Privacy Policy | Before My Visit

Privacy Policy for Before My Visit

Last updated: 5 Feb 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.

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

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

2. What We Offer

Our platform includes:

Downloadable health preparation guides and templates
Educational content and articles
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

3. What Information We Collect

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

A. Survey Responses

We may invite you to complete surveys about your healthcare experiences, habits, or preferences, or about your experience using our services.
These are collected anonymously unless you choose to provide your email.
If you would like to be included in these surveys, 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Your story will not be published or used without your explicit consent.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, 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 (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) 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.

4. How We Use Your Information

We process your information to:

Generate your pre-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.

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.

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, and for adding your email address to our mailing list.

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.
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.

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.
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).

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

9. Your Rights Under GDPR

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.

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: beforemyvisit@gmail.com
📍 Ireland