This is the Privacy Policy of BookWise Solutions Limited ( BookWise, us, we or our). We provide specialist scheduling software applications and platforms on a subscription basis to hospitals, businesses and others ( Customers) to assist with their room booking and other scheduling requirements ( Services).
Individual employees, consultants and workers of those Customers ( Authorised Users, you or your) are entitled to access the Services subject to this Privacy Policy. The ongoing access to and use of the Services by each Authorised User shall be deemed to be acceptance by the Authorised Users of this Privacy Policy.
BookWise respects the privacy of all Authorised Users of its software products and services and is committed to protecting that personal data. This Privacy Policy specifies how BookWise looks after the personal data of Authorised Users and sets out their privacy rights.
This Privacy Policy aims to give you information on how BookWise collects and processes your personal data through your use of the Services, including any data provided to BookWise by you or on your behalf by the Customer when establishing account access to the Services.
It is important that you read this Privacy Policy (as updated from time to time) in order to be fully aware of how and why BookWise are using your personal data.
BookWise is the controller and responsible for the personal data of the Authorised Users.
If you have any questions about this Privacy Policy or our privacy practices, please contact us by email at enquiries@bookwisesolutions.com.
You have the right to make a complaint at any time to the Information Commissioner's Office ( ICO ), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
If you would like to contact us about any of these rights, please send an email to us at enquiries@bookwisesolutions.com or write to us at Unit 3, Faraday Court, Centrum One Hundred, Burton-on- Trent DE14 2WX. We will respond to you within 30 days of receiving your request and you will not be charged for this service.
We keep our Privacy Policy under regular review and it may be updated from time to time.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes at any time.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical information on how Authorised Users interact with the Services. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity.
We do not undertake any obligatory collection of any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious beliefs, sexual orientation, health or biometric data etc).
Where we need to collect personal data by law, or under the terms of our standard terms of business we have agreed with the Customer, and you (or the Customer) fail to provide that data when requested, we may not be able to provide you with access to the Services.
We collect data from you directly from the Customer who has obtained your consent to do so or through direct interaction by you when you establish a user account for the Services.
As you interact with the Website and use the Services, we will automatically collect Aggregated Data about your browsing actions and patterns. We collect this data by using cookies and other similar technologies but this data does not identify you individually.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
For the purpose of providing the Services.
Where it is necessary for our legitimate interests (or those of a third party such as the Customer) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
|
Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
|
To register you as an Authorised User |
|
Consent and provision of the Services to you |
|
To manage our relationship including:
|
|
|
|
To administer, improve and protect our business and Services (including troubleshooting, data analysis, testing, system maintenance and support) |
|
|
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law.
We may share your personal data with the parties set out below for the purposes set out in the table above.
The Customer (for whom you provide employment or other services).
Our business partners who may need to help us operate and improve our website or any other services offered by BookWise.
Third parties to whom we may choose to, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
Where we use certain service providers or overseas business partners, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to access the data for the purpose of the delivery of the Services.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data (see paragraph 10 below).
Under certain circumstances, you have rights under data protection laws in relation to your personal data as follows:
If you want us to establish the data's accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us by email at enquiries@bookwisesolutions.com.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to
ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests.