Question 1

Is ClearBase right for my type of practice?

Accepted Answer

If you're a solo or small health or wellness practitioner in the UK — physiotherapist, osteopath, yoga or Pilates instructor, wellness coach, nutritionist, doula, postnatal practitioner, massage therapist, or counsellor — yes. If you're part of a large multi-site clinic or need clinical medical records software, we're not the right fit.

Question 2

What tools do you use?

Accepted Answer

It depends on your practice type. For physios and osteopaths we typically use Cliniko or WriteUpp. For yoga, Pilates, and class-based practices, Acuity Scheduling or TeamUp. For intake forms and signups, Tally. For payments, Stripe. For email, Mailerlite. For websites, Wix Studio. All tools are selected based on your specific needs during the scoping call — nothing gets set up without your agreement first.

Question 3

Are the tools GDPR compliant?

Accepted Answer

Yes. Every tool we recommend has a Data Processing Agreement available and is suitable for handling health-related client data under UK GDPR. For therapists and counsellors handling particularly sensitive data, we use purpose-built tools only — not generic alternatives.

Question 4

Do I need to already have a website?

Accepted Answer

No. We can build from scratch or work with what you already have. Either way starts with a scoping call to understand what your practice needs.

Question 5

Are you based in the UK?

Accepted Answer

ClearBase is based in Germany and works with UK practitioners entirely remotely. All systems are built for UK compliance, and every tool we recommend is UK GDPR-compliant. Distance has never been a barrier to getting it right.

Question 6

What if I'm already using some tools?

Accepted Answer

We work with what's already there where it makes sense. The scoping call maps what you have, what's working, and what needs replacing or connecting. You won't be asked to ditch tools that are doing the job.

Question 7

Will I be tied to ClearBase after the project?

Accepted Answer

No. Everything we build is owned by you — accounts are in your name, you have full access to everything. The 30-day support window after handover is there if questions come up, but the goal is that you understand the system and don't need us to run it.

Question 8

Do I need to share my login details with you?

Accepted Answer

No. You create the accounts, then invite us as an admin or team member — we never need your personal login credentials. At the end of the project, you remove our access. This is the correct GDPR-compliant workflow and we walk you through exactly how to do it.

Question 9

Are accounts registered in my name or yours?

Accepted Answer

Always yours. Every tool account — Cliniko, Acuity, Mailerlite, Stripe, Tally, Wix — is registered under your name and email address. We build inside your accounts, not ours. You own everything from day one.

Question 10

What if I don't like a tool you've recommended?

Accepted Answer

We agree the tool selection with you before building anything. If something doesn't suit your workflow or budget, we find an alternative. Nothing gets set up without your sign-off first.

Question 11

What if I can't afford the ongoing tool subscriptions?

Accepted Answer

We factor tool costs into the planning conversation upfront. Most tools we use are free or under £30/month, and we only recommend a paid tier where it genuinely earns its cost. You'll know exactly what the running costs are before we start building.

Question 12

What if I just need one thing fixed, not the whole setup?

Accepted Answer

That's what the Quick Fix is for — one focused system. A booking flow, an event signup, a broken intake process. If a full overhaul isn't what you need right now, we can start smaller.

Question 13

Do you offer ongoing support after the project?

Accepted Answer

Yes — optionally. The Ongoing Support retainer is available after a Full Setup. It covers monthly check-ins, system updates, and priority response. Cancel anytime. It's not required — most clients are fully independent after handover.

Everything you need to know

before we talk.