DRAFT FOR REVIEW — Not an approved privacy notice. Prepared 8 October 2026. The operator’s legal name, registered address, privacy contact, service providers, retention periods, and legal bases must be confirmed before this policy is published.
1. Scope and operator — This draft applies to HospiFlow, a healthcare operations workspace used globally and hosted in the European Union. It covers staff accounts and operational tasks. Operator: [legal entity name and registered address to be confirmed]. Privacy contact: [email to be confirmed]. HospiFlow has a separate operator from the main website’s other services.
2. Information processed — HospiFlow processes staff account information and operational task information supplied by users or their organisation. Confirm the precise fields collected, such as names, work contact details, roles, task descriptions, assignees, and status updates. This draft does not establish permission to store patient records or clinical information; those uses require a separately reviewed privacy notice and appropriate contractual arrangements.
3. Purposes and legal bases — Proposed purposes include managing staff access, coordinating operational tasks, and providing the workspace. Confirm whether support, security monitoring, service analytics, or other processing also occurs. Each purpose must have a documented lawful basis where applicable. Contractual necessity, legitimate interests, consent, or legal obligations must not be asserted without assessing the actual processing and the people affected.
4. Your organisation and HospiFlow — Your employer or healthcare organisation may determine how staff information and tasks are used within its workspace. Confirm whether HospiFlow acts as a processor for that information and as a controller for any separate processing. The final notice must identify these roles and explain whether requests should go to HospiFlow or your organisation.
5. Sharing, hosting, and international transfers — HospiFlow is hosted in the European Union and is offered globally. EU hosting alone does not mean all processing remains in the EU. Confirm hosting providers, subprocessors, authorised organisational access, support access, and any transfers outside the EEA. The final policy must describe recipients and applicable transfer safeguards, including adequacy decisions or standard contractual clauses where required.
6. Retention, deletion, and security — Retention periods for staff accounts, tasks, backups, and any logs remain to be confirmed. The final policy must explain deletion after account closure or an organisation’s contract ends, and any exceptions required by law. Specific security measures and incident procedures must be verified before being described; this draft makes no encryption, certification, or compliance claims.
7. Your rights — Depending on applicable law and the processing involved, you may have rights to access, correct, delete, restrict, or obtain a copy of your personal information, and to object to certain processing. Where consent is used, you may withdraw it. You may also complain to a competent data protection authority. Submit requests to [verified privacy contact to be added]; requests concerning an organisation’s workspace may need to be handled by that organisation.
8. Cookies and changes — Confirm whether the app or this website uses cookies, analytics, SDKs, or other tracking technologies, and document their purposes and consent requirements where applicable. The approved policy should show its effective date and explain how material changes are communicated. No effective date has been set for this draft.