Privacy Notice

Effective Date: 1 January 2026

Our Commitment to Your Privacy

At Prebrief (“we,” “us,” or “our”), we understand that you care about your privacy. This notice explains how we handle information about you when you use our platform. Our aim is to help you understand what information we collect, why we collect it, and how you can control it.

Throughout this notice, we use specific terms that have particular meanings:

"Service Professional" refers to any individual or business that uses our platform to manage their practice, schedule appointments, and provide services.
"Client" refers to any individual who uses our platform to interact with service professionals. This includes individuals who may be receiving services directly or on behalf of others.
"Personal Data" refers to any information that can identify you or be linked to you, such as your name, email address, or client records. This includes information protected by privacy laws as "personal data" or "personal information".
"Services" means all Prebrief platforms, including our website, web application, mobile apps, scheduling tools, client management features, and any other tools we provide. This excludes third-party applications you might connect to Prebrief.
"Website" refers to any Prebrief-owned website that links to this privacy notice.

When This Notice Applies

This privacy notice covers information where Prebrief acts as the decision-maker about how your personal data is used (also known as "Prebrief Controlled Information"). This typically includes information you provide when creating your account, visiting our website, or using our platform features — whether you are a service professional or a client .

For service professionals: When you use Prebrief to manage your practice, you may input information about your clients or customers—such as their contact details, session notes, or appointment records. While you manage this information during your professional relationship, Prebrief maintains these records as part of the Client's personal account to ensure continuity of care.

For clients: If you are a client using Prebrief to book appointments or access services, you have direct access to your session records and schedule. These records are associated with your personal Prebrief account and persist even if the service professional you work with leaves the platform.

This notice does not cover information we collect when you are acting in a business capacity (for example, as an employee or contractor of a company using our platform).

Information We Collect

Information You Give Us

When you interact with Prebrief, you may provide us with various types of information. The information we collect depends on whether you are a service professional or a client:

Website interactions. When you visit our website, you might fill out forms to request information, join our waitlist, or upload and download resources. We collect the information you provide, such as your name, email address, phone number, and other information you upload or download.
Account setup. Whether you are a service professional or a client, you will create an account to use Prebrief. During setup, we collect your name, email address, username, and password. If your account has multiple users, each person provides similar information.
Payment details. If you are a service professional subscribing to a paid plan, our payment processing partners handle your billing address and payment method. If you are a client making payments for services, your payment information is processed by our payment partners. We only store limited payment information needed to process transactions and prevent fraud.
Professional profile (service professionals). If you are a service professional, you may choose to add details about your profession, location, profile photos, and other information that helps clients find and connect with you.
Client profile. If you are a client, you may provide information such as your contact details, preferences, and other information relevant to the services you are receiving. This information may be shared with the service professional you work with.
Appointment and booking information. When you book appointments, reschedule sessions, or interact with scheduling features, we collect information about your appointments, preferred times, and scheduling preferences.
Business data (service professionals). As a service professional using Prebrief to manage your practice, you will input information about your clients, appointments, session notes, and other business records. This data belongs to your business and is stored securely on our platform.
Session information (clients). Information about sessions you attend, including notes, progress tracking, and other session-related data, may be stored on Prebrief. This information is typically managed by your service professional.
Marketing preferences. If you are interested in learning more about Prebrief, you might provide contact information through our website forms or at events we attend. We use this to communicate with you about our services.

If you would like a list of third-party subprocessors entrusted with your data, please contact us using the details in the "Contact Us" section below.

Information We Collect Automatically

When you use Prebrief, we automatically gather certain technical information to make the platform work smoothly and securely. We use cookies, tracking pixels, and similar technologies (with your consent where required by law) to collect this information. Here is what we collect:

Device and connection information. When you access Prebrief, we automatically receive information from your device, including your IP address, device type, operating system, browser version, and approximate location based on your IP address. We also collect information about how you arrived at our website (for example, which website referred you).
Cookies and local storage. We use small text files called cookies and browser storage to remember your preferences and keep you logged in. Some cookies are temporary and disappear when you close your browser, while others persist until you delete them. You can manage cookies through your browser settings or our cookie preference centre (if available). Some cookies are linked to your Prebrief account, while others are not.
Platform usage. We track how you use Prebrief to understand which features are most helpful and identify areas for improvement. This includes information like which features you use most, how many appointments you schedule or book, how you navigate the platform, and how you interact with service professionals or clients through the platform.

Information from Other Sources

Sometimes we receive information about you from third parties. This might include:

Marketing and lead generation companies that help us reach potential customers, providing contact information and professional details.
Third-party services you connect to Prebrief, such as calendar apps, payment processors, or communication tools. When you authorise these connections, we receive information according to your permissions and their privacy policies. We encourage you to review the privacy policies of any services you connect to Prebrief.

