1. DEFINITIONS
When we say “consent” we mean your explicit consent on the processing of personal data.
When we say “cookies” we mean small pieces of data stored on your device (computer or mobile device). This information is used to track your use of the Website and to compile statistical reports on website activity.
When we say “controller” we mean the entity that alone or jointly with others, determines the purposes and means of the processing of personal data.
When we say “Data Subject”, or “you” we mean any natural person that shares personal data with us via Kwippa.
When we say “Employer” we mean the Client who made your Personal Data available to us and who is using the Service.
When we say “Employee” we mean an individual that is engaged as an employee, consultant, or contractor of Client, and who is registered on the Kwippa by the Employer with the purpose to provide Client’s services to Customers.
When we say “GDPR” we mean the General Data Protection Regulation 2016/679.
When we say “personal data” or “data” we mean any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, either directly or indirectly. Therefore, data about a company or any legal entity is not considered to be personal data but registering on behalf of a legal entity may include sharing personal data. For example, the information about one-person companies may constitute personal data where it allows the identification of a natural person. The rules also apply to all personal data relating to natural persons in the course of professional activity, such as the employees of a company or organization, business e-mail addresses like Page 3 of 16“firstname.surname@company.com”. This Privacy Policy does not apply to information from which no individual can reasonably be identified (anonymized information).
When we say “processing” we mean any operation or set of operations which is performed on personal data or sets of personal data. This includes activities such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
When we say “processor” we mean any natural or legal person who processes the data on behalf of the controller.
2. DATA CONTROLLER AND DATA PROCESSOR
Employee’s data
The Client, your Employer shares your email address, name, last name, and phone number to enable you to access the Service. The Client might add a brief description and your profile photo. Additionally, your Employer shares your working hours, days off and special days.
The Client, your Employer may assign you Client’s services to be provided to Customers.
If you have any questions regarding the legal basis for such personal data processing, please contact your Employer who added you to the kwippa
Customer’s data
The Client, your service provider shares your name, last name, email address and phone number to add you to the kwippa and create appointments with you. The Client might, optionally add your gender, date of birth and an additional description.
If you have any questions regarding the legal basis for such personal data processing, please contact the Client who provided you the Client’s services.
3. Processing during the usage of the Service
- Employee’s data
- Customer’s data
- If you decide to book an appointment via kwippa, you will be required to share certain personal data:
- To book an appointment as a Guest, you must share your first name, last name, and email address. You might decide to share your phone number and use a coupon. Additionally, you may choose to add the appointment to your Google, Outlook, or Apple Calendar.
- To create an account and book an appointment as a registered Customer, you must share your first name, last name, email address, and password. Additionally, you may choose to add the appointment to your Google, Outlook, or Apple Calendar.
If you decide to accept the invitation to use kwippa, you will be required to create an account. To create the account, you will need to share your email address and password.
You manage personal data you share via your account such as name and last name, photo, email data (personal email address or work email address).
If you choose to connect your kwippa account to Google Calendar, Outlook Calendar and Apple Calendar you will be able to sync your appointments from Kwippa with these calendars. This function enables you to have the appointments from Kwippa within the Google, Outlook, or Apple Calendar.
Once the calendar is connected, you will see all appointments from Kwippa right inside your Google, Outlook or Apple Calendar.
To provide this integration, we need to access your Google, Outlook or Apple calendar and collect the data from such calendars. Our calendar sync integration will check the duration and free/busy status of the events in your external calendar, as well as the titles of any events. We do not check who you are meeting with, their email, or any other details about events in your calendar. We ask Employees for such authorization explicitly prior to processing such data.
While Super Admins and Managers can view other Employees’ calendar, only the Employee can see events from the connected Google, Outlook, or Apple calendar (Super Admins and Managers cannot see events from your connected calendar).
The Employee may disconnect the calendar at any time by clicking on the Disconnect option on their calendar.
The Client, your Employer shares your personal data to create appointments for you with the Customers. The data includes your first and last name, type of service, date, and time of the appointment.
Kwippa will send you reminders for your scheduled appointments on your registered email address.
You may unsubscribe from receiving any email from Kwippa. If you wish to do so, simply follow the instructions found at the end of each email or visit section “Account Settings” on Kwippa.
If you have any questions regarding the legal basis for such personal data processing, please contact your Employer who added you to the Kwippa.Customer’s data
If you decide to book an appointment via Kwippa, you will be required to share certain personal data:
-
- To book an appointment as a Guest, you must share your first name, last name, and email address. You might decide to share your phone number and use a coupon. Additionally, you may choose to add the appointment to your Google, Outlook, or Apple Calendar.
- To create an account and book an appointment as a registered Customer, you must share your first name, last name, email address, and password. Additionally, you may choose to add the appointment to your Google, Outlook, or Apple Calendar.
The Client, your service provider shares your personal data to create appointments with you, such as: your name, last name, email address, phone number and type of service. The Client might add your gender, date of birth and an additional description.
In order to keep a record of your previous and current appointments, the Customer shares your first name, last name, email address, number of appointments, last appointment, favorite services, payment information, the person with whom you had the most appointments.
Kwippa will send you reminders for your scheduled appointments and appointment follow ups on your registered email address.
You may unsubscribe from receiving any email from Kwippa. If you wish to do so, simply follow the instructions found at the end of each email or visit section “Account Settings” on Kwippa.
If you have any questions regarding the legal basis for such personal data processing, please contact the Client who provided you the Client’s services.
Third Party Integrations
To allow for greater functionality and expanded services offerings Kwippa integrates with a number of third-party apps and software platforms, such as Zoom Meetings and Zapier. For these integrations, Kwippa user must maintain their own account. Please note that if using these integrations within Kwippa, separate privacy policies for those services and platforms apply.
4. WHAT DO WE NOT DO?
TMS will never:
- Sell any kind of personal information or data.
- Disclose this information to marketers or third parties .
- Process your data in any way other than stated in this Privacy Policy.
5. PERSONAL DATA SECURITY
We take administrative, technical, organizational and other measures to ensure the appropriate level of security of personal data we process. Upon assessing whether a measure is adequate and which level of security is appropriate, we consider the nature of the personal data we are processing and the nature of the processing operations we perform, the risks to which you are exposed by our processing activities, the costs of the implementation of security measures and other relevant matters in the particular circumstances.
Some of the measures we apply include access authorization control, information classification (and handling thereof), protection of integrity and confidentiality, data backup, firewalls, data encryption and other appropriate measures. We equip our staff with the appropriate knowledge and understanding of the importance and confidentiality of your personal data security.
We protect personal information you provide online in connection with registering an account via Kwippa. Access to your own personal information is available through a password selected by you. This password is encrypted while transmitted from your browser to our servers and while stored on our systems. To protect the security of your personal information, never share your password to anyone. Please notify us immediately if you believe your password has been compromised.
Whenever we save your personal information, it’s stored on servers and in facilities that only selected TMS personnel and our contractors have access to. We encrypt all data that you submit through Kwippa during transmission using Transport Layer Security (TLS) in order to prevent unauthorized parties from viewing such information. Remember – all information you submit to us by email is not secure, so please do not send sensitive information in any email to TMS. We never request that you submit sensitive or personal information over email, so please report any such requests to us by sending an email to contact@kwippa.com.