Privacy Policy | Before My Visit

Privacy Policy for Before My Visit

Last updated: 13 Mar 2026

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. Our chatbot Derek can also generate a printable summary of your health information based on your responses.

ReganByte Ltd is a data controller under the EU and UK General Data Protection Regulation, and process data as outlined in this Privacy Policy, which also explains how we handle your information across the website and chatbot services, as well as any other activities as outlined below.

We take our data protection responsibilities seriously. If you have questions about how your data is handled, please contact us at info@beforemyvisit.com.

2. What We Offer

Our website platform includes:

Downloadable health preparation guides and templates
Educational content and articles
Derek, a chatbot that:
- Helps you prepare for appointments by asking a set of questions about your symptoms, medication, family history etc.
- Generates a PDF summary of your responses to download and print to bring to your appointment

Our mobile app includes:

A personal health log that lets you record symptoms, medications, diagnoses, test results, appointments, and wellbeing notes by typing or speaking naturally
An appointment preparation tool that draws on your logged history to generate a structured summary you can share with your clinician or bring to your appointment as a PDF
A health record retrieval feature that lets you ask natural language questions about your own logged data, for example when a medication was started or how a symptom has changed over time

All health data entered into the mobile app is stored securely on servers located within the European Union. PDFs are generated on your device and are never sent to third-party services. We do not sell, share, or use your health data for advertising purposes.

The mobile app uses artificial intelligence to help structure and retrieve your logged health information. AI outputs are clearly labelled and are always accompanied by a reminder that clinical interpretation should be discussed with your treating clinician. The app is not a diagnostic tool and does not replace medical advice.

3. What Information We Collect

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

A. Survey Responses/Interviews

We may invite you to complete surveys or conduct interviews about your healthcare experiences, habits, or preferences, or about your experience using our services. We may also invite you to participate in pilots of new products or features.
Surveys are collected anonymously unless you choose to provide your email.
Interviews will be conducted online unless requested in person, and these will be recorded but access to these recordings will be strictly limited to the team conducting them.
We may from time to time run pilots to gather feedback and test new features and products. Any content gathered from these pilots will be treated in accordance with our privacy policy, terms of use and in line with procedures you will be asked to agree to as part of the pilot onboarding.
If you would like to be included in these surveys, interviews or pilots, please contact us at info@beforemyvisit.com and share your details with us.

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, pilot invitations 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. Website Chatbot (Derek) Interactions

You do not need to provide personally identifiable information (PII) to use Derek, and we recommend that you refrain from doing so, with the exception of your email address if you choose to have your pre-appointment summary emailed to you.
Derek may gather certain information about your browser session such as language, browser, OS etc. This information is used only for statistical analysis, and possibly in the future to allow a more tailored service to users e.g. Derek may begin the conversation in the language defined by your browser.
You can optionally request your pre-appointment summary to be emailed to you as an attachment. For this you must provide a valid email address. This email address will be used to send your pre-appointment summary only.
- When requesting your pre-appointment summary to be emailed, you will also be asked if you wish to join our mailing list and opt in for future surveys and product pilots. If you agree to this, your email address will be added to our mailing list. If you do not agree, then the email address will not be used for anything outside the pre-appointment summary email.
Derek may process sensitive health-related information (e.g. symptoms, medications, diagnoses, family history) 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.

F. Mobile App Data Collection and Use

To use the upcoming Before My Visit mobile app, you must create an account. We collect your name and email address for the purpose of account creation and authentication.
The app collects health-related information that you voluntarily enter, including symptoms, medications, diagnoses, test results, appointment details, and wellbeing notes. This is special category data under GDPR Article 9 and is processed only on the basis of your explicit consent, which you will be asked to provide during onboarding.
Voice input is processed to convert speech to text for the purpose of logging health information. Audio is not stored after transcription is complete.
Your health data is stored securely on servers located within the European Union, with the exception of some conversation logs that are processed through the US in accordance with data sharing agreements. It is associated with your account and retained for as long as your account remains active, or until you request deletion.
Appointment preparation summaries and health record exports are generated as PDFs on your device. These PDFs are not transmitted to or processed by any third-party service.
Your health data is used to:
- Generate structured logs of your symptoms, medications, diagnoses, and appointments
- Prepare appointment summaries for you to share with your clinician
- Respond to natural language questions you ask about your own logged health history
- Support real-time transcription and question prompting during appointments, where you choose to enable this feature
Your health data is never sold, shared with third parties for advertising purposes, or used to build profiles for commercial use outside of Before My Visit.
The app uses artificial intelligence to process and structure your health information. All AI-generated content is clearly labelled. AI outputs are not clinical assessments and should always be discussed with your treating clinician before you draw any medical conclusions.
We may collect non-personal technical information such as device type, operating system, and app version for the purpose of diagnosing technical issues and improving app performance. This information cannot be used to identify you.
You may delete your account and all associated health data at any time from within the app settings. On confirmed deletion, your data will be permanently removed from our systems within 30 days.

