What the diagnostic scan form collects
The free diagnostic scan on this site asks for four inputs: your name, your email address, the practice / business name you operate, and a free-text answer describing your situation. The form posts to /api/leads/diagnostic-preview with fields businessName, websiteUrl, name, email, plus any optional free-text you provide. We also record your IP address, user agent, and any UTM parameters from the URL you arrived from so we can attribute the scan to the correct campaign.
We do not collect Protected Health Information (PHI). The scan does not access your EMR, EHR, PMS, patient records, or any clinical system. It operates entirely on the public-facing inputs you provide and the public surfaces of your practice website.
Where rows are persisted
Row by row, here's where each piece of diagnostic data lives:
Postgres email_events table. Each form submit inserts a row with event_type = 'scan_form_submit', your lowercase email, source diagnostic-preview, your IP, user agent, and the UTM source / medium / campaign / content you came in on. This is the table our nurture sequence reads from to know who is on the list and to attribute reactivation campaigns.
Postgres contacts and lead_nurture_queue tables. Your name, email, practice, and phone (if given) are upserted into the contacts table and enrolled into the five-step dormant-revenue-audit-kit-5email sequence in lead_nurture_queue. The nurture queue tracks which step you're on, when the next email should send, and when the sequence completes.
Stripe billing data via the platform's built-in Stripe Connect. If you start a paid checkout, checkout sessions are created server-side in routes/checkout.js by posting to the Polsia app-payments/checkout-session endpoint, which provisions a session on our Stripe Connected Account. Stripe itself then holds billing details (card last-4, receipts, invoices, dispute history) under Stripe's own privacy terms — we do not store raw card numbers.
Retention
We retain your diagnostic and nurture rows for as long as you are on the nurture sequence. The sequence completes when the final step in lead_nurture_queue records its completed_at timestamp. After that we keep the row for a short operational window so we can answer support questions, then it falls out of active use. If you unsubscribe from a sequence, you are excluded from further sends but the underlying rows remain until you request deletion (see below).
Stripe billing data is retained per Stripe's own privacy and retention policy, not by us directly. We can only request changes within the limits Stripe allows on a Connected Account.
Your right to request deletion
You can request deletion of your data at any time. Email support@clarioscope.ai from the address you used on the form (or include it in your message) and we will delete the rows we control — from contacts, lead_nurture_queue, email_events, and nurture_conversions — within ten business days. We will reply to confirm what was removed.
Stripe billing data deletion is governed by Stripe's own rules and must be handled by Stripe support per their policy. We will help you submit the request but we cannot delete Stripe-held records unilaterally.
Cookies and tracking
Form pages and the pages in front of checkout load the Meta Pixel (id 1550857646388437) so we can measure which campaigns drive qualified scans and bookings. We also emit a first-party Polsia analytics beacon from form and conversion pages. We do not sell data to third-party brokers and we do not load third-party advertising audiences.
Effective date: 2026-08-03.