Privacy Policy for airGP

Last updated: May 2026

airGP LTD ("airGP", "we", "us", or "our") is committed to protecting your privacy and handling your personal data transparently and securely.

This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use:

• the airGP website;
• the airGP platform and applications;
• related billing, subscription, support, and communication services; and
• any related services provided by airGP.

By using airGP, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

1. Who We Are

For the purposes of UK data protection law, airGP LTD is the data controller of your personal data unless otherwise stated.

2. The Types Of Data We Collect

Depending on how you use the Platform, we may collect and process the following categories of personal data:

(a) Account Information

• Name
• Email address
• Telephone number
• Postal address
• Username and login credentials

(b) Professional Information

• GMC number
• Performer List information
• Professional qualifications
• CV or employment-related information
• Session history
• Organisation affiliations

(c) Billing and Subscription Information

• Subscription status
• Stripe customer identifiers
• Payment history
• Billing address
• VAT-related information where applicable
• Subscription invoices and receipts

We do not store full payment card details on our servers. Payments are processed securely by Stripe.

(d) Session and Platform Data

• Session records
• Invoices
• Expenses
• Pension-related records
• Tax report exports
• Availability data
• Calendar-related information
• Audit logs
• Communications sent through the Platform

(e) Technical and Usage Information

• IP address
• Browser type
• Device information
• Operating system
• Pages visited
• Usage analytics
• Error logs
• Cookie and session identifiers

(f) Support and Communication Data

• Emails sent to support
• Chat messages
• Feedback submissions
• Survey responses

(g) Referral Programme Information

Where referral systems are used, we may process:

• referral codes;
• referral relationships;
• account creation activity; and
• reward eligibility data.

3. How We Collect Your Data

We collect personal data:

• directly from you when you register or use the Platform;
• when you communicate with us;
• automatically through your use of the Platform;
• through cookies and analytics tools;
• through Stripe and other payment providers;
• from Healthcare Organisations or Healthcare Professionals interacting through the Platform; and
• from verification or compliance processes where applicable.

4. How We Use Your Data

We use personal data for the following purposes:

(a) Providing the Platform

Including:

• account management;
• scheduling;
• invoicing;
• subscription management;
• expense tracking;
• pension records;
• tax exports;
• communication tools; and
• customer support.

(b) Billing and Subscription Management

Including:

• processing subscription payments;
• managing free trials;
• validating promotion codes;
• referral rewards;
• payment retries;
• fraud prevention; and
• subscription status management.

(c) Platform Operations and Security

Including:

• monitoring platform performance;
• preventing fraud and abuse;
• maintaining backups;
• investigating suspicious activity;
• enforcing our Terms and Conditions; and
• maintaining audit records.

(d) Analytics and Improvements

Including:

• improving the Platform;
• understanding usage patterns;
• troubleshooting issues; and
• developing new features.

(e) Legal and Regulatory Compliance

Including:

• taxation obligations;
• accounting obligations;
• responding to lawful requests;
• dispute resolution; and
• protecting legal rights.

5. Legal Basis For Processing

Under UK GDPR, we rely on the following legal bases:

(a) Contractual necessity

Where processing is necessary to provide the Platform and fulfil our agreement with you.

(b) Legitimate interests

Including:

• operating and improving the Platform;
• fraud prevention;
• platform security;
• analytics;
• support services; and
• enforcing our legal rights.

(c) Legal obligations

Where processing is required by law, regulation, accounting obligations, taxation requirements, or lawful requests.

(d) Consent

Where required, including for certain marketing communications or non-essential cookies.

6. Payments And Stripe

We use Stripe to process subscription payments and related billing services.

When payments are made through airGP:

• payment card details are processed directly by Stripe;
• airGP does not store full payment card details;
• Stripe may process personal data in accordance with its own privacy policies and legal obligations.

We may receive limited billing-related information from Stripe, including:

• payment status;
• subscription status;
• billing identifiers;
• invoices; and
• partial payment method information.

You can review Stripe's privacy policy at: https://stripe.com/privacy

7. Automated Expense Recording

airGP may automatically create expense entries relating to subscription payments for administrative convenience.

Users remain solely responsible for:

• reviewing expense entries;
• ensuring accounting accuracy;
• verifying exported reports; and
• obtaining professional accounting or tax advice where appropriate.

airGP does not provide financial, accounting, tax, or legal advice.

8. Referrals And Promotions

Where referral or promotional systems are used, we may process information relating to:

• referral links;
• referral codes;
• promotional eligibility;
• subscription rewards; and
• fraud prevention checks.

We reserve the right to withhold or reverse referral rewards where misuse, abuse, duplicate accounts, or fraudulent activity is suspected.

9. Cookies

airGP uses essential cookies and similar technologies necessary for:

• user authentication;
• account security;
• maintaining login sessions;
• payment and billing functionality; and
• core Platform operation.

These cookies are necessary for the Platform to function properly and cannot usually be disabled.

At this time, airGP does not use advertising or behavioural tracking cookies.

Users can manage cookies through their browser settings, although disabling essential cookies may affect Platform functionality.

10. Sharing Of Personal Data

We may share personal data with:

• Stripe and payment providers;
• cloud hosting providers;
• analytics providers;
• email and communication providers;
• verification providers;
• accountants, legal advisers, or regulators where necessary;
• Healthcare Organisations and Healthcare Professionals where required to facilitate services through the Platform.

We do not sell personal data to third parties for advertising purposes.

11. International Data Transfers

Some third-party providers may process personal data outside the United Kingdom.

Where international transfers occur, we take reasonable steps to ensure appropriate safeguards are in place in accordance with UK data protection law.

12. Data Retention

We retain personal data only for as long as reasonably necessary for:

• providing the Platform;
• legal compliance;
• accounting and taxation obligations;
• fraud prevention;
• dispute resolution;
• enforcing agreements; and
• legitimate business operations.

We may retain:

• invoices;
• billing records;
• audit logs;
• communications;
• tax-related records; and
• subscription information

for reasonable periods after account closure or termination.

Dormant or terminated accounts may eventually be deleted following a reasonable retention period.

Users are responsible for exporting and retaining copies of important records, invoices, reports, pension records, tax documents, and other data they may require.

13. Data Security

We implement reasonable technical and organisational measures designed to protect personal data against:

• unauthorised access;
• disclosure;
• alteration;
• misuse; and
• loss.

However, no online system can be guaranteed to be completely secure, and users acknowledge that use of the internet carries inherent security risks.

14. Your Rights

Subject to applicable law, you may have rights to:

• access your personal data;
• correct inaccurate data;
• request deletion of data;
• restrict processing;
• object to processing;
• request data portability; and
• withdraw consent where processing is based on consent.

You may exercise these rights by contacting: support@airgp.co.uk

15. Marketing Communications

We may send service-related communications relating to:

• accounts;
• billing;
• subscriptions;
• invoices;
• support; and
• platform updates.

Where legally required, marketing communications will only be sent with consent or another lawful basis.

Users may unsubscribe from non-essential marketing communications at any time.

16. Third-Party Links

The Platform may contain links to third-party websites or services.

airGP is not responsible for the privacy practices or content of third-party services.

17. Children

The Platform is not intended for individuals under the age of 18.

18. Changes To This Privacy Policy

We may update this Privacy Policy from time to time.

Updated versions will be published on the Platform with a revised "Last updated" date.

19. Contact Us

If you have questions about this Privacy Policy or how we process personal data, please contact:

contact@airgp.co.uk

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO): https://ico.org.uk