How We Use Your Information

We use the information we collect to provide and improve Prebrief. Here are the main ways we use your information:

Delivering our services. We use your information to provide the scheduling, client management, and business tools that make Prebrief work.
Processing payments. When you subscribe to a paid plan, we use your payment information to process transactions and send receipts.
Communicating with you. We send you important updates about your account, changes to our terms or policies, and responses to your questions.
Marketing and preferences. With your permission, we may send you information about new features, tips for using Prebrief, or special offers. You can opt out at any time.
Improving Prebrief. We analyse how people use our platform to identify bugs, understand which features are most valuable, and plan improvements.
Keeping Prebrief secure. We use information to detect and prevent fraud, unauthorised access, and other security threats.
Legal compliance. We may use or disclose information when required by law or to protect our rights and the rights of our users.

We do not sell your personal information. We do share information in these limited circumstances:

Between service professionals and clients. If you are a client, we share your information with the service professional you work with so they can provide services to you. If you are a service professional, we share information about your clients with you so you can manage your practice. This sharing is necessary for Prebrief to function.
Client-requested transfers. If you are a client and request to migrate your records to a new service professional on Prebrief, we will share your existing data with that new professional according to your instructions.
Third-party service providers. We work with trusted companies that help us operate Prebrief, such as hosting providers, payment processors, and customer support tools. These companies can only use your information to provide services to us—they cannot use it for their own purposes.
Advertising partners. We may share limited information with advertising partners to show you relevant ads about Prebrief. This might be considered "sharing" under some privacy laws. You can opt out as described in the "Your Rights" section below.
Business transfers. If Prebrief is acquired or merges with another company, your information may be transferred as part of that transaction.
Legal requirements. We may disclose information if required by law, court order, or government request.
Protecting rights. We may share information to protect Prebrief's rights, your safety, or the safety of others.
With your permission. We may share information when you explicitly ask us to.

Keeping Your Information Secure

We take the security of your information seriously and have implemented administrative, technical, and physical safeguards in accordance with industry standards and best practices. Our security measures include, but are not limited to:

Encrypting data during transmission and while stored
Regular security testing and monitoring
Access controls—restricting access to information to only those employees or subprocessors with a legitimate business need
Regular team training on data protection and privacy obligations
Incident response plans for addressing potential breaches or security issues

While no system is 100% secure, we are committed to responding promptly to security risks. In the unlikely event of a breach affecting your information, we will notify you and relevant authorities as required by law, providing clear information about the incident and our planned remediation steps.

Your Rights

Depending on where you live, you may have certain rights regarding your information. We extend these rights to all users where possible, regardless of jurisdiction:

Access: You can request a copy of the information we hold about you.
Correction: You can ask us to correct inaccurate information.
Deletion: You can ask us to delete your information, though we may retain some data for legal, regulatory, or legitimate business needs.
Data portability: You can request your data in a portable format.
Migrating your data: On Prebrief, your right to portability includes the ability to request that we transfer your records directly to another service professional on our platform. If you decide to work with a different professional, we will facilitate this transfer based on your explicit instruction and authorisation.
Objection: You may object to certain uses of your information.
Restriction: You can request that we limit certain uses of your data.
Withdraw consent: If we rely on your consent for any use of your information, you may withdraw it at any time.
Opt out of marketing: You can unsubscribe at any time via the link in our marketing emails, or by contacting us.

To exercise your rights, please contact us using the details in the "Contact Us" section below. We may need to verify your identity before processing your request.

If your request relates to data that a service professional manages as a data controller (for example, client records managed by your provider), we will direct you to contact that professional for assistance.

If you disagree with our response or wish to appeal, please contact us using the details in the "Contact Us" section below with the subject "Data Privacy Request Appeal."

Cookie preferences can be managed through your browser settings and, where enabled, via our cookie consent tool. We honor Global Privacy Control signals in certain locations, and you may opt out of targeted advertising according to browser/device instructions. Note that some preferences may be browser- or device-specific.

You also have the right to lodge a complaint with your local data protection authority if you are dissatisfied with how we handle your request.

How Long We Keep Your Information

We keep your information only as long as necessary to provide you with Prebrief services and to fulfill the purposes outlined in this notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

Specifically, we retain:

Account information while your account is active and for up to seven years after account closure, unless longer is required by law.
Client-Centric Records: Records associated with a Client (such as session notes and schedules) persist for as long as the Client's account remains active, regardless of the status of the Service Professional who created them.
Business and service records (like client data input by professionals) in accordance with professional practice regulations, or as directed by the professional.
Support-related and transactional data for at least six months months.
Records relating to financial transactions and anti-fraud for as long as legally required.
Marketing preferences until you opt out or request deletion.