Important: The Before My Visit mobile app is not a medical device and does not provide diagnosis, clinical advice, or treatment recommendations. It is a personal health record and appointment preparation tool. Always consult a qualified healthcare professional for medical advice, diagnosis, or treatment decisions. Do not use the app in an emergency. If you are experiencing a medical emergency, contact the emergency services immediately.

4. How We Use Your Information

We process your information to:

Generate your pre-appointment preparation summary
Improve the chatbot’s functionality and accuracy
Drive and influence our feature roadmap for our website and our upcoming mobile app
Understand how the website is used (via aggregated analytics)
Conduct studies and user/customer research interviews
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.

5. Legal Basis for Processing

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

Personal data is processed under the following lawful bases:

Consent: Applies to mailing list sign-ups and “Share Your Story” submissions.
Legitimate Interests (Article 6(1)(f)): Used for anonymous analytics to improve site content.
Explicit Consent (Articles 6(1)(a) and 9(2)(a)): Required for health-related information entered into the chatbot, the summary sent via email if requested, adding your email address to our mailing list, and participation in pilots, interviews and surveys.

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

6. Data Retention

Different data types are retained for specific purposes and timeframes:

Analytics: Retained only in anonymised, aggregate form.
Email submissions: Retained until the user unsubscribes or requests deletion.
Survey responses: Anonymous and retained for research purposes.
Interview recordings and transcriptions: Retained only for as long as it takes to create reports and summaries which are anonymised.
Any data collected as part of the pilot (logged medical information, survey responses etc.) will be retained for the duration of the pilot and up to 6 months after the pilot has completed, unless participants choose to continue using the app after the pilot.
PDF summaries generated by the chatbot: Retained for 6 months for analysis and service monitoring and improvement.
Chatbot interactions: Deleted after 6 months, with aggregated and anonymised statistics retained for research and product improvement.
Information logged by you on the Before My Visit mobile app (symptoms, etc.)

7. Third-Party Services and Data Processors

Several third-party providers are used to deliver core services:

Voiceflow: Provides the chatbot framework and hosting, with data stored in the US under a GDPR adequacy decision.
Supabase: Provides database infrastructure and authentication services for the Before My Visit mobile app and supporting backend systems. Data is stored in EU-based servers. A Data Processing Agreement is in place with Supabase Inc.
Amazon Web Services (AWS): Provides cloud infrastructure supporting the Before My Visit mobile app, including AI inference, voice processing, and system logging. All services are hosted in the EU (Ireland) region. AWS operates under a GDPR Data Processing Addendum incorporated into the AWS Customer Agreement, supported by Standard Contractual Clauses.
Make.com: Used as an automation platform for PDF creation, hosted on EU-based servers.
Google Drive (Workspace): Used for temporary PDF storage, with data held in an EU-based data region.
Wix: Provides website hosting and form handling, with EU storage enabled.
Mailchimp / Wix Email: Used for mailing list management, with data centres in the US and EU supported by Standard Contractual Clauses (SCCs).
Zoom: Used for conducting interviews and creating AI summaries of those interviews.

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.

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
Developer access:
The Before My Visit platform is built and maintained by a small team of authorised developers working under the oversight of ReganByte Ltd. In the course of maintaining, testing, and improving our services, authorised developers may access backend systems, including database environments, logs, and technical infrastructure.
Where a separate development environment exists, testing and build work is carried out there in preference to systems containing real user data. Where access to production systems is necessary — for example, to investigate a technical fault or apply a security fix — this access is strictly limited to what is required to resolve the issue.
All developers with access to production systems are bound by confidentiality obligations and operate under ReganByte Ltd's data protection policies. Developer access to health-related data is governed by the same legal basis as all other processing under this policy, and is limited to the minimum necessary for the technical purpose.
This applies to both the Derek chatbot service and the Before My Visit mobile app.

9. Your Rights Under GDPR

You have the right to:

Access your personal data
Request correction or deletion
Request a copy of your data
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 (Derek) 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.

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.

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: info@beforemyvisit.com
📍 Ireland