Who are we

Tripletime Limited is an AI-powered toolkit designed for medical specialists. Our platform helps healthcare professionals prepare their clinical documentation faster and more accurately, streamlining their workflow while maintaining high standards of accuracy and care.

This policy (the Privacy Policy) is incorporated by reference into our Terms of Service. Any terms defined in the Terms of Service shall have the same meaning in this Privacy Policy unless specified otherwise.

The Privacy Policy applies to all users of our Website, Apps and the Services. This includes where you visit or use our online services and we collect your personal information. These include:

• the Tripletime website at www.tripletime.ai and any webpage, subdomain, subpart, and variant of that website;
• the Tripletime desktop and mobile app (the Apps); and
• social media or official Tripletime content on other third-party websites.

It also relates to our use of any personal information you provide to us in person, by phone, in letters, email, and other correspondence.

For the purposes of this Privacy Policy, the data controller is Tripletime Limited, registered in England and Wales under company registration number 15924658, with its registered office at 14 Severin Court, East Street, London, SE17 2FS, United Kingdom.

We value your privacy

Tripletime Limited (Tripletime, we, us, our) is committed to protecting your personal information and being as open with you as possible about the data and information we hold and how we use it.

It is important that you read this Privacy Policy to understand the information we may hold about you, how we use it, and how you can access or update your information, modify your preferences, or request the deletion of your personal data.

For information regarding the use of cookies on the Website please see the section below titled Cookies.

We may make amendments and updates to this Privacy Policy from time to time. Any updated versions will be made available on this page so you will be able to access the latest version. We ask that you review this page regularly to be kept up to date with any changes.

We use your information in line with all applicable laws and regulations regarding the protection of personal information, including the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and 2011 and the General Data Protection Regulations (GDPR), and including any amendments or updates to these and any equivalent or successor applicable laws and regulations.

Information we collect

We gather and store various types of information to provide and enhance our services. This helps us improve user experience, optimize functionality, and maintain robust security. Below, we outline the primary categories of information collected when you access and use our Platform.

The collection of such data is grounded in legitimate interests, such as improving our services and ensuring security, or through explicit consent, obtained transparently at the time of collection. If you choose not to share the requested information, it may limit our ability to fully deliver these services.

Additionally, we may collect supplementary data to further refine and secure our offerings. We endeavour to comply with all relevant regulations and empower you to maintain control over your personal information.

The main categories of information we collect includes:

• Personal information – Includes any reasonably identifiable information about you, such as your name, address, date of birth, gender, contact number, and email address. If you are a Practitioner, we may also collect details about your qualifications, registrations, training, and education.
• Sensitive health information – Encompasses health details shared by practitioners while using our Platform. This may include medical history, clinical notes, test results, diagnoses, and prescribed medications. Patient data is retained only as specified by practitioners and is never used to train or enhance our AI models. Encryption and restricted access are used to secure relevant regulatory requirements.
• Payment and claims information – Involves information required for processing payments or claims on your behalf, including credit card details, bank account numbers, and Medicare or claim details.
• Device information – Includes device IDs, device types, geo-location, IP addresses, computer and connection details, web activity statistics, and traffic information.
• Additional information provided by you – Covers data shared through surveys, direct interactions on our Website, Apps or related services, or indirectly via online presence and other websites linked to your account from which you permit us to collect information.
• De-identified business improvement data – Your personal information may be de-identified and aggregated to analyse service usage patterns. This de-identified data is used to improve our Platform and deliver enhanced benefits to users, ensuring no reasonable likelihood of re-identification.
• Recruitment data – If you apply for a position with us, we may gather details like your name, contact information, employment history, and records checks. This data may be sourced from recruitment consultants, past employers, or references, aiding our decision-making process.
• Cookie generated information – Data collected via cookies, such as browser type, operating system, and visited websites. Cookies linked to your account may collect personal information. For further details, refer to Cookies below.

How we collect the information

We collect information from you when you interact with us, our Website, Apps and Services, which may include:

• when you register for an account with us on our Website or Apps;
• your interaction on our Website and Apps, content and advertising or use of our Services;
• any communications with us through email, chat, other correspondence or when you share information with us from other websites or services; and
• activity on third party sites and apps that use our services.

We may also collect information from our third party providers or partners. For example:

• we may collect information about you if you are a Practitioner that covers your qualifications, training and educational background from third party sources to verify your status; and
• where you apply for a position with us, we may collect information about you from a recruiter, referees, previous employers or public sources to help us make our decision.

How we use the information we collect

We adhere to privacy by design principles by integrating data protection from the outset of designing our systems and business practices. Our measures include robust encryption and access controls.

We use the information we collect to:

• provide and administer the Website, Apps and related services and to manage internal operations, including troubleshooting, data analysis, research, testing, statistical and survey purposes, and to develop the Website, Apps and our products and services;
• enable you to access and use our Website, Apps and services;
• design, provide, improve and manage our Website, Apps and other services and business;
• develop new services based on the information we collect in existing services;
• customise our services to you, including providing bespoke templates and personalised recommendations;
• facilitate the delivery of healthcare services to patients. For example, information relating to Patients' medical history, complaints or symptoms may be collected and used by the Apps and Services so that Practitioners can make treatment decisions;
• send you administrative and support messages, reminders, technical notices, updates, security alerts, and information requested by you;
• contact you when we need to tell you something important about the Website, Apps and other services, or your information;
• consider your employment application;
• send you marketing and promotional material and other information that may be of interest to you; and/or
• identify the location of visitors, to block disruptive or fraudulent use, and to establish the number of visits from different countries.

