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Privacy Policy

I. Introduction

This is the Privacy Policy of Schedwise.com which explains how we comply with the General Data Protection Regulation (EU) 2016/679 (the “GDPR”) and other national and international applicable laws and regulations in all our business operations.

 

We have implemented appropriate measures and records demonstrating compliance with the GDPR and can therefore take responsibility for the processing of your personal data. Respecting the principles of GDPR (lawfulness, fairness and transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality (security) and accountability) is the key objective in all our business operations involving processing of personal data.

 

II. Our Information

We are Schedwise.com – an AI appointment scheduling solution and client contact system (collectively the “Services”). You may check our Terms and Conditions, containing more details of our services and our legal obligations.

 

In order to comply with the requirements of the GDPR, we must inform you that we are the “data controller”, making decisions about your personal data, when you visit our official website: www.schedwise.com and other sub-websites operated by us in accordance with our Terms and Conditions which you accept.

 

For this document and all privacy and personal data protection purpose, our information and contact details is as below:

 

​​Company Name: Schedwise LTD

Contact Email Address: [email protected]

Registered Address: 71-75 Shelton Street, Covent Garden, London

Data Protection Officer: [email protected]

Registration Number: WC2H 9JQ

UK Representative: [email protected]

 

III. Information We Collect About You

When you visit our website and wish to use our services, as per our Terms and Conditions, we will need to collect various information about you. In this part of the document, we explain the categories and where necessary the source of specific personal data we process. For the processing, we also clarify why we need to collect and use our personal data as well as the legal basis for our actions.

 

USAGE DATA

Data includes information related to the use of this website and the system we offer: company information, IP address, geographical location, browser type and version, operating system, referred source, length of visit, and page views and website navigation paths, as well as information about the timing, frequency and pattern of your system use.

 

Source: Analytics tracking system such as Google Analytics and similar.

Purposes: Understand which sub websites cater to you and give you more information on it, improve our services and offer you usage suggestions that might suit your needs.

Legal Basis: Legitimate interests ➝ monitoring and improving our website, system, client service and system services.

 

ACCOUNT DATA

This is the information you give us when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the System: name, contact email address, profile photo, bio, other details to your profile information to be displayed on your Service provider profile or on your Company profile with our system so that your clients can book services with you.

Please note that we need to keep track of your preferences when selecting specific settings.

Source: You, your employer, or the user who sets up the system for his personal or company purposes.

Purposes: Operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases, and using them for communicating with you.

Legal Basis: Legitimate interests & contractual obligations ➝ provide you with our system services so that you can display your information and sell services and products.

 

USER’S CLIENTS DATA

This is the information entered into the system from the clients of the User when they use the software to make a booking, such as name, surname, email address etc.

Source: You, your employer or the user who sets up the system for his personal or company purposes.

Purposes: Operating the system so that your clients can effectively book appointments online with their chosen service providers.

Legal Basis: Legitimate interests & contractual obligations ➝ enable proper operation of the system and services.

 

SERVICE PROVIDER’S DATA

When you include personal data of your service providers in your account: name, address, telephone number, email address, profile pictures, and other details that are added to the service provider’s profile.

This specific information will be available on the user’s booking site, supplied by us, on a widget that may be inserted into users own website, on users social media profiles, on our directory sites where all system users are displayed, unless they specifically opt out of being displayed there.

 

Source: The data subject and data controller

Purposes: Make a booking and use the services offered by the User.

Legal Basis: legitimate interests & contractual obligations ➝ enable proper operation of the system and services.

 

PUBLICATION DATA

Information that you create for your bookable services, products for sale, promotions, or as company information.

You acknowledge that personal data that you submit for publication through our system or services about you, your company, service providers, products, promotions, services, or related things may be available, via the internet, around the world. We CANNOT prevent the use (or misuse) of such personal data by others.

 

Source: You, your employer, or the user who sets up the system for his personal or company purposes.

Purposes: Operating the system so that clients can effectively book appointments online and purchase products and read about your business and service offering.

Legal Basis: Legitimate interests & contractual obligations – enable proper operation of the system and services.

 

ENQUIRY DATA

Information contained in any inquiry you submit to us through email or live support regarding the system and our services.

 

Source: You or the user who sets up the system for his personal or company purposes, or your clients.

Purposes: Analysing our users’ problems and helping them to solve the issues as well as improving the system when relevant.

Legal Basis: Legitimate interests ➝ enable proper operation of the system and services.

 

TRANSACTION DATA

Information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website: contact details and the transaction details.

 

Source: You, as the data subject.

Purposes: Supplying the purchased goods and services and keeping proper records of those transactions.

Legal Basis: Legal obligation – proper accounting practices.

 

We have to keep all invoicing data that contains your purchases, name, address, and email for 7 years for financial reporting and VAT purposes.

 

COMPANY INFORMATION

When you include information about your company in the company profile of the system we offer: name, address, telephone number, email address, profile pictures, and other details that you add to your company profile.

This specific information will be available on your booking site, supplied by us, on a widget that may be inserted into the user’s own website, on users’ social media profiles, on our directory sites where all system users are displayed unless they specifically opt out of being displayed there.

 

Source: You, your employer, or the user who sets up the system for his personal or company purposes.

