Privacy Notice

1. Who we are

KinTracker is operated by KinWeave Group Ltd, a private limited company registered in England and Wales under company number 17462165.

Registered office:
82a James Carter Road
Mildenhall
United Kingdom
IP28 7DE

KinWeave Group Ltd is the data controller responsible for personal information processed through KinTracker.

For privacy questions, requests or concerns, contact privacy@kinweavegroup.com.

2. What KinTracker is

KinTracker is a private research-tracking service that allows users to record, organise and review information relating to their own research activities.

Depending on how the Tracker is used, this may include protocols, preparation details, schedules, administration records, measurements, observations, notes and research questions.

The Tracker is intended to support personal record-keeping and research organisation.

It is not a medical service and does not provide diagnosis, treatment or personalised medical advice.

3. Information we collect

The information we process depends on how you use the Tracker.

Account and authentication information

This may include:

• your email address;
• your internal user identifier;
• authentication and session information;
• password-reset and account-security information; and
• information needed to maintain access to your account.

We do not store your password in readable form.

Research and health-related information

You may choose to record information such as:

• protocol names;
• materials or substances;
• preparation details;
• schedule information;
• administration dates and times;
• amounts administered;
• routes of administration;
• injection sites;
• skipped or off-schedule administrations;
• weight and manual body measurements;
• optional progress photographs, their dates and chosen series;
• observations;
• notes; and
• other information you choose to enter into the Tracker.

Some of this information may constitute health data or other special-category personal data under UK data-protection law.

Research queries

When you use the Research feature, we may process:

• the material or subject you are researching;
• the question you submit;
• search terms generated from that question; and
• the research results returned to the Tracker.

Research questions may be sent to external scientific or technical information services in order to retrieve relevant information.

You should avoid including unnecessary identifying information about yourself or another person in research questions.

Technical and device information

We may process limited technical information necessary to operate and secure the Tracker, such as:

• IP address;
• browser or device information;
• session information;
• request and error information;
• security logs; and
• application or deployment information relevant to troubleshooting.

Information stored on your device

The Tracker may temporarily store some information in your browser or on your device in order to:

• keep you signed in;
• preserve unfinished information;
• reduce the risk of losing entries if a connection is interrupted; or
• queue records for later synchronisation.

This may include session cookies, local storage or session storage.

Feedback and support information

If you use the beta feedback feature or contact us for support, we may process:

• the feedback you provide;
• technical context relating to the issue; and
• correspondence between you and KinWeave Group Ltd about KinTracker.

4. Why we use your information

We process personal information in order to:

• create and secure your account;
• authenticate you when you use the Tracker;
• save and display information you choose to record;
• maintain protocol and administration history;
• display schedules and progress information;
• perform calculations requested by you;
• retrieve scientific or technical research information;
• preserve information during temporary connection problems;
• provide notifications where enabled;
• protect the Tracker from misuse or unauthorised access;
• diagnose and resolve technical problems;
• receive and respond to beta feedback;
• improve the reliability and usability of the Tracker; and
• comply with legal or regulatory obligations where applicable.

We do not use health or research information for advertising.

We do not sell personal information.

5. Our lawful bases for processing

UK data-protection law requires us to identify a lawful basis for processing personal information.

Information you choose to enter into the Tracker

For research and health-related information that you voluntarily enter into KinTracker, we rely on your consent under Article 6(1)(a) UK GDPR.

Where that information constitutes special-category health data, we additionally rely on your explicit consent under Article 9(2)(a) UK GDPR.

You may withdraw your consent at any time using the withdrawal control in Section 6 when signed in, or by contacting privacy@kinweavegroup.com.

Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

Where processing particular information is necessary to provide a Tracker feature, withdrawing consent may mean that we can no longer provide that feature to you.

Operating, securing and improving the Tracker

We may rely on our legitimate interests under Article 6(1)(f) UK GDPR where processing is necessary to maintain the security of the service, prevent misuse, diagnose technical problems, maintain service reliability or improve the Tracker during beta testing.

We will only rely on legitimate interests where we consider that our interests do not override your rights and freedoms.

Legal obligations

Where we are required to process or retain information in order to comply with a legal obligation, we may rely on Article 6(1)(c) UK GDPR.

6. Explicit consent for health and research information

KinTracker enables users to record information that may constitute health data or other special-category personal data under UK data-protection law. Where explicit consent is required for the processing of such information, you will be asked to provide that consent before accessing the relevant features.

The request for consent will be presented separately from this Privacy Notice. Consent will not be pre-selected or inferred from your use of the Tracker. You will be given the opportunity to review the relevant information before deciding whether to provide consent.

To maintain a clear record of your decision and to demonstrate when consent was provided, KinWeave Group Ltd will record:

• your user identifier;
• the version of the Privacy Notice applicable when consent was given;
• the date and time at which consent was given; and
• whether, and when, that consent is subsequently withdrawn.

The consent statement presented to you will be:

I explicitly consent to KinWeave Group Ltd processing the health and research information I choose to enter into KinTracker for the purposes described in the Privacy Notice.

You may withdraw your consent at any time in accordance with Section 5 of this Privacy Notice.

