Privacy Policy – TurnUp World 

Last updated: April 02, 2025 

At TurnUp BV, we are committed to protecting your privacy and handling your personal data with care. This Privacy Policy explains what data we collect, how we use it, and what your rights are as a user of our platform, TurnUp World. 

By using our services, you also agree to our Terms and Conditions, which govern the contractual relationship between you and TurnUp. These can be found at: https://www.turnup.world/general-terms-and-conditions/ 

1. Who We Are 

TurnUp BV 
Winston Churchillplein 1/002 
9600 Ronse, Belgium 
VAT BE 0782.448.322 
privacy@turnup.be 
www.turnup.world 

2. What Data We Collect 

Depending on your use of our platform, we may collect: 
– Patient information (e.g., name, date of birth, phone, email, language preferences) 
– Appointment data (e.g., date, time, duration, provider, status, location) 
– Treatment details (e.g., treatment type, duration, assigned professional) 
– Employee/user data (e.g., login credentials, profile, availability, roles) 
– Opening hours and agenda availability per user or practice 
– Company/practice information (e.g., address, contact info, linked domains) 
– Communication preferences and contact history 
– Waitlist entries, no-show tracking, and scheduling behavior 
– Calendar synchronization logs 
 
We do not log or store technical browser data like IP addresses or device info unless explicitly enabled by the user. 

3. Why We Collect Your Data 

We use personal data to: 
– Provide access to the TurnUp World platform 
– Manage appointments and waitlists 
– Sync calendars and notify users of updates 
– Send appointment confirmations, reminders and follow-ups (via email/SMS/notifications) 
– Support our users with onboarding, training, and daily questions 
– Improve the quality and performance of our platform 
– Maintain contractual and legal obligations 
– Generate aggregate insights through machine learning (AI) models 
 
Our AI-based appointment prediction model operates on anonymized or pseudonymized data to help identify trends (e.g., likely no-shows), always without identifying individuals. 
 
We never sell your personal data. 

4. Third-Party Tools & Integrations 

To offer our services, we use: 
– Postmark (email delivery platform) 
– Microsoft Graph API (optional email delivery via the client’s own M365 account) 
– Spring (SMS gateway) 
– Firebase Cloud Messaging (FCM) for app notifications 
– Azure (cloud hosting and infrastructure) 
 
All external tools comply with data protection standards (e.g., GDPR) and are used under signed processor agreements. 

5. Legal Basis for Processing 

We process data based on: 
– Your explicit consent 
– Contractual necessity 
– Legal obligations 
– Legitimate interest (e.g., platform maintenance, fraud prevention) 

6. Data Retention 

We store personal data only as long as necessary for: 
– Providing services 
– Fulfilling legal/tax obligations 
– Supporting historical reporting and traceability 
 
Users or clients may request deletion of data where applicable. 

7. Data Security 

We apply robust security measures: 
– Encrypted data storage 
– Access control by role and responsibility 
– Secure infrastructure (Azure) 
– Regular software updates and audits 

8. Your Rights 

You have the right to: 
– Access the data we store about you 
– Correct inaccurate or outdated info 
– Request deletion of your data 
– Object to processing or withdraw consent 
– File a complaint with the Belgian Data Protection Authority 
 
To exercise these rights, contact: privacy@turnup.be 

9. Cookies 

Our public website may use cookies for improving usability and anonymous analytics. Users can manage cookie settings via their browser. 

10. Use of AI 

We may use anonymized or pseudonymized appointment and behavior data to train machine learning models. These models help predict trends such as likely no-shows or optimal scheduling windows, without exposing or using directly identifiable personal data. 

Important clarification for Google Workspace API users: 
We do not use any data obtained through Google Workspace APIs (including Gmail, Calendar, Drive, or Contacts) to develop, improve, or train generalized AI and/or ML models. Such data is only used to enable the features explicitly requested by the user (e.g., calendar synchronization) and never for broader AI training purposes. 

11. Changes to This Policy 

This policy may be revised over time. The latest version is always available on our website. 

12. Contact 

Questions or concerns? Get in touch: 
privacy@turnup.be 
TurnUp BV, Winston Churchillplein 1/002, 9600 Ronse, Belgium