ClinicSmith privacy policy

Effective 5 November 2026

ClinicSmith is a clinic management app for patients' files, visits, prescriptions, appointments and the clinic's accounts. You use it in a web browser at clinicsmith.marlysoft.com or as a Windows app. Both are clients of an online service run by MarlySoft (operated by Zakarya Atef, Egypt; “MarlySoft”, “we”, “us”). What you enter in the app is sent to that service and stored on our servers. This policy explains what is stored, why, who else can receive it, and how to have it deleted.

Where the data is kept

The data is stored on servers operated by MarlySoft: in a SQL Server database and, for photos and documents, in files on the same servers.

The web app and the Windows app reach these servers at https://clinicsmith.marlysoft.com over an encrypted HTTPS connection. We use Cloudflare as our network provider: it runs the DNS of marlysoft.com, your device's encrypted connection ends at Cloudflare's network, and Cloudflare forwards it to our servers through an encrypted Cloudflare Tunnel. Cloudflare therefore processes this traffic, including your device's IP address, as our network provider. How Cloudflare handles data is described in Cloudflare's privacy policy.

The web app loads its code, fonts and images from that address. Only when it has to show a character its own fonts lack (an emoji, for example) does your browser download a font file from Google Fonts (fonts.gstatic.com); Google then receives your device's IP address, but nothing you type in the app.

The app can also be connected to another server (Change server on the sign-in screen), for example one a business runs for itself. Data on such a server is controlled by whoever runs it; this policy covers only our service.

Your account

When you sign up, or a clinic administrator adds you, the service stores:

• Your name, and the email address or mobile number you sign in with.
• Your password, only as a salted one-way hash (PBKDF2, the ASP.NET Core Identity password hasher). Nobody can read it back, including us.
• Whether you have confirmed your email address or mobile number. One-time codes sent to you are stored only as hashes and expire.
• If you turn on two-step sign-in: the authenticator secret, stored encrypted (AES-256-GCM), and your recovery codes, stored as hashes.
• The language your app uses, so messages the server sends you are in your language.
• When the account was created. Each sign-in to a clinic is recorded in that clinic's activity log (which user, when).

Signing in gives the app a signed token that expires after 12 hours. Changing your password or signing out on all other devices ends your other sessions. Your device's IP address is used only in memory, to limit sign-in attempts against password guessing; it is not stored with your account.

What the clinic enters

A clinic uses ClinicSmith to run its practice, so the service stores what the clinic's staff enter, for example:

• Patients: name, phone number, email address, address, date of birth, gender, file number, and any extra fields the clinic adds.
• Medical records: visits and the notes and forms the clinic fills in for them, vital signs, diagnoses (including ICD-10 codes), allergies and chronic conditions, prescriptions and medicines, lab and radiology requests and their results, dental charts and treatment plans, diet plans, and the images and documents attached to visits.
• Appointments and the doctors' working hours.
• Money: visit fees, payments and debts, the shares and claims of insurance and contracted companies, expenses, employees and their salaries, supplies and stock.
• Staff: the clinic's users, with their roles, permissions and branches.
• An activity log of who did what, kept for as long as the clinic chooses.

Images and documents are stored as files on the server, in a separate folder for each clinic. (The service can instead keep them in an S3-compatible storage service; that is not set up today.)

Online booking

If a clinic turns on online booking, patients can book on a web page at the server's address without an account. They enter their name and mobile number and choose a branch, a doctor and a time. A code may be sent to that number to confirm the booking, and a reminder may be sent before the appointment, in the language of the page they booked on.

Stored on your device

• Settings: the server address, language, theme and printers, the email address or mobile number you last signed in with, and the last clinic and branch you used.
• Your session token, so you stay signed in until you sign out.
• The app does not keep a copy of the clinic's records on your computer.
• Files you save yourself (PDF invoices, prescriptions and reports, spreadsheets, backup files) stay where you save them.

