Privacy Notice “Bookicare”

We have created this Privacy Notice (“Notice”) to help you understand what personal data is collected, stored and processed and what happens to it when you use our Website.

Last updated on September 19, 2025

Welcome to Our Privacy Notice

Bookicare (hereinafter — “we” and “us”) cares for your personal data and does everything possible to protect it.

You, as a data subject, may be our Visitor, Client, Partner and Representative.

In case you do not agree with the whole Agreement or with a part of it, please stop using our Website and Services presented on it.

In short, you may generally browse our Website without providing us with your information. However, if you want to use the full functionality of our Website and Services, you will need to provide some of your data.

Who Are You to Us?

Visitor

anyone who visits our website

Client

is our end-user to whom we provide our services.

Partner

is the legal entity that provides medical care. Note: while providing you with the medical care services our Partner acts as independant controller

Representative

is a user whose data we receive from our Partners: clinics, hospitals etc.

1. Purpose
2. Information about the Controller
3. How do we collect and use data?
4. Why and how do we use your data?
5. Do we use cookies?
6. How do we share and disclose data?
7. Do we transfer your data?
8. How do we handle your data?
9. How do we treat minors?
10. How can you manage your personal data?
11. How do we update this Notice?

1. Purpose of This Notice

This document explains what data is collected in connection with the Bookicare Website.
It also explains how we use that data, where we store it, and how we protect it.
Finally, it explains your rights in relation to your personal data.

In short:

In order for you to use our Website and Services, we need to process some of your data. For any other purpose, we will always ask you for your consent in advance.
We will not share your data for third party advertising purposes.

2. Information about the Controller

Controller: Bookicare Limited

Address: 14 / F Golden Centre, 188 Des Voeux Road Central, Hong Kong

General Email: marketing@bookicare.com

Privacy Email (DPO): privacy@bookicare.com

As for privacy roles:

Bookicare is the controller with respect to the personal data of Visitors, Clients and Partners.

Regarding the personal data of Representatives, Bookicare is a processor.

Please note: Our Partners act as separate controllers when providing services. To contact the Data Protection Officer of Bookicare Limited, please email privacy@bookicare.com.

3. How We Collect and Use Data

Regardless of who you are to us (Visitor, Client, Partner or Representative), we collect data in three main ways:

Important: We process medical and health data, which is sensitive. We understand the importance of keeping this data secure. Processing of sensitive personal data is necessary to provide you our Service (legal basis: performance of the contract).

Automatically Collected Data

When you access our Website, some data is collected automatically to operate, maintain and improve our Website. Such data includes:

Your Interaction with a Website

We may collect data about your interaction with our Website, such as the features you use, pages you view, and actions you take.

Basis: Legitimate interest

Device and Connection Data

We collect information about your device (computer, phone, etc.), operating system, browser type, IP address, and approximate geolocation to provide a better service experience.

Basis: Legitimate interest

Cookies and Similar Technologies

We use cookies for analytical purposes. You can manage cookies in your browser settings. See our Cookie Policy for more details.

Basis: Legitimate interest and/or Consent

Data You Provide to Us

Data from Visitors

When you contact us for details or support, we may collect:

Name, surname
Email, phone number
Country
Request type and case details

Data from Clients

When you become a Client, we process more data for account registration, requests, and consultation:

Contact Data (name, email, phone)
Account Data (profile picture, age, linked social media)
Medical Data (diagnosis, medical history, scans)
Trip Data (passport, bank statements)
Guardian Data (if representing another person)
Call Records and Comments

Data from Partners

If you are a representative of a clinic/hospital registering an account, we collect:

Company type and website
Full name of the contact person
Phone number and email address

Data about Representatives (from Partners)

We receive data about medical professionals from our Partners to help users choose a specialist:

Contact Data (name, photo, location)
Qualification Data (education, work experience, licenses)
Scientific Activity (research, publications)

4. Why We Use Your Data

We process your data for several key purposes, based on different legal grounds:

To Provide Website Features

Data Categories: Contact data, Account data.

Legal Basis: Performance of a contract

To Provide Our Core Services

Data Categories: Medical data, Trip data, Guardian data.

Legal Basis: Performance of a contract

To Communicate with You

Data Categories: Contact data, Account data, etc.

Legal Basis: Performance of a contract / Legitimate interest

For Research and Analysis

Data Categories: Automatically collected data, Account data.

Legal Basis: Legitimate interest

To Ensure a Safe Environment

Data Categories: Usage data, Account data, Trip data.

Legal Basis: Legitimate interest

To Comply with Legal Obligations

Data Categories: All relevant data as required by law.

Legal Basis: Compliance with legal obligations

To Send Marketing Communications

Data Categories: Contact data.

Legal Basis: Consent

5. Our Use of Cookies

A cookie is a small piece of data stored on your device. We use them for analytics and to personalize your experience. Data collected can include referral websites, pages you view, and browser preferences. You can manage cookies in your browser settings. For full details, please read our Cookie Policy.

6. How We Share and Disclose Data

We may share your data under specific conditions:

With authorized third parties like a medical provider of your choice.
For safety, legal purposes, and law enforcement, if required by law.
During business transfers like a merger or acquisition.
With your explicit consent for other purposes.
With third-party service providers who help us operate (e.g., hosting, analytics).

We conduct security audits on all vendors before transferring data. Our Partners act as independent controllers when providing you with medical care.

7. International Data Transfers

Due to our international nature, we may process your data outside your country of residence (e.g., on servers in Germany or with contractors in Ukraine/US). For these transfers, we use appropriate legal safeguards like the EU's Standard Contractual Clauses (SCCs) to ensure your data remains protected.

8. How We Handle and Protect Your Data

Encryption & Security

We use industry-standard physical, electronic, and procedural safeguards, including encryption, to protect your data. However, no system is 100% 'hacker-proof'.

Contractual Obligations

We use Standard Contractual Clauses with our partners to ensure adequate data protection.

Data Retention

We retain your data only as long as necessary to fulfill the purposes described in this Notice or as required by law for legal, tax, or auditing obligations.

Third-Party Vetting

Before sharing data, we perform security checks on all third-party vendors to ensure they have appropriate safeguards.

9. How We Treat Minors' Data

We do not knowingly collect personal data directly from any child under 16. We may process a child's data only with a verified parent or guardian's request and consent. If you are a parent with concerns, please contact privacy@bookicare.com.

11. Updates to This Notice

Applicable law and our practices change over time. If we update our Privacy Notice, we will post the changes on our Website. For material changes, we will provide prior notice or request your consent. We encourage you to review this notice periodically.

10. How You Can Manage Your Personal Data

You have several rights regarding your personal data. To exercise any of them, please contact us at privacy@bookicare.com.

Access

Request an explanation and a copy of the personal data we hold about you.

Rectification

Correct any inaccurate data we have about you.

Erasure

Request the deletion of your personal data ('right to be forgotten').

Restrict Processing

Ask us to temporarily or permanently stop processing some or all of your data.

Object Processing

Object to us processing your data, especially for direct marketing.

Data Portability

Receive your data in a machine-readable format and have it transferred to another controller.

Lodge Complaints

Lodge a complaint with a competent data protection authority.