Privacy Policy for Before My Visit

Last updated: 10 July 2025

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1. Who We Are

Before My Visit is a digital health preparation website and accompanying chatbot developed and maintained by ReganByte Ltd, a company registered in Ireland trading as Before My Visit.

Our mission is to help patients navigate the Irish healthcare system by providing clear, practical resources including downloadable guides, symptom trackers, and a conversational chatbot that supports appointment preparation. The chatbot can also generate a printable summary of your health information based on your responses.

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While we are not required to appoint a Data Protection Officer under Article 37 of the GDPR, we take our data protection responsibilities seriously. If you have questions about how your data is handled, please contact us at beforemyvisit@gmail.com.

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This Privacy Policy explains how we handle your information across the website and chatbot services.

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2. What We Offer

Our platform includes:

• Downloadable health preparation guides and templates

• Educational content and articles

• A chatbot that:

  • Answers questions about the content on our website and guide you towards relevant resources

  • Helps you prepare for appointments by asking typical doctor-style questions

  • Generates a PDF summary of your responses to download and print to bring to your appointment

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3. What Information We Collect

We collect both personal and non-personal information through the following:

A. Survey Responses

• We may ask questions about your healthcare experiences, habits, or preferences.

• These are collected anonymously unless you choose to provide your email.

B. Share Your Story Submissions

• If you share a personal health story, you may submit written content and optionally include your name or email.

• Your story will not be published or used without your explicit consent.

C. Mailing List Signup

• When you subscribe, we collect your email address.

• This is only used for updates, early access invites, or research participation.

D. Website Analytics & Cookies

• We use Wix and standard analytics tools to understand site usage and improve content.

• This may involve cookies, IP addresses, device/browser data, and page views.

• We do not track individual identities without consent.

E. Chatbot Interactions

• You do not need to provide personally identifiable information (PII) to use the chatbot.

• However, the chatbot may process sensitive health-related information (e.g. symptoms, medications) that you voluntarily enter.

• This information is used to:

  • Generate your summary PDF

  • Improve chatbot performance

  • Answer your questions about the subject matter on this website i.e. information about navigating the Irish Health System and how to best prepare for medical appointments

Important: The chatbot is currently in Beta and may not always behave as expected. It is not a substitute for professional medical advice. Do not use the chatbot for diagnosis, treatment decisions, or urgent health concerns. Always consult a healthcare provider.

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4. How We Use Your Information

We process your information to:

• Generate a downloadable appointment preparation summary

• Improve the chatbot’s functionality and accuracy

• Understand how the website is used (via aggregated analytics)

• Share anonymous usage trends with funders, partners, or research groups

• Respond to feedback or data requests (if contact details are voluntarily given)

We do not:

• Sell your data

• Use your data for advertising

• Use your chatbot responses for automated decision-making

If we ever wish to use your data for any additional purpose, we will seek your explicit permission first.

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5. Legal Basis for Processing

For all data collected and processed through the chatbot or website, we rely on the following lawful bases under GDPR:

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When using the chatbot, you will be asked for explicit consent before any health-related questions begin.

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6. Data Retention

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7. Third-Party Services and Data Processors

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​Each of these services has a signed Data Processing Agreement (DPA) in place with ReganByte Ltd. These processors only access your data as necessary to provide the services listed above.

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8. Data Security

We apply industry-standard security measures:

• All communications are encrypted (HTTPS)

• PDF download links are time-limited and private

• PDF files are deleted immediately after user downloads them

• We delete any un-downloaded summary files on a nightly basis

• Access to data is restricted to authorised team members

• Files and chatbot logs are automatically deleted after short retention periods

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9. Your Rights Under GDPR

If you’re located in the EU or EEA, you have the right to:

• Access your personal data 

• Request correction or deletion 

• Withdraw your consent at any time 

• Restrict or object to processing

• Lodge a complaint with the Irish Data Protection Commission

If you want us to delete chatbot content, we may ask you to provide approximate details (e.g. what symptoms you entered or when you used the chatbot) to help us locate and remove the correct record. We cannot identify users otherwise.

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10. Changes to This Policy​

We may update this policy periodically to reflect changes in the service or legal requirements. The latest version will always appear on this page. If changes are significant, we’ll notify you via email if you’re on our mailing list.

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11. Contact Us

If you have any questions or wish to exercise your rights under GDPR, contact:

Before My Visit
Operated by ReganByte Ltd
📧 Email: beforemyvisit@gmail.com
📍 Ireland