improve it (legitimate interests), and to meet legal obligations such as keeping financial records.

AI features

When someone uses an AI feature, Doctilla sends the text needed for that task, such as the record being discussed or the text of an uploaded datasheet, through OpenRouter to an AI model provider, which processes it to produce a response. Curavest does not use your organisation's records to train AI models.

AI output is stored only when it becomes part of a record's conversation or a person accepts a proposal. Dictation uses your browser's built-in speech recognition; Doctilla never records, stores or uploads audio.

The API and AI assistant connector

An organisation can let other systems and AI assistants, such as Claude and ChatGPT, read and change its Doctilla records through the Doctilla API and connector.

• When you connect an assistant, you sign in to Doctilla and choose the organisation and whether to allow changes. The assistant then acts as you, with exactly your permissions. It can't delete records or make decisions Doctilla reserves for people.
• We store the connection's access and refresh tokens only as one-way hashes, along with the name of the assistant, the scope you granted and when it was last used. You can see and disconnect your connections in Settings → Connected apps at any time, and an owner or admin can disconnect any connection in their organisation.
• Data you ask the assistant to fetch is sent to that assistant's provider (for example Anthropic or OpenAI), whose own privacy policy then applies to it.
• Our connector logs record the method, route, response status and timing of each request, never the content of your records, your messages or your keys.

Who else processes data

We use these providers to run Doctilla. Each processes data only to provide its service to us.

Where a provider processes personal data outside the UK, the transfer is made under the safeguards UK data protection law requires, such as adequacy regulations or the International Data Transfer Addendum.

How long we keep data

• Quality records are kept for as long as the organisation keeps them in Doctilla. Owners can delete records, or all of a module's data, at any time.
• If an organisation stops paying, it becomes read-only and nothing is deleted, so it can still export its records. We delete an organisation's data when its owner asks us to.
• Account data is kept while you have an account and for a short period afterwards in backups.
• Billing records are kept for six years, as UK tax law requires.
• Demo requests are kept as described above.

How we protect data

Every table is protected by database row-level security, so organisations can't see each other's data; traffic is encrypted; keys and tokens are stored only as hashes; and locks and approvals are enforced by the database. See Security for more.

Your rights

Under UK data protection law you can ask for a copy of your personal data, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable format. Email [email protected]. If your data is in an organisation's quality records, we'll pass your request to that organisation, as it decides what happens to its records.

If you're unhappy with how we've handled your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

Changes to this policy

We'll update this page when our practices change and show the date at the top. If a change affects how we use existing account data, we'll tell account owners by email first.