Privacy Policy

NutriFind Limited, a company registered in England and Wales (company number 16754201). Registered office: 70 Lovibonds Avenue, Orpington, BR6 8EW.

NutriFind Limited is registered with the UK Information Commissioner's Office (ICO) under registration number ZC168444.

NutriFind operates as both a data controller (for data about you, the dietitian user) and a data processor (for data about your clients, which you control). This policy addresses both roles.

For questions or to exercise your rights, contact us at: contact@nutrifind.ai

When you register and use NutriFind, we collect:

• Account data: name, email address, password (hashed — we never store plaintext passwords);
• Professional details: any qualification or registration information you provide;
• Usage data: pages visited, features used, timestamps — used to improve the Service;
• Payment data: subscription tier and billing dates. Payment card details are processed by Stripe and never stored on our servers;
• Credit activity: AI credit usage and balance;
• Communications: emails you send to us for support purposes.

We use your data to:

• Provide and maintain your account and the Service;
• Process subscription payments via Stripe;
• Send transactional emails (account confirmations, invoices, critical service notices);
• Improve the Service through aggregated, anonymised usage analytics;
• Meet our legal obligations.

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

When you store client information in NutriFind (client profiles, session notes, progress logs, documents), you are the data controller and we act as your data processor. We process that data only on your instructions and only to provide the Service to you.

You are responsible for:

• Having a lawful basis to process your clients' personal data;
• Providing your clients with an appropriate privacy notice;
• Handling data subject rights requests from your clients.

If you require a formal Data Processing Agreement, contact us at contact@nutrifind.ai.

When a client accepts an invitation to create a NutriFind consumer portal account, NutriFind becomes a data controller for their account-specific data (name, email address, password hash, session cookie). The clinical content they can view in their portal — session notes, meal plans, progress reports — remains data for which you are the data controller; NutriFind processes it as your data processor. The consumer portal account is a separate data relationship between NutriFind and your client.

Intake form data: when a client submits an intake form via the tokenised link, their answers are not sent to any AI service. They are stored against the client record exactly as submitted and visible only to the dietitian. The token grants one-time access to complete the form and does not create a consumer portal account.

We use essential cookies to maintain your logged-in session. We do not use advertising cookies or cross-site tracking. We may use privacy-respecting, cookieless analytics tools that do not require consent; if we change this, we will update this policy and seek consent where required.

When you use our AI Tools (meal plan generation, progress reports, client emails, menu analyses), we transmit certain inputs to Anthropic, the company that provides our underlying AI model.

What we send to Anthropic:

• Free-text inputs you provide (health goals, dietary preferences, clinical notes, purposes);
• Uploaded images (for menu analysis);
• Contextual parameters (number of days, calorie targets, etc.).

What we do not send to Anthropic:

• Your clients' names — these are stripped before transmission;
• Any other direct identifiers, provided you follow our Acceptable Use Policy.

What Anthropic does with this data:

Retained by Anthropic for up to 30 days for abuse monitoring, then deleted. Not used for model training.

Your responsibility: Do not enter client names, NHS numbers, or other identifying information into AI free-text fields. See our Acceptable Use Policy for full details.

Uploaded files (e.g., menu images for analysis) are stored in Cloudflare R2, a secure cloud object storage service operated by Cloudflare. Files are stored in a private bucket accessible only through our application.

We use Postmark to send transactional emails (account confirmations, invoices, service notifications). Postmark receives the recipient email address and email content necessary to deliver the message. Postmark does not use this data for its own marketing purposes.

Stripe processes all subscription payments. When you enter payment details, they are transmitted directly to Stripe and never pass through our servers. Stripe is PCI-DSS certified. We receive confirmation of payment status and your subscription tier from Stripe.

Retention differs by data category and by whether the account is a practitioner or consumer portal account.

Consumer-contributed logs:when a client (portal user) logs a meal or activity via their portal, that log is added to the practitioner's clinical record for that client. When the consumer deletes their portal account, these logs remain with the practitioner because they form part of the practitioner's professional record. Requests to correct or delete individual logs should be made to the practitioner, who is the data controller for their clinical records under UK GDPR.

Practitioner-initiated deletion: you can request deletion of your practitioner account and associated data at any time by emailing contact@nutrifind.ai. We will process the request within 30 days.

You have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete data;
• Erase your data (subject to our legal retention obligations);
• Restrict processing in certain circumstances;
• Data portability — receive your data in a machine-readable format;
• Object to processing based on legitimate interests;
• Withdraw consent where processing is based on consent.

Self-service tools available now:

• Practitioners can export their account and client data as a JSON file from dashboard settings (Article 15 — right of access, in portable format under Article 20);
• Consumer portal users can export their account data as a JSON file from their profile page (Article 15/20);
• Consumer portal users can delete their account at any time from their profile page, with email confirmation for security (Article 17 — right to erasure);
• Consumer portal users can delete individual menu analyses from the analysis detail page.

For all other rights, or for practitioner account closure, email contact@nutrifind.ai. We will respond within one month.

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

We would welcome the opportunity to resolve any concern directly before you contact the ICO.

Some of our third-party providers (Anthropic, Cloudflare, Stripe, Postmark) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK ICO or adequacy decisions.

We implement appropriate technical and organisational measures to protect your data, including:

• TLS encryption for all data in transit;
• Hashed passwords (never stored in plaintext);
• Access controls limiting who within our team can access production data;
• Regular review of our security practices.

No system is completely immune to breach. In the event of a data breach affecting your rights and freedoms, we will notify you and the ICO as required by law.

We may update this policy from time to time. We will notify you of material changes by email or in-app notice at least 14 days before they take effect. The “Last updated” date at the top of this page reflects the most recent revision.

For questions about this policy, please contact us at: