Legal

Privacy policy

Simpraisal helps doctors organise and gap-check the supporting information for NHS appraisal and GMC revalidation. That means we handle sensitive material — clinical documents, reflective material, feedback reports, and complaint correspondence — so we take that responsibility seriously. This policy explains, in plain language, what we collect, why, how we protect it, and the rights you have over it.

Last updated: 13 July 2026

Who we are

Simpraisal is operated by Kinesis Consultants Ltd, a company registered in England and Wales, which is the data controller for the personal data described here. We are registered with the Information Commissioner’s Office under reference ZC116604. Our registered address is #406 Peppercorn Court, 18 Blair Street, London E14 0NY. Privacy enquiries should be directed to hello@simpraisal.uk.

Simpraisal is not affiliated with the General Medical Council (GMC), NHS England, any Royal College, or any designated body or employing trust. The GMC’s guidance on supporting information and your designated body’s appraisal requirements remain the authoritative source for what your appraisal must contain; we organise and gap-check your evidence, we do not assess it.

Who uses Simpraisal

The people who use Simpraisal are doctors preparing for appraisal or revalidation — they create an account, upload their evidence, and use the review and coverage views to organise it and export an appraisal-ready pack. Almost all of the personal data we process belongs to, or is uploaded by, that doctor.

Simpraisal has no separate accounts for appraisers, Responsible Officers, or colleagues. Where your evidence names an appraiser, colleague, or anyone else, that information lives inside your own private workspace — those people are not users of Simpraisal and cannot see or change anything.

What information we collect

Account data. We collect your name and email address when you sign up and use them to authenticate you. You sign in with your email and a password; the password is never stored in plain text — our authentication provider (Supabase) keeps only a salted cryptographic hash. If you forget it, we email a one-time recovery link. We also record activity you take in the product, such as applications you create and evidence you upload.

Workspace data. To build your evidence structure we collect the guidance template your workspace uses, the institutions your evidence comes from, and the category descriptions, mappings, and statuses you create as you organise your supporting information. This is professional information about your career and your appraisal preparation.

Evidence you upload. You upload your supporting information — CPD certificates, audit and quality-improvement reports, significant-event write-ups, multi-source and patient feedback reports, compliment and complaint correspondence, prior appraisal outputs, and similar files. These documents can contain information about you (including professional and, in some declarations, health and probity information) and may incidentally contain information about patients. How we screen and minimise that is described in the next two sections. When we read a document we also derive and store structured details from it — the document type, its dates, the institution it came from, the extracted text, any patient-identifiable-information flags, and the section mappings we suggest.

Your decisions. We keep the mappings you confirm or reject, the descriptions you write, and the flags you dismiss (with the reason you give), as an audit trail so your evidence record is defensible and so a re-run of the pipeline never overrides a decision you have made.

Payment data. If you unlock a paid tier, billing is handled by Stripe. We do not store your card details; we keep a record of your unlock and transaction history.

Technical data. We collect standard server logs, including IP address, device and browser type, and timestamps, to run and secure the service. We do not use advertising trackers, and we do not run behavioural analytics.

Correspondence. If you contact us — for example by emailing hello@simpraisal.uk — we process your email address, the name you give, and the content of your message in order to respond to you. Email sent to that address is delivered to our mailbox by ImprovMX, our email-forwarding provider (listed below). We keep correspondence only as long as needed to deal with your enquiry and keep a sensible record of it.

Patient-identifiable information (PID)

Simpraisal is designed to hold the evidence of your career, not patient records. The GMC expects supporting information to be anonymised before it is used at appraisal — and the responsibility for that stays with you.

As a safety net, every uploaded document is screened for patient-identifiable information (such as NHS numbers, dates of birth in a patient context, hospital numbers, and patient names) before any other processing, and — importantly — the first screen runs locally, before any text is sent to an external AI service. A document where identifiers are detected is blocked: it is not classified or mapped further and cannot be exported until you redact and re-upload it, or record why the flag was a false positive. This screen is part of the core service — its findings are shown to you and are never placed behind a paywall. We never use patient information for any purpose except telling you it is there.

