Privacy notice

Chronix Health Group Ltd (company no. 16663224) runs Sumrex and is the controller of the personal data described in this notice. We are registered with the Information Commissioner's Office, number ZB962513. Contact us about privacy at privacy@sumrex.app, or by post at our registered office (see our legal & company information).

If an organisation contracts with us for a separate module in which we act only on its documented instructions, that organisation is the controller for the content it records there, and our data-processing terms apply.

We hold your name and email, your sign-in and security data, your subscription and payment status from Stripe, and the audit and security logs we keep to run the service safely. We use them to provide the service under our contract with you (UK GDPR Article 6(1)(b)), and we keep the records the law requires us to keep (Article 6(1)(c)). We do not sell your data.

You need to give us your name, email and sign-in details to have an account: we need them to provide the service under our contract with you, and without them we cannot.

Product news. We email you news about Sumrex only if you agree, at signup or in Settings. Our lawful basis is your consent (Article 6(1)(a)), and we keep a record of what you agreed to and when. Every product-news email has a one-click unsubscribe. Unsubscribing, saying no in Settings or closing your account stops them straight away.

Care information may be recorded only about an adult who has capacity, has received this notice and has personally given explicit, recorded consent before any health information is stored or shared. Our lawful basis for care information is the adult’s consent (Article 6(1)(a)), and for the health information within it their explicit consent (Article 9(2)(a)). We do not accept records about children or about adults who lack capacity, or records made on the authority of an attorney, a deputy or an emergency.

Care information about an adult is sometimes entered by someone else, such as a family member or carer. We receive it from that person.

We do not interpret health information, make judgements from it or use it to train an AI model.

We use the providers below to run Sumrex, under written data-processing terms. Otherwise we disclose personal data only where the law requires it. Where we act as an organisation's processor, these are our sub-processors, and we give advance notice of any change (see the sub-processor list).

• Supabase: database and sign-in. Your records are stored in the UK/EU.
• Vercel: application hosting. What you submit, including care notes and capacity records, passes through Vercel on its way to our database. It is not stored there.
• Stripe: payments and subscriptions. If you choose to check your identity with a document, you photograph it on Stripe's own pages and Stripe holds the photo. We receive only a reference for the check and whether it succeeded. This check is optional; you can send us a document to check instead.
• Cloudflare: DNS for sumrex.app, where it handles the lookups for our address, and a backup copy of the documents you upload.
• Resend: sends our emails, including sign-in links, account notices, documents you choose to email from Sumrex and, if you agreed, product news. It handles the address and the message, tells us whether each was delivered, and records an unsubscribe.
• Google: hosts our email (Google Workspace), so messages you send us are held in mailboxes it runs for us.
• Anthropic: our AI provider. It receives text only when you use one of three things. The in-app assistant (paid plans) sends what you type. The help assistant, in the app and on our public help page, sends your question and the matching help articles, never your records. And when you contact our support team, a reply may be drafted from your conversation with us, which a member of staff reads and approves before it is sent. Anthropic uses the text only to write a reply and does not train its models on it. It does not keep the text by default, but may keep it for up to two years if its safety systems flag it, or where the law requires. We keep no copy of assistant conversations. On the public help page we count questions under a code made from your internet address, to limit use, and delete that count the next day.

Our database is hosted in the UK/EU. Some providers are based in the United States. For Stripe, Vercel and Resend we rely on the UK Extension to the EU–US Data Privacy Framework (the “UK–US Data Bridge”). Where that does not apply, transfers are made under the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, as set out in each provider's data-processing terms.

While your account is open, we delete records on these schedules:

• Care notes and care visits: 2 years after the care arrangement ends.
• Care documents: agreements and receipts 6 years after the arrangement ends; insurance and other documents after 2 years.
• Interviews: the recording within 7 days; the written record 12 months after the interview.
• Capacity and consent records: kept for as long as we hold the care records they cover.
• Payroll, PAYE and billing records: kept for the periods the law sets, including 3 years from the end of the tax year for payroll and PAYE records and 6 years for underlying accounting records.

When you close your account, we erase your records, documents and profile straight away. Download a copy first of anything you need to keep for your own tax or employer duties. If you share an account with other people, it stays with them; the last person in it closes it.

The law requires us to keep some records after you close your account. They are removed from the service, and our staff can open one only for a recorded reason. Each is deleted on its own date:

• What you paid us: 6 years after the end of the accounting period the payment falls in.
• Your acceptance of our terms, your signatures and any complaint: 6 years after you close your account.
• Identity and risk checks required by the money-laundering rules, if we carried any out for you: 5 years after our relationship with you ends.

For a few kinds of record the period is not yet set. If one of yours is affected, we will tell you and keep that record until the period is set.

If an email to you bounced permanently, or you reported our email as spam, we keep a note of that address so that we never send to it again, even after your account is erased. We remove the note if you ask.

You can ask to access, correct, export or erase your data, and to restrict or object to how we use it. Where we rely on your consent you can withdraw it at any time; this does not affect what we did before. The adult whose care information is recorded can exercise these rights directly, and a family account holder cannot override them.

The download in Settings does not include records of the basis for holding care information, such as consent and capacity records, because they often concern another person. Ask us and we will give you what is yours.

We make no decisions about you by solely automated means that have legal or similarly significant effects.

To exercise any of these rights, email privacy@sumrex.app. You can also complain to the Information Commissioner's Office (ico.org.uk).

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