Basis we use to process your information

We process your data based on the lawful bases set out below. We may process information you provide based on more than one lawful ground depending on the specific purpose for which we are using it to:

• enter into a contract with you and fulfill our contractual obligations to you. This processing is necessary for us to provide the service you have requested including registering and managing your account and providing service updates and our support services;
• improve our Website, Apps, products and/or services, understand how visitors and customers use our Platform, undertake market research and inform our general marketing, to run our business and maintain the security of our Platform for you, us and other Website or Apps visitors and customers;
• provide information and take actions in relation to services which you have consented to receive. This includes where you request for your details to be passed onto a third party or where you agree to receive relevant marketing communications from us; and/or
• where processing is necessary to comply with our legal or statutory requirements.

If we use personal information already collected in a manner different from that stated within this Privacy Policy, we will notify users via an updated information notice. This notice will inform you of the new use of the data and provide you with choices regarding its use.

Where you have given consent for Tripletime to process your personal data you may withdraw your consent at any time by emailing [email protected]. We will stop processing your data based on that consent but this does not affect any processing done at any time before withdrawal.

Marketing opt out

We may send you direct marketing communications and information about our services or products. This may take the form of emails or other forms of communication. We'll always conduct our marketing practices in accordance with privacy laws and other applicable laws.

If we do send you marketing messages using your information, you'll be able to opt out at any time. Should you have any difficulty please email [email protected].

We may also market our services to you generally – including via social media, advertising through our website and other digital or non-digital platforms. We'll always do this in accordance with our legal requirements.

Without your consent, we will not:

• use any of your health information to send you marketing communications; or
• disclose any of your information to a third party in order for them to market to you.

Disclosure of your information

We will not pass on your personal data to third parties except as set out in this Privacy Policy or as we communicate to you on our Website, on our App or by other communication methods.

We may share personal information with:

• our employees and group companies;
• third party suppliers and service providers (including providers for the operation of our Apps, websites and/or our business);
• professional advisers, dealers and agents;
• payment systems operators (e.g. merchants receiving card payments);
• anyone to whom our assets or businesses (or any part of them) are transferred;
• we may share non-personally identifiable information publicly and with our partners, like publishers, developers, advertisers or rights holders. For example, we may share information publicly to show trends about the general use of our services. We may also allow specific partners to collect information from your browser or device for advertising and measurement purposes using their own cookies or similar technologies;
• specific third parties authorised by you to receive information held by us, and other parties involved in the delivery of healthcare services; and/or
• other persons, including government agencies, regulatory bodies and law enforcement agencies, or as required, authorized or permitted by law.

We are not responsible for any use of your personal data by the above parties except where they act as our processor.

Protecting your personal data

We generally hold personal information in our electronic databases. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy.

Here are some of the key things we do to protect your information:

• we employ standard industry encryption on all data both at rest and in transit;
• we use a combination of techniques and measures to maintain the security of our website and Apps and to protect your account and your information;
• we may deploy anonymisation techniques when treating more sensitive information; and
• we only keep your information for as long as you want it or are lawfully required to keep it.

Retention period

Tripletime will process personal data for as long as necessary to fulfill the purpose we collected it for, including the purpose of legal, reporting and accounting requirements, and for as long as necessary for the prevention and detection of criminal activity. The period for which we process and store the personal data varies depending on the use you make of the Website, Apps and the products and/or services we offer. When you register an account we will retain your data for as long as your account is active and for a period after your account is closed to enable us to satisfy our legal, reporting and accounting requirements.

In some circumstances you can ask us to delete your data: see Your rights as a data subject below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights as a data subject

At any point while we are in possession of or processing your personal data, you have several rights:

• you have the right to request a copy of the information that we hold about you. In the event that we refuse your request under rights of access, we will provide you with a reason as to why;
• you have a right to correct data that we hold about you that is inaccurate or incomplete;
• in some cases you can ask for the data we hold about you to be erased from our records;
• where certain conditions apply you have a right to restrict the processing;
• in some cases you have the right to have the data we hold about you transferred to another organisation;
• you have the right to object to certain types of processing such as direct marketing or profiling; and
• you have the right to complain as outlined in “Complaints and contact” below.

Cookies

Our website includes pages that use cookies which are small files that store information on your computer, mobile phone or other device. We may use them to recognize you across devices and browsing sessions.

You can configure your internet browser to accept all cookies, reject all cookies or notify you when a cookie is sent. If you refuse the use of cookies in this way you may not be able to access the full functionality of our website. Please refer to your internet browser’s instructions or help screens to learn more about these functions.

We may also use third party analytics tools to help us gather and analyse information relating to your use of our Website and Services.

Complaints and contact

Please email [email protected] if you have any queries regarding your rights. You can exercise your rights as set out above or by emailing [email protected]. All of the above requests will be forwarded on should there be a third party involved (as set out in this Privacy Policy) in the processing of your personal data. You also have the right to complain directly with the UK supervisory authority which is the Information Commissioner’s Office.

If you have any questions regarding the use of your personal data please contact us at [email protected].