Privacy Policy
Vocaform
Vocaform Privacy Policy
Including Cookie Policy
Vocaform is a trading name of EF Osteopathic Clinics Ltd, registered in Ireland.
Last updated: July 2026
1. Who we are
Vocaform is a Clinic Relief Technology platform built for physiotherapists, chiropractors, and osteopaths in private practice. Vocaform is a trading name of EF Osteopathic Clinics Ltd, Ireland.
For all privacy-related queries contact: info@vocaform.ai
2. What data we collect
From therapists:
Name, clinic name, and email address at signup. Subscription and billing information. Usage data — how you interact with the Vocaform platform.
From patients:
Responses to the Vocaform case history interview — presenting complaint, associated symptoms, past medical history, general health, and treatment goals. Age in years and sex.
Contact details — name, phone number, or email address — provided by the clinic for the purpose of delivering the interview link. This data is held by Vocaform on behalf of the clinic in our role as data processor. It is not used by Vocaform for any purpose beyond delivering the interview link, is never sold or shared with third parties, and is deleted in line with the data retention policy in section 7.
3. How we use your data
Therapist data is used for:
Managing your Vocaform account and subscription. Sending account-related communications. Improving the Vocaform platform.
Patient clinical data is used for:
Preparing the case history transcript for the therapist before the appointment. Building the clinical record within the platform. Generating the automated clinical report.
Anonymised patient data — where consent is given — may be used for:
Clinical outcomes research — tracking diagnosis, treatment approach, and resolution across anonymised cases. Product improvement — using aggregated anonymised data to improve Vocaform’s clinical libraries and features. AI model improvement — anonymised clinical data to improve the accuracy and depth of the Vocaform interview. Benchmarking reports — aggregated anonymised outcomes published as industry research. Academic or industry publication of anonymised aggregate findings. Sharing with or licensing to third parties including research institutions, healthcare organisations, and commercial partners for clinical research and product development purposes.
Anonymised data contains no name, address, email, date of birth, clinic name, or therapist name. Age in years and sex are retained for research purposes only. No combination of data points that could re-identify an individual is published or shared.
Identifiable patient and therapist data is never sold or shared with any third party for any purpose.
4. Lawful basis for processing
Clinical data: Processed under Article 9(2)(h) GDPR — processing necessary for the provision of healthcare. The clinic is the data controller. Vocaform is the data processor acting on the clinic’s behalf under a Data Processing Agreement.
Research data: Processed under explicit patient consent, obtained at the start of the Vocaform interview. Patients may opt out of research use while continuing to use Vocaform.
Therapist account data: Processed under the performance of a contract — your Vocaform subscription agreement.
5. Consent
Patient consent for research use is obtained before the appointment, on the patient’s own device, in their own time. We deliberately do not ask for research consent in the clinical setting — because consent given face to face, with a therapist present, is not truly free consent. Patients can change their research consent preference at any time by contacting info@vocaform.ai.
6. Where your data is stored
All patient and therapist data is stored on European servers. No identifiable patient data is sent to or processed through OpenAI or any external AI provider. Data is never sold or shared with third parties for commercial purposes.
7. How long we keep your data
Patient clinical data is retained for the duration of the clinic’s active Vocaform subscription, plus a period of 30 days following cancellation to allow data export. After this period all identifiable patient data is permanently deleted from Vocaform’s servers.
Anonymised research data — where consent has been given — is retained indefinitely as part of the anonymised outcomes dataset. It cannot be deleted on request because it contains no identifying information and cannot be linked back to an individual.
Therapist account data is retained for the duration of the subscription plus 30 days following cancellation.
8. Your rights
Under GDPR you have the right to:
Access the data Vocaform holds about you. Correct inaccurate data. Request deletion of your data. Withdraw consent for research use at any time. Lodge a complaint with the Data Protection Commission Ireland at dataprotection.ie.
To exercise any of these rights contact info@vocaform.ai
9. Cookies
What are cookies
Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work, to work more efficiently, and to provide information to the site owner.
How Vocaform uses cookies
Essential cookies — necessary for the website to function and cannot be switched off. They are set in response to actions you take such as setting your privacy preferences, logging in, or filling in forms. You can set your browser to block these cookies but some parts of the site will not work as a result.
Analytics cookies — allow us to count visits and understand how visitors move around the website. All information collected is aggregated and anonymous. We use this information to improve the website experience. If you do not allow these cookies we will not know when you have visited and will not be able to monitor performance.
Functional cookies — enable the website to provide enhanced functionality. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies some services may not function properly.
Cookies we use
Essential — wordpress_logged_in — Maintains your login session — Duration: Session
Essential — wp-settings — Stores your site preferences — Duration: 1 year
Analytics — _ga — Google Analytics, distinguishes users — Duration: 2 years
Analytics — _gid — Google Analytics, distinguishes users — Duration: 24 hours
Functional — cookielawinfo — Stores your cookie consent preferences — Duration: 1 year
Marketing — _fbp — Meta Pixel, used to deliver advertisements and track ad performance across Meta platforms including Instagram and Facebook — Duration: 3 months
Managing cookies
When you first visit the Vocaform website you will be asked to accept or decline non-essential cookies. You can change your preference at any time by clearing your browser cookies and revisiting the site. You can also control cookies through your browser settings. Note that blocking all cookies will have a negative impact on the usability of many websites including this one.
Third party cookies
The Vocaform website may use third party services that set their own cookies including Google Analytics for website performance measurement. These third parties have their own privacy policies and we do not control how they use the information they collect. The Vocaform website uses Meta Pixel, a tracking tool provided by Meta Platforms Inc. Meta Pixel may set cookies on your device to help us measure the effectiveness of our advertising on Instagram and Facebook, and to deliver relevant advertisements to people who have visited our site. The information collected by Meta Pixel is subject to Meta’s own Privacy Policy, available at facebook.com/privacy/policy. You can opt out of Meta’s use of cookies for advertising purposes through your Facebook or Instagram account settings, or through the Digital Advertising Alliance opt-out tool at youradchoices.com.
10. Changes to this policy
We may update this Privacy Policy from time to time. Changes will be posted at vocaform.ai/privacy-policy with the date of the most recent update. Continued use of Vocaform following a policy update constitutes acceptance of the revised policy.
11. Contact
EF Osteopathic Clinics Ltd trading as Vocaform
info@vocaform.ai
vocaform.ai