In the web app, the same things are kept in your browser's storage for clinicsmith.marlysoft.com. Uninstalling the Windows app removes its settings from your computer; in a browser, clearing the site's data does the same.

Backups

The server makes an automatic backup of each clinic every night and keeps the last 14. A backup holds the clinic's data and files and its users' sign-in email address or mobile number, never a password. A clinic's administrator can also download a backup file from the app (Backup & restore); that file is then in their hands, and they are responsible for keeping it safe.

Messages sent for you

The service can send emails, text messages (SMS) and WhatsApp messages: sign-in, verification and password-reset codes to you, notices about closing your clinic, and, when the clinic uses these features, messages to its patients, such as booking codes and appointment reminders.

These go through an outside provider only when one is set up on the server: an email (SMTP) server, Twilio or another SMS gateway, or Meta's WhatsApp Cloud API. That provider then receives the recipient's address or number and the text of the message. Today none of them is set up on our server, so no message leaves it: the server writes such messages to its log instead (see Logs below).

Error reports

The app and the server can send crash reports to Sentry, an error-monitoring service, but only when that is switched on in their configuration. It is switched off on our servers, in the web app and in the Windows app, so no crash reports are sent anywhere. If we switch it on, we will update this policy first; the reports are set up to carry the error and technical details only, without request contents, cookies or user details.

Payments

The app is currently free: there are no plans, subscriptions or payments, and no payment provider is connected to our server.

Logs

The server keeps technical logs for 30 days: each request with its time, path and result and the number of the clinic and user that made it, errors, and, while no message provider is set up, the messages described above. We use them only to keep the service running and to fix problems.

What we do not do

• No advertising.
• No third-party analytics, tracking or advertising tools, in the apps or on our website.
• We do not sell or rent personal data, and we share it only as this policy describes or when the law requires it.

Security

• The connection between the apps and our servers is encrypted (HTTPS), on its way through Cloudflare's network too.
• Passwords and one-time codes are stored only as hashes; two-step sign-in secrets are encrypted.
• Every query is limited to the signed-in clinic, and SQL Server row-level security refuses one clinic's rows to another even if a query forgot that limit.
• Sign-in attempts are limited, and permissions are checked by the server, not only by the app.

No system is perfectly secure. If you think your account or data is at risk, write to us at once at support@marlysoft.com.

Keeping and deleting data

We keep the data while the account and the clinic are in use.

• Delete your account in the app: Settings → Account & security → Delete my account. Your sign-in is deleted at once. Each clinic keeps your name on what you did (a visit still shows who registered it), but nobody can sign in with the account again. If you are the only person in a clinic, that clinic is closed with it; if you are its only administrator and others work there, make someone else an administrator first.
• Close a clinic: its administrator uses Close the clinic on the same screen. Everyone is signed out at once. The data is kept for 30 days in case you change your mind (write to us to restore it), then it is erased for good, together with the clinic's files, messages and backups.
• By email: you can also ask us to delete your account or your clinic's data at support@marlysoft.com. Write from the account's email address, or tell us the mobile number it uses, so we can check that the request is yours.
• Nightly backups roll off after 14 days and logs after 30 days, so data deleted inside a clinic that stays open is gone from them within 30 days.

If you are a patient of a clinic and want your records changed or removed, please ask the clinic first, because it decides what it keeps and may have to keep medical records by law; we will help it do so.

Children

ClinicSmith is a business app for clinic staff and is not directed at children. We do not knowingly create accounts for children. A clinic may keep records about patients who are children; those records are entered and controlled by the clinic, as described above.

Changes

If this policy changes, the new version will be published on this page with a new effective date.

Contact

MarlySoft (operated by Zakarya Atef, Egypt), developer of ClinicSmith: support@marlysoft.com. Emails to this address pass through Cloudflare Email Routing and are delivered to our mailbox at Google (Gmail). See also ClinicSmith support and the MarlySoft privacy policy for our website.