How we use artificial intelligence

After a document has been screened for patient-identifiable information, Simpraisal uses AI to read the remaining evidence text, record structured metadata (document type, dates, institution), and suggest which supporting-information category each document supports, with a confidence score and a short rationale. This classification is provided by Anthropic (Claude), which is based in the United States; sending screened evidence text to Anthropic is a restricted international transfer, made under the safeguards described below. Your content is not used to train models.

We treat every piece of document text as data, never as instructions, and apply prompt-injection guards before it reaches a model. Separately, we use OpenAI’s content-moderation service to screen extracted text for harmful or inappropriate material; OpenAI operates a zero-retention policy for moderation requests and does not use the content to train its models.

We describe our AI features by what they do, not by claims about the underlying technology. Every mapping the AI produces is a suggestion that you confirm or reject — see automated decision-making, below.

Special-category data (Article 9)

Two kinds of special-category data can arise in Simpraisal. First, your own health and probity information, which can appear in declarations, occupational-health documents, or prior appraisal outputs. Second, health information about patients, which may remain in clinical evidence despite our expectation and the GMC’s expectation that it is anonymised. Under UK GDPR both are special-category data (Article 9).

We process this data on the basis of explicit consent (Article 9(2)(a)), which you provide when you accept our terms and upload evidence, and we minimise it: the PID screen is designed to catch and block patient identifiers before any external processing, and you should not upload identifiable patient data. We do not use this content for any purpose beyond delivering the organising and gap-check service, and we never share it with insurers, employers, the GMC, NHS England, your designated body, your Responsible Officer, your appraiser, or anyone other than the sub-processors listed below.

Why we process your information

We process personal data under the following lawful bases:

Contract performance: managing your account and authentication, running the evidence pipeline and coverage view, and handling your unlock.

Legitimate interests: screening for patient-identifiable information to prevent unlawful disclosure, improving the product, preventing abuse, securing the service, and producing anonymised, aggregate analytics. We have assessed that these interests are not overridden by your rights.

Legal obligation: keeping financial records for the period required by UK law (currently seven years).

Consent: for optional processing such as reminder emails, and as the Article 9 basis for special-category data. You can withdraw consent at any time.

A note on control of your evidence. Kinesis Consultants Ltd is the data controller for your account and for operating the service. For the content of the documents you upload, you decide what is processed and why — Simpraisal reads, screens, and organises that content on your instructions to help you assemble your own appraisal evidence.

Automated decision-making

Simpraisal does not make automated decisions that produce legal or similarly significant effects. The pipeline only ever suggests a mapping between a document and a supporting-information category; a human — you — confirms or rejects it, and confirmed decisions are immutable. A confidence score is a measure of whether a document belongs in a category, not a judgement of whether your evidence is sufficient. Your appraisal is conducted by your appraiser, your revalidation recommendation is made by your Responsible Officer, and revalidation is decided by the GMC — none of that is determined by this software.

Who we share your information with

We do not sell your personal data and we do not allow advertisers to target you. We share data only with the service providers below, who process it on our behalf under data-processing agreements:

• Supabase — Database, authentication, and private file storage for your uploaded evidence. Your data is hosted in the United Kingdom (London / eu-west-2).
• Vercel — Hosting and deployment of the application; server functions that process your evidence run in the London region.
• Anthropic — AI classification of evidence — reading screened document text to record metadata and suggest which portfolio section it supports. Based in the United States; transfer governed by Standard Contractual Clauses with the UK addendum, under Anthropic’s Data Processing Addendum. Your content is not used to train models.
• OpenAI — Content-moderation screening of extracted document text for harmful or inappropriate material. Based in the United States; operates a zero-retention policy for moderation requests and does not use the content to train its models.
• Stripe — Payment processing and management of your unlock. We never see or store your card details.
• Resend — Delivery of account, recovery, and (if you opt in) reminder emails.
• ImprovMX — Forwarding of email sent to our contact address (hello@simpraisal.uk) to our mailbox. ImprovMX processes EU and UK customers’ email in the European Union (France) and does not read or sell email content.

We may disclose personal data if required by law, a court order, or a regulator, and would tell you unless legally prevented from doing so.