Purposes: You, your employer, or the user who sets up the system for his personal or company purposes.

Legal Basis: Legitimate interests & contractual obligations ➝ enable proper operation of the system and services.

 

NOTIFICATION DATA

Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters.

 

Source: You, as the data subject.

Purposes: Sending you the relevant notifications and/or newsletters to inform you about changes within the system and how you can make the most of using Schedwise.com.

Legal Basis: Consent ➝ to receive specific information from us, which may be withdrawn at any time by contacting us.

 

CORRESPONDANCE DATA

Information contained in or relating to any communication that you send to us.

 

Source: You, as the data subject.

Purposes: Communicating with you and record-keeping.

Legal Basis: Legitimate interest ➝ proper administration of our website and business and communications with users.

 

In addition to the specific legal basis of processing your personal data mentioned above, we may need to process personal data for our legitimate interests and as below:

  •  for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure;
  •  for the proper protection of our business interests against risks and obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.

 

IV. Where We Store Your Information?

Your data is stored on servers located in three reputable data centers, EU and Switzerland, all of which meet the R82 and R81 APSAD standards and work according to the 27001:2013 standard. 

 

V. How Long We Keep Your Information?

We must comply with several legal obligations in relation to the retention and deletion of personal data. Therefore, in all cases, we will keep your data only for the period required for the purposes of processing stated herein, respecting the principle of “data storage” of GDPR. This means that as long as you remain a user of our system – you can edit this data at any point in time and request deletion by canceling the usage of the system. Since we keep backups of all databases for up to 30 days, this data may still exist for up to 30 days on our servers at which point in time it gets deleted.

 

VI. Privacy By Design and By Default

We have implemented “appropriate technical and organizational measures” in order to follow the data protection principles effectively and safeguard individual rights. Specifically, we will perform a Data Protection Impact Assessment (“DPIA”) when required under GDPR, for identifying and minimising the data processing risks of a project.

 

Security
Additionally, all our security measures form part of the overall Information Security Management System (“ISMS”) of Schedwise Ltd, in line with the ISO/IEC 27001:2013 standard. 

 

Privacy of medical data / Protected health information
Schedwise.com may have restricted access to certain medical data or protected health information, as defined in the Health Insurance Portability & Accountability Act of 1996 (the “HIPAA”).
When required, however, we will follow the HIPAA rules and requirements, as may be amended and all staff with access to the system receive HIPAA training on an annual basis, to the minimum.

 

VII. Sharing of Your Personal Data

In order to operate effectively as a company and also provide flawless services, products and features, we must share some of your personal data. The sharing is limited to the extent required for the specific purposes and for the period required in order to ensure our business operations. Therefore, our services to you will not be jeopardized and your rights are not infringed. We perform at least an annual review of all our suppliers with whom we share personal data.

 

WITHIN THE EU AND EEA

All data processing activities with parties located within the EU and EEA are governed by the provisions of the GDPR and respective Data Processing Agreements.

 

OUTSIDE THE EEA

When we transfer your personal data to a country not located in the EU or EEA, we will check and ensure that specific legal mechanisms and safeguards are in place: and such us “adequate decision” for that jurisdiction, concluded “Standard Contractual Clauses” (“SCC”) or other.

 

VIII. Cookies and Third-Party Technologies

We don’t use cookies – a file containing an identifier, a string of letters and numbers that is sent by a web server to a web browser and is stored by the browser and is then sent back to the server each time the browser requests a page from the server. Cookies can be either “persistent” and be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; or “session” and will expire at the end of the user session, when the web browser is closed.

 

IX. Direct Marketing Communication

In order to contact you for marketing and promotional purposes, we need to have your clear consent and also inform you how we will process your personal data for these purposes. Therefore, by clicking to receive updates for marketing and promotional purposes during the sign-up procedure, you hereby consent and allow us to use your personal data and contact you.

 

Your personal data for marketing and communication purposes will be stored in our internal database only and we shall not share your personal data with third parties unless they act as our service providers and are part of our business operations. This means we have established collaboration, safeguarded by data protection and privacy provisions.

 

We use a self-hosted version of marketing automation tools for user communication related to system usage to avoid external access to our user’s data. Therefore, we track user’s actions within our system and send appropriate email and system messages to assist with the usage, where users have allowed us to communicate with them, by checking the marketing communication box during sign-up.

 

In all cases, your personal data will be processed based on our instructions as data controller of your data and in compliance with the provisions of this Policy. We do not use marketing automation platforms and do not perform any automated decision-making processing of your personal data.

 

The unsubscribe option is available in all our communications for marketing purposes.

X. Your Rights

You are a “data subject” in accordance with the provisions of GDPR and have the following rights which you can exercise freely:

  •  the right to access;
  •  the right to rectification;
  •  the right to erasure;
  •  the right to restrict processing;
  •  the right to object to processing;
  •  the right to data portability;
  •  the right to complain to a supervisory authority;
  •  the right to withdraw consent.

 

If you wish to use any of your rights, please contact us via email [email protected].

 

XI. Changes to our Privacy Policy

We may change this document at any time in order to reflect changes in the law or our practices. Keep an eye on our website for any updates. If we change anything major in this document, we will inform you.

 

Last update: 23/04/2024

Version: 1.1