7. Research services and external sources

The Research feature may use external scientific and technical information services to retrieve information relevant to a question you submit.

Current services may include:

• Europe PMC, for scientific and peer-reviewed literature; and
• Tavily, for technical or web-based research sources where appropriate.

Relevant search terms, material names and research questions may be sent to those services in order to perform a search.

You should not include unnecessary personal information in research questions.

Research results are provided for information and research purposes only and should not be treated as personalised medical advice.

8. Third-party providers

We use third-party providers to support the operation of KinTracker and its research functions.

Our current providers include:

• Supabase
• Vercel
• Europe PMC
• Tavily

The way in which information may be shared with external research services is described in Section 7.

We may change or add providers as the Tracker develops. Where a change materially affects how your personal information is processed, we will update this Privacy Notice accordingly.

9. International processing

Some of the technology providers we use may process or make personal information accessible outside the United Kingdom.

Where UK data-protection law requires safeguards for an international transfer, we will use an appropriate lawful transfer mechanism.

This may include:

• an adequacy regulation;
• the UK International Data Transfer Agreement;
• the UK Addendum to approved Standard Contractual Clauses; or
• another transfer mechanism permitted under UK data-protection law.

10. Cookies and browser storage

KinTracker uses cookies and similar browser technologies where necessary to operate the service.

These may be used to:

• maintain secure authentication sessions;
• recognise that you are signed in;
• preserve temporary information;
• maintain application state; or
• reduce the risk of data loss during connection interruptions.

We do not currently use advertising cookies.

We do not currently use cookies for behavioural advertising or cross-site advertising tracking.

If we introduce non-essential analytics, advertising or similar technologies in future, we will review whether additional consent or cookie controls are required.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Notice.

Account and Tracker information

We may retain account and Tracker information while your account remains active and while it is needed to provide the service.

Deleted accounts or deletion requests

If you request deletion of your account or personal information, we will delete or anonymise information from active systems where appropriate, unless we need to retain particular information in order to:

• comply with law;
• resolve disputes;
• prevent fraud or misuse;
• maintain security; or
• establish, exercise or defend legal claims.

Backups

Residual copies may remain temporarily in provider-managed backups until those backups are replaced through normal backup and retention cycles.

Technical and security information

Technical logs and security records will be kept only for as long as reasonably necessary for security, troubleshooting, fraud prevention or service operation.

We will review retention periods as the service develops.

12. Security

We use technical and organisational measures intended to protect personal information from unauthorised access, disclosure, alteration or loss.

These measures may include:

• authenticated user accounts;
• access controls;
• database-level permissions;
• row-level security;
• encrypted connections;
• restricted administrative access; and
• logging or monitoring for technical and security purposes.

No online system can guarantee absolute security.

You are responsible for protecting your login credentials and should not share your account with another person.

13. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

• access the personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to delete personal information;
• ask us to restrict certain processing;
• object to certain processing;
• receive certain information in a portable format;
• withdraw consent where we rely on consent; and
• complain about how your information has been handled.

To exercise your rights, contact privacy@kinweavegroup.com.

We may need to verify your identity before completing a request.

You also have the right to raise a concern with the Information Commissioner's Office (ICO).

14. Automated processing and decision-making

KinTracker may perform calculations, organise information, display trends and retrieve research results.

It does not currently make decisions about users that produce legal or similarly significant effects using solely automated processing.

Research results, calculations and progress information are provided to support personal research and record-keeping.

They are not automated medical decisions.

15. Children

KinTracker is intended for adults aged 18 or over.

We do not knowingly offer the Tracker to children.

If we become aware that a child has provided personal information through the Tracker, we will take appropriate steps to review and remove that information where required.

16. Optional progress photographs and future features

You may choose to upload progress photographs for your own visual comparison. These are stored privately with our storage provider, Supabase, and are accessed through your account. Uploading photographs is optional.

The upload process resizes and re-encodes photographs and removes embedded metadata, including location. You can delete individual photographs in Progress. The retention and account-deletion provisions in section 11 also apply to these photographs.

We do not analyse progress photographs with AI, derive biometric identifiers, create 3D body scans or assess medical conditions from photographs. If we introduce features involving:

• body scanning;
• biometric information;
• additional health measurements;
• new AI processing; or
• other materially different uses of personal information,

we will review the privacy implications before launch and update this Privacy Notice where required.

Where a new use requires consent, we will seek that consent before the feature is used.

17. Changes to this Privacy Notice

We may update this Privacy Notice as:

• the Tracker changes;
• our service providers change;
• our legal obligations change; or
• our data-processing activities change.

The current version and effective date will be displayed in the Privacy Notice.

Where a change materially affects how health or other sensitive information is processed, we will provide appropriate notice and seek new consent where required.

18. Contact us

If you have questions about this Privacy Notice, want to exercise a data-protection right, want to withdraw consent or have a privacy concern, contact:

KinWeave Group Ltd
Operator of KinTracker
Company number 17462165
Registered in England and Wales

Registered office:
82a James Carter Road
Mildenhall
United Kingdom
IP28 7DE

Email:
privacy@kinweavegroup.com