International transfers

Your account and evidence are stored in the United Kingdom. Two of our sub-processors — Anthropic and OpenAI — are based in the United States, so the screened text we send them for classification and moderation is transferred internationally. We rely on Standard Contractual Clauses with the UK addendum for these transfers (or the UK–US data bridge where the provider is certified under it), and have assessed them as necessary and proportionate, including for any special-category data involved. Email sent to our contact address is forwarded by ImprovMX, which processes it in the European Union; transfers from the UK to the EU are covered by the UK’s adequacy regulations.

How long we keep your information

• Account and evidence data: kept while your account is active. If you delete a document it is removed; if you delete your account, we begin a 30-day grace period during which it is recoverable, after which personal data — documents, extracted text, mappings, the lot — is permanently deleted. Anonymised, aggregate statistics may be kept for product improvement.
• Audit trail: the record of your confirmations, rejections, and dismissed flags is kept while your application workspace is active and deleted with your account.
• Billing records: retained for seven years, as required by UK law. These are minimal (transaction ID, amount, date, tier) and never include card data, which is held by Stripe.
• Authentication logs: retained for 90 days for security purposes, then deleted.

Cookies and similar technologies

Simpraisal sets only cookies that are strictly necessary to deliver the product — the first-party Supabase authentication cookies (names beginning sb-) that keep you signed in. We have deliberately chosen not to add analytics, advertising, or behavioural tracking cookies, and we use no Google Analytics, Meta Pixel, or equivalent. Because there are no non-essential cookies, we do not show a cookie banner.

When you pay, Stripe sets cookies on its own checkout domain for fraud prevention; we do not embed Stripe’s scripts on our own pages. If we ever add cookies that require consent under UK PECR, we will add a proper consent mechanism and update this policy first.

Security

We take reasonable technical and organisational measures to protect your data: encrypted storage and transmission (TLS), row-level security on our database so that each user’s data is accessible only to them, a private storage bucket scoped per user, and UK data residency.

We are a small team at an early stage, and we want to be honest about what that means: we do not have the security apparatus of a large enterprise, and we keep improving as the product matures. If you find a vulnerability, please email hello@simpraisal.uk before disclosing it publicly, and we will respond promptly.

Your rights

Under UK GDPR you have the following rights over your personal data:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — ask us to delete your personal data, subject to any legal obligation to retain certain records.
• Restriction — ask us to restrict how we process your data in certain circumstances.
• Portability — request an export of your data in a structured, machine-readable format.
• Objection — object to processing we carry out on the basis of legitimate interests.
• Withdrawal of consent — where we rely on consent (such as reminder emails), withdraw it at any time without affecting processing already carried out.

To exercise any of these, contact hello@simpraisal.uk. We will respond within 30 days. If you are not satisfied, you can complain to the Information Commissioner’s Office at ico.org.uk.

Third parties in your evidence

Your evidence naturally mentions colleagues, appraisers, and — in feedback reports and complaint correspondence — other people. You are responsible for being fair about whose information you upload. When our AI analyses who appears in a document it is instructed to record initials and roles only, never full names, and those details stay inside your private workspace — we do not build a profile of the third parties named in your evidence.

Simpraisal is not an assessment tool

Simpraisal organises and gap-checks evidence; it does not assess you and it does not guarantee any appraisal or revalidation outcome. Your appraisal is conducted by your appraiser, your revalidation recommendation is made by your Responsible Officer, and revalidation is decided by the GMC against its published guidance. Any gap or recency prompt Simpraisal shows you is procedural coaching grounded in the GMC’s supporting-information guidance — it is not a judgement that your evidence is or is not sufficient. Nothing Simpraisal shows you is a substitute for the GMC’s guidance, your designated body’s requirements, or advice from your appraiser.

Changes to this policy

We will update this policy as the product develops. When we make significant changes we will notify you by email and show a notice in the product; the date at the top always reflects the latest revision. Minor corrections and clarifications are made without specific notice.

Contact us

For any question about this policy, to exercise your rights, or to raise a concern, contact hello@simpraisal.uk.

Kinesis Consultants Ltd · ICO registration ZC116604 · Registered in England and Wales · #406 Peppercorn Court, 18 Blair Street, London E14 0NY