When we no longer need your information, we securely delete or anonymise it according to our data retention and deletion procedures, subject to applicable law. If you request deletion of your information, we will honour your request unless we have a lawful reason to retain it, such as complying with legal obligations or resolving disputes. If you need expedited deletion, contact us directly.

International Data Transfers

Prebrief operates globally, which means your information may be stored or processed in countries outside your own. Some countries where we, or our subprocessors, operate may not have the same data protection laws as your country.

When we transfer your information internationally, we implement appropriate safeguards as recognised by authorities (such as the GDPR or other local privacy laws), including:

Standard contractual clauses approved by data protection authorities
Data processing agreements with our vendors and subprocessors
Certification programs, codes of conduct, or other legally recognised mechanisms

Our primary data storage and processing partners include (but are not limited to):

Supabase for authentication and database
Cloud hosting services (e.g., AWS, GCP, Azure, Hostinger)
Email and customer support providers (e.g., AWS SES, Google Workspace)

For a current list of our main subprocessors or to request more information on international transfers, please contact us using the details in the "Contact Us" section below.

By using Prebrief, you consent to these international transfers subject to the described safeguards.

Children's Privacy

Prebrief accounts are designed for users who are 18 years or older. Service professionals must be 18 or older to use Prebrief. Clients under 18 (such as children receiving tutoring, coaching, or other services) may use the platform only by having their accounts created and managed by a parent or legal guardian.

We do not knowingly collect personal information directly from children under 18 without appropriate parental consent. If you are a service professional working with clients under 18, you are responsible for obtaining, maintaining, and documenting all legally required parental or guardian consent before entering any information about a child on Prebrief. We reserve the right to require proof of such consent at any time.

If you believe a child under 18 has provided us with information without necessary consent, please contact us immediately using the details in the "Contact Us" section below. If we discover we have collected information from a child without proper documentation of consent, we will delete it as soon as reasonably possible.

We do not knowingly market our services to children and our platform is not intended for direct use by anyone under 13 years of age. If we expand services to younger users in the future, we will update our policy and practices to comply with all legal obligations, such as COPPA (Children’s Online Privacy Protection Act) in the U.S.

Additional Information for California Residents

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) give you additional rights. This section applies only to Prebrief Controlled Information about California residents.

Categories of Information We Collect

In the past 12 months, we have collected these categories of personal information: identifiers (like name and email), information listed in the California Customer Records statute, commercial information, internet activity, geolocation data, professional information, and inferences drawn from other information.

Your California Privacy Rights

As a California resident, you can:

Request to know what personal information we have collected about you, where it came from, why we collected it, and who we have shared it with
Request correction of inaccurate information
Request deletion of your personal information (though we may need to keep some information to provide services to you)

If you ask us to delete information we need to provide Prebrief, you may no longer be able to use our services.

You can authorise someone else to make these requests on your behalf. To do so, you or your authorised agent must provide proof of authorisation, such as a signed written authorisation. We may ask for additional information to verify authorisation, especially if we suspect fraud.

California law defines "sale" broadly to include sharing information for targeted advertising across different websites (called "cross-context behavioral advertising"). When we use "Share" or "Sharing" with a capital letter in this section, we mean this specific legal definition.

We may Share device information and identifiers (like IP addresses and cookies) with advertising partners to show you relevant ads about Prebrief. We do not otherwise "Sell" your personal information as defined by California law, and we have not done so in the past 12 months.

To opt out of Sale or Sharing, use the "Your Privacy Choices" link in our website footer or contact us directly. Your opt-out applies to the browser and device you use.

California law also lets you limit how we use "sensitive personal information" (like account passwords and precise geolocation). We collect account credentials and general location information, but we only use them for purposes you cannot opt out of under California law.

We do not knowingly Sell or Share information from anyone under 16.

Non-Discrimination

California law protects you from discrimination for exercising your privacy rights. Prebrief will not discriminate against you for exercising your rights under California law.

Updates to This Notice

We may update this privacy notice from time to time to reflect changes in our practices, legal requirements, or the functionality of our services. If we make material changes, we will notify you by posting the updated notice here, updating the effective date at the top, and (where appropriate) by email or through an in-app notification prior to those changes taking effect.

We recommend that you review this notice regularly to understand how your information is protected.

Your Privacy Choices

We provide tools for you to manage your privacy. You can:

Opt-Out of Sale/Sharing: If you are a California resident, you can opt out of the "Sale" or "Sharing" of your personal information
Marketing Communications: Unsubscribe from marketing emails at any time using the link in the footer of our emails.

Contact Us

If you have questions about this privacy notice or want to exercise your rights, please contact us via one of the following methods:

Contact Us form
Email: privacy@prebrief.com