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Swiftqueue Privacy Summary

Privacy Summary

The aim of this privacy policy and information notice for website users (hereinafter referred to as the “notice”) is therefore to inform you of how your personal data is processed when you visit the website https://www.swiftqueue.co.uk/ (hereinafter referred to as the “platform”).

If you are a Patient, we process your personal information to allow you to book your appointments with the clinics. We only ask for information that the clinic needs to process that appointment.

Please take time to read this carefully. If you are under 16 years of age, please read this Policy with a parent or guardian so that you both fully understand it.

Who we are

Throughout this document the use of ‘us’, ‘we’, ‘our’ and ‘ours’ refers to Swiftqueue Technologies Ltd (Swiftqueue), acting as data controller of the personal data processed for the purposes listed below.

However, in providing its services, Swiftqueue is an enterprise scheduling platform providing appointment management solutions to healthcare facilities thereby also acting as a data processor on their behalf.

What information we collect about you

Swiftqueue collects the following information:

  • Identification data (e.g. surname, first name, email address, password, Region, phone number, date of birth, postcode, NHS Number, etc.)
  • Further data necessary to book you appointment if you are a Patient (e.g. GP Details, Screening Group, etc.)
  • Technical data (e.g. IP address, type of browser used, etc.)
  • Any personal data included in any correspondence you send to us (e.g. patient referrals )

Additionally, if you provide us with personal data belonging to third parties, you undertake to ensure that such persons have been duly informed of the processing of their personal data in accordance with this policy and, if required, have consented to the processing of their personal data.

Where we collect your information

Data sources: (i) information from your use of our platform (ii) information provided to our call centres (iii) information provided by your parent or guardian if you are a minor.

Why we use your information and the legal basis

PURPOSES LEGAL BASIS
To provide the service (i.e. if you are a Patient allow you to book your appointments; if you are a GP to access the platform). The processing is carried out to provide you with the service you requested us. You are not obliged to provide your data; however, failure to do so will result in the inability to provide the service.
To communicate with you (e.g. about an appointment, your registration, to send reminders, etc.). The processing is carried out to provide you with the service you requested us and to pursue our legitimate interest to provide our best services. You are not obliged to provide your data; however, failure to do so will result in the inability to communicate with you.
To improve and secure our services and our platform. The processing is carried out pursuant to our legitimate interest, which involves optimizing and securing our tools and solutions to best accommodate our site visitors, clients, and prospects and to keep our online presence secure.
We have considered that this legitimate interest does not prejudice your rights and freedoms. In this case, you are not required to provide any further data, since we pursue this purpose, where necessary, by processing the data collected for the other purposes, which are deemed compatible with this purpose.
To provide anonymised statistics to the clinics The processing is carried out pursuant to our legitimate interest to provide our best services. We have considered that this legitimate interest does not prejudice your rights and freedoms. In this case, you are not required to provide any further data, since we pursue this purpose, where necessary, by processing the data collected for the other purposes, which are deemed compatible with this purpose.
To comply with legal and regulatory obligations applicable to us. The processing is necessary to comply with the legal obligations that we are subject to. In this case, you are required to provide your data since it is a statutory requirement.
To manage any potential or actual disputes with you or third parties. The processing is carried out pursuant to our legitimate interest, which involves defending our interests, including through legal action.
We have considered that this legitimate interest does not prejudice your rights and freedoms. In this case, you are not required to provide any further data, since we pursue this purpose, where necessary, by processing the data collected for the other purposes, which are deemed compatible with this purpose.

In any case, please note that we will not process your personal data for any other purpose that is incompatible with the above-mentioned purposes.

Who we share your information with

We only share your information with

  • The healthcare clinic that you are booking an appointment for
  • Our service providers, suppliers, agents, and contractors, to the extent that they assist us in carrying out the purposes set out in this policy (e.g. we use IT service providers to host your personal data on our behalf).

Regardless of the recipient, we will only disclose your personal data to them on a strictly need-to-know basis and only to the extent required to fulfill the purposes identified in this policy.

Do we transfer data outside the EEC/UK?

We store data within the European Economic Area (“EEA”) or the United Kingdom (“UK”). Should your personal data be transferred outside the EEA/UK, we ensure that the level of protection your personal data is given is not adversely affected by such transfers.

This specifically means that each of the intended transfers is based on one of the following mechanisms at least:

  • The existence of an Adequacy Decision issued by the European Commission (“EC”) or the UK Secretary of State for the country that your personal data is transferred to; or, alternatively;
  • The conclusion of standard contractual clauses reproducing the models adopted by the European Commission, with the implementation of the applicable supplementary measures, as necessary; or, alternatively;
  • The existence of an exemption related to one of the specific situations exhaustively provided for by both the EU and UK General Data Protection Regulation (“GDPR”) (e.g. where you have given your consent to such transfer having been informed of the absence of safeguards, where the transfer is necessary for the performance of a contract concluded between you and us, where the transfer is necessary for the conclusion or performance of a contract

How long we hold your information

We store your personal data for no longer than is necessary for the purpose of the processing concerned.

In other words, this means that the storage periods we apply vary depending on the purpose for which we process the data in question. The table below therefore indicates, for each purpose, the storage period that will be applied to your personal data:

PURPOSES STORAGE PERIODS
To provide the service. 2 years from your last access to Swiftqueue patient portal
To communicate with you. 2 years from the communication
To improve and secure our services and our platform. We will store your data for a maximum of 2 years, although in most cases your data will be aggregated shortly after collection into non-identifiable statistics.
To provide anonymised statistics to the clinics We store your personal data for as long as we are subject to the relevant legal or regulatory obligations.
To comply with legal and regulatory obligations applicable to us. Your personal data will be stored until all potential remedies have been exhausted.

In any case, once the applicable storage period has elapsed, we will irrevocably erase or anonymize your personal data so that you can no longer be identified.

Do we use cookies?

We use cookies on our site.
To find out more about the cookies we use and the purposes that we use them for, please refer to our cookie policy, which can be found in the privacy section of the website page.

What rights do you have?

In accordance with the applicable data protection legal framework, particularly the GDPR, you have the following rights as a data subject:

  • You may request access to your personal data and request that it be rectified or erased.
  • You also have the right to request that processing of your personal data be restricted or your data be erased.
  • You have the right to portability of your personal data.
  • Where processing of your personal data is based on your consent, please note that you may withdraw your consent at any time, without affecting the lawfulness of processing based on your consent carried out prior to your withdrawal of the same.

In addition, you have the right to object in whole or in part to the processing of your data, provided that you meet the requirements of the applicable data protection law.

However, please note that some of the above rights are subject to specific conditions dictated by the applicable data protection legal framework. So, if your specific situation does not meet these conditions, we will unfortunately be unable to comply with your request.

To exercise your rights, please contact our DPO using the contact details provided below. To process your request as efficiently as possible, we may ask you for certain additional information to confirm your identity and/or assist in locating the personal data that forms the subject matter of your request.

In any case, please note that you may lodge a complaint with the relevant data protection supervisory authority.

Data Protection Officer

If you have any questions or requests regarding our processing operations with your personal data under this policy, including exercising your rights, as outlined above, you may contact our Data Protection Officer (“DPO”), at the following email addresses: dpo-uk@dedalus.com or dpo.group@dedalus.eu


[Last updated February 2025]