CareClink is committed to compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. This page outlines how we protect your rights and ensure compliance when using our appointment and time attendance management platform.
Your GDPR Rights
Right of Access
Request a copy of all personal data we hold about you, including appointment records, time tracking data, and account information.
Right to Portability
Receive your data in a structured, machine-readable format for transfer to another appointment management system.
Right to Rectification
Correct inaccurate or incomplete personal data, such as interpreter profiles, company information, or appointment details.
Right to Erasure
Request deletion of your personal data, subject to legal and business requirements for appointment and time tracking records.
Data Processing & Legal Basis
Contract Performance
We process your data to provide our appointment and time tracking services:
Creating and managing user accounts and company profiles
Processing appointment bookings and scheduling requests
Tracking time attendance and generating reports
Managing interpreter availability and bookings
Providing customer support and technical assistance
Legitimate Interests
We process certain data based on our legitimate business interests:
Platform security and fraud prevention
Service improvement and feature development
Analytics and performance monitoring
Communication about platform updates and features
Legal Obligations
We may process data to comply with legal requirements:
Tax and accounting record keeping
Regulatory compliance and audits
Legal proceedings and dispute resolution
Data protection and privacy law compliance
Data Categories & Retention
Personal Data We Process
Account Data: Names, email addresses, phone numbers, company information
Active Account Data: Retained while account is active
Appointment Records: 7 years for business and legal compliance
Time Tracking Data: 7 years for payroll and tax purposes
Inactive Accounts: Deleted after 2 years of inactivity
Analytics Data: Aggregated and anonymized after 2 years
Data Security & Protection
Technical Safeguards
End-to-end encryption for data in transit and at rest
Multi-tenant architecture with strict data isolation
Role-based access controls and authentication
Regular security audits and penetration testing
Secure data centers with redundant backup systems
Organizational Measures
Employee training on data protection and privacy
Data processing agreements with all service providers
Incident response procedures for data breaches
Regular privacy impact assessments
Appointment of a Data Protection Officer
International Data Transfers
Your data may be processed in countries outside the European Economic Area (EEA). We ensure appropriate safeguards are in place through:
Standard Contractual Clauses (SCCs) approved by the European Commission
Adequacy decisions for countries with equivalent data protection standards
Binding corporate rules for intra-group transfers
Additional technical and organizational security measures
Third-Party Data Processors
We use carefully selected third-party service providers who process data on our behalf:
Cloud Infrastructure: AWS for secure data hosting and storage
Payment Processing: Stripe for subscription billing (PCI DSS compliant)
Customer Support: Intercom for help and communication
Analytics: Google Analytics for platform usage insights
Email Services: SendGrid for appointment notifications and reminders
Exercising Your Rights
To exercise your GDPR rights, you can:
Use the privacy settings in your account dashboard
Contact our Data Protection Officer directly
Submit a formal request through our privacy portal
Email us at privacy@careclink.com
Response Timeline
We will respond to your GDPR requests within 30 days. For complex requests, we may extend this period by up to 2 months, but we will notify you of any delay.
Data Breach Notification
In the unlikely event of a data breach affecting your personal data, we will:
Notify the relevant supervisory authority within 72 hours
Inform affected users without undue delay
Provide details about the breach and potential impact
Outline measures taken to address the situation
Offer guidance on protective steps you can take
Contact Our Data Protection Officer
For GDPR-related inquiries or to exercise your rights:
Data Protection Officer: Sarah Johnson
Email: dpo@careclink.com
Phone: +1 (555) 123-4567
Address: 123 Care Street, Health City, HC 12345
Supervisory Authority: Information Commissioner's Office (ICO)
Updates to This Policy
We regularly review and update our GDPR compliance practices. Changes to this policy will be communicated through our platform or via email. Your continued use of our services after such changes constitutes acceptance of the updated policy.