Privacy Policy

This Privacy Policy explains how Accipe ("we", "us", "our") collects, uses, and protects information when you use the LocumBook mobile application and website at https://locumbook.accipe.co.uk.

LocumBook is operated by Accipe. We are the data controller for personal data described in this policy.

1. Summary

• Your locum session, invoice, mileage, and pension data stays on your device by default.
• Cloud sync is optional and requires Pro, sign-in, and your explicit opt-in.
• We use Firebase for anonymised analytics, crash reporting, and performance monitoring in release builds.
• We do not sell your personal data.

2. Data controller and contact

Accipe is the data controller for personal data processed through LocumBook. For privacy enquiries, contact support@accipe.co.uk or use our contact page.

3. Important principle: your data stays local by default

LocumBook is designed so your clinical and financial session data remains on your device by default. We do not upload your session, invoice, mileage, or pension records to our servers unless you have an active Pro subscription, sign in with Apple or Google, and explicitly opt in to cloud sync in Settings.

4. Information we collect

4.1 Data stored on your device (Free and Pro)

When you use the app, the following data is stored locally on your phone or tablet:

• Locum sessions (dates, hours, fees, practices, mileage, parking, notes)
• Invoice and payment status
• Mileage and expense records
• NHS pension-related data you enter
• Your home postcode and address (for mileage calculations), if you provide them
• App settings and preferences
• Encrypted local backups you create (.lbkbackup)

This data remains on your device unless you enable cloud sync.

4.2 Account and subscription data (when you sign in)

When you sign in with Apple or Google to use Pro or cloud sync, we receive:

• A unique account identifier from your identity provider (via Supabase Auth)
• Your email address, where your identity provider shares it (Apple may provide a private relay address)
• Your display name, where your identity provider shares it
• Your subscription status (Free, Pro, trial, or lifetime) via RevenueCat

We do not receive or store your identity provider password. Sign-in is used to verify your subscription and, if you opt in, to associate cloud sync data with your account. We do not upload your session or financial records without your explicit consent to sync.

4.3 Cloud sync data (Pro, sign-in, and opt-in only)

If you enable cloud sync, your app data (sessions, practices, expenses, and related records) is synchronised via Supabase and associated with your authenticated account. You can disable sync and delete cloud data from Settings → Data management.

4.4 Device permissions

The app may request the following device permissions. You can decline or revoke them in your device settings:

• Calendar (read-only): to import locum shifts from your device calendar or iCal feeds (e.g. Lantum). We read calendar events for import only; we do not modify or delete your calendar events.
• Notifications: to show local session reminders and unpaid invoice alerts scheduled on your device. These reminders do not require uploading your session data to our servers.
• Biometrics / device PIN: to lock the app. Biometric data is processed by your device's operating system; we do not store your fingerprint or face data.

LocumBook does not request access to your precise GPS location. Mileage is calculated from postcodes and addresses you enter, not from continuous location tracking.

4.5 Google Maps services

If you use postcode lookup or automatic mileage calculation, the app sends UK postcodes you enter to Google Maps Platform (Places Autocomplete and Distance Matrix APIs) to suggest addresses and calculate driving distances. Google's privacy policy applies to that processing.

4.6 Analytics and diagnostics (Firebase)

To keep LocumBook reliable, we use Google Firebase in release and profile builds (not in debug builds) to collect aggregated and diagnostic information:

• App interactions and screen views (Firebase Analytics)
• Crash reports and error diagnostics (Firebase Crashlytics)
• App performance metrics such as start-up and screen load times (Firebase Performance Monitoring)

This data does not include the contents of your session, invoice, or pension records. It may include app instance identifiers, device model, operating system version, and general usage patterns used to diagnose issues and improve the app.

Remote push notifications (where enabled): if you are a Pro subscriber, signed in, and have notifications enabled, the app may register a Firebase Cloud Messaging (FCM) device token with our servers so we can send optional alerts (for example, unpaid invoice digests). You can disable notifications in Settings at any time.

4.7 Support enquiries

When you contact us through the in-app or website contact form, we process the name, email address, topic, and message you provide. Messages are delivered via EmailJS to support@accipe.co.uk so we can respond to your enquiry. The app may append your app version to support messages to help us diagnose issues.

4.8 Website usage

Our marketing website may collect standard server logs (IP address, browser type, pages visited) through our hosting provider. We do not use the website to collect app session data.

5. How we use your information

• Provide and maintain the LocumBook app and website
• Process and verify Pro subscriptions
• Enable optional cloud sync when you opt in
• Calculate mileage and suggest postcodes when you use those features
• Send local or remote notifications you have enabled
• Respond to support requests
• Monitor app stability, fix bugs, and improve performance
• Comply with legal obligations

6. Legal bases (UK GDPR)

We process personal data on the following bases:

• Contract: to provide the app, subscriptions, and support you request
• Consent: for optional cloud sync, calendar import, notifications, and any marketing communications (if offered)
• Legitimate interests: to improve app reliability, prevent fraud, respond to enquiries, and analyse aggregated usage (balanced against your rights)
• Legal obligation: where required by law

7. Third-party services

We use trusted third parties to operate LocumBook:

• Supabase — authentication and optional cloud sync
• RevenueCat — subscription and purchase management
• Apple Sign In / Google Sign In — account authentication
• Apple App Store / Google Play — app distribution and payment processing
• Google Firebase — Analytics, Crashlytics, Performance Monitoring, and (where enabled) Cloud Messaging for push notifications
• Google Maps Platform — postcode autocomplete and driving distance calculations when you use those features
• EmailJS — delivers messages you send through the in-app and website contact forms

These providers process data under their own privacy policies. Some may process data outside the UK. We recommend reviewing their policies for details on international transfers and security.

8. Data retention

• Local app data remains on your device until you delete it or uninstall the app
• Cloud sync data is retained while sync is enabled; you may delete it from Settings
• Account and subscription records are retained as long as needed to provide the service and meet legal requirements
• Support messages are retained for as long as needed to handle your enquiry and maintain a record of correspondence
• Firebase analytics and crash data are retained according to Google's default retention periods

9. Your rights

Under UK GDPR, you may have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of data we hold about you
• Restrict or object to certain processing
• Data portability (where applicable)
• Withdraw consent (for consent-based processing such as cloud sync)
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise these rights, contact support@accipe.co.uk. You can also delete local data by uninstalling the app, remove cloud data from Settings, and manage subscriptions through the App Store or Google Play.

10. Security

We use encryption for local backups and cloud sync. No method of transmission or storage is completely secure, but we implement appropriate technical and organisational measures to protect your data.

11. Children

LocumBook is intended for professional locum doctors aged 18 and over. It is not directed at children. We do not knowingly collect data from anyone under 18.

12. International transfers

If you sign in, enable cloud sync, use Google Maps features, or contact us, your data may be processed in countries outside the UK (including the United States) by our service providers. Where required, we rely on appropriate safeguards such as standard contractual clauses.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised "Last updated" date. Material changes may also be communicated in the app where appropriate.

14. Disclaimer

LocumBook is a financial tracking tool. It does not provide tax, legal, medical, or employment advice. Always verify figures with HMRC guidance or a qualified professional.

15. Contact

Questions about this Privacy Policy? Email support@accipe.co.uk or visit our contact page.