Privacy Policy
Last updated: 27/06/2026
BeaconVisit helps people manage safer appointments by allowing them to connect a calendar, check in to appointments, receive check-out reminders, and alert nominated escalation contacts if they do not check out when expected.
This Privacy Policy explains how BeaconVisit collects, uses, stores and shares personal information when you use our website, mobile app, support pages, calendar integrations, notification services and related features.
BeaconVisit is not an emergency service and does not replace calling emergency services where there is an immediate risk to life, safety or property.
Who we are
BeaconVisit is operated by Mark Dryden, trading as BeaconVisit.
Registered address: Unit 11, Warren View, Churchill, North Somerset. BS25 5AP
Contact email: support [at] beaconvisit.co.uk
For the purposes of UK data protection law, Mark Dryden trading as BeaconVisit is the controller of personal information processed when individuals sign up for and use BeaconVisit directly.
Where BeaconVisit is provided through an employer, firm or other business customer, that organisation may also be a controller of personal information it decides to collect or use in connection with BeaconVisit. In some cases, BeaconVisit may process certain personal information on behalf of that organisation as its processor, under separate data processing terms.
BeaconVisit remains a controller for personal information it processes for its own business purposes, including account administration, service security, support, billing, legal compliance and service improvement.
Scope of this policy
This policy applies to:
- visitors to the BeaconVisit website;
- people who create or use a BeaconVisit account;
- people who connect a Google or Microsoft calendar or other provider;
- people who use the BeaconVisit mobile app;
- people added as escalation contacts;
- people who receive BeaconVisit safety alerts, emails, SMS messages or notifications;
- business customers, account owners and administrators;
- people who contact us for support or enquiries.
This policy does not apply to third-party websites, apps or services that we do not control.
The personal information we collect
We collect and use different types of personal information depending on how you use BeaconVisit.
Account information
We may collect your name, email address, account login identifiers, authentication provider details, account status, subscription, trial, beta or licence status, company or organisation association where relevant, and support or communication preferences.
Calendar connection information
If you connect a Google or Microsoft calendar, we may collect and store information needed to maintain that connection, including your calendar provider, provider account identifier, connection status, access and refresh token information where required, token expiry and reconnection status, and calendar permission status.
We use calendar access to identify appointments that may be relevant to BeaconVisit. We do not use calendar access to read your private life generally or to monitor your calendar outside the BeaconVisit service purpose.
Appointment information
To provide the service, we may process selected calendar event information, including appointment title, appointment date and time, appointment location text if available, calendar provider event identifier, attendee information where needed to assess appointment context, whether an appointment appears to be in-person, and whether an appointment has been selected, ignored, set to No check-in, Check-in Enabled, or checked in to.
Where possible, BeaconVisit is designed to minimise the calendar information it stores and uses. We do not collect or process calendar event body text or detailed calendar descriptions.
Check-in, check-out and session information
When you use BeaconVisit to check in or check out, we may collect check-in time, check-out time, appointment start and end time, whether a session is active, completed, extended, overdue or escalated, device information linked to the check-in or check-out, app events relating to the safety workflow, extension choices, and incident status if a missed check-out creates an escalation event.
Location information
BeaconVisit may collect location information when you check in, as part of the check-out and escalation workflow. This may include check-in location, location accuracy, location source, timestamp of location capture, and location associated with an active incident or escalation.
BeaconVisit is not intended to be a continuous tracking or workforce monitoring tool. It does not continuously track location during an appointment. We use check-in location to support the safety workflow, for example to show where a user checked in if an incident is raised.
If you disable location permissions, some BeaconVisit features may not work as intended.
Escalation contact information
Users may add escalation contacts who can be contacted if the user does not check out as expected. Escalation contact information may include name, email address, mobile phone number, preferred contact route, escalation order or stage, and notification history relating to an incident.
If you add someone as an escalation contact, you are responsible for ensuring that you have an appropriate basis to provide their details to BeaconVisit and that they understand they may receive safety-related alerts.
Notification and device information
To send reminders and safety alerts, we may process push notification tokens, device identifiers, device platform and app version, notification permission status, notification delivery logs, failed notification information, and reminder or alert history.
This helps us send check-in reminders, check-out reminders, account setup prompts and escalation notifications.
Incident and escalation information
If a user does not check out as expected, BeaconVisit will create an incident record. Incident records include user account details, relevant appointment details, check-in information, location information associated with the check-in or incident, missed check-out timing, escalation stages, contact attempts, email or SMS delivery status, incident timeline, and whether the incident was closed, resolved or revived.
Incident records are used to support the safety workflow, provide an audit trail, and help nominated contacts understand the context of an alert.
Website, technical and usage information
When you use our website, app or services, we may collect IP address, browser and device type, operating system, app version, pages viewed, timestamps, diagnostic logs, error information, security and access logs, and usage analytics where enabled.
We use this information to operate, secure, improve and troubleshoot BeaconVisit.
We may use privacy-conscious analytics tools, such as Google Analytics, to understand how people use the BeaconVisit website and to improve our content, user journeys and service performance. We do not use analytics for advertising, remarketing or profiling users for targeted advertising.
Support and enquiry information
If you contact us, we may collect your name and contact details, the content of your message, support history, attachments or screenshots you provide, and information needed to investigate and respond to your request.
How we use personal information
To provide BeaconVisit
We use personal information to create and manage your account, authenticate you, connect your calendar, identify relevant appointments, allow check-in and check-out, send reminders, manage active sessions, create and manage incidents, send escalation alerts, and display relevant appointment and incident information.
To support safety-related workflows
We use personal information to identify when a user has not checked out, notify the user, escalate to nominated contacts, show relevant incident information to escalation contacts, and record the incident timeline.
To manage calendar integrations
We use calendar connection information to authenticate with Google or Microsoft, access calendar data within the permissions granted, refresh calendar data where needed, detect connection failures, and prompt reconnection where required.
To send service communications
We may send check-in reminders, check-out reminders, escalation alerts, setup prompts, account and security messages, support responses, and service change notices. These are service communications and are not marketing.
To improve and secure the service
We use technical and usage information to monitor service performance, detect bugs and errors, investigate failed notifications, prevent misuse, protect accounts and systems, improve product reliability, and maintain audit logs.
To manage business accounts and subscriptions
Where applicable, we use personal information to manage trials, beta access, subscriptions and licences, support corporate account owners, process billing and account administration, manage invites and user access, and handle cancellation, renewal and support requests.
To comply with legal obligations and protect rights
We may use personal information to comply with applicable laws, respond to lawful requests, keep required business records, establish, exercise or defend legal claims, and investigate security, misuse or fraud issues.
Our lawful bases for processing
We rely on different lawful bases depending on the purpose of processing.
| Purpose | Types of information | Lawful basis |
|---|---|---|
| Creating and managing your account | Account information, login identifiers, contact details | Contract |
| Providing the check-in/check-out service | Appointment data, session data, reminder data | Contract |
| Connecting to your calendar | Calendar connection data, selected calendar event data | Contract and, where applicable, your authorisation through the calendar provider |
| Sending safety reminders and escalation alerts | Notification data, escalation contact data, incident data | Contract and legitimate interests |
| Processing escalation contact details | Name, phone number, email, escalation preferences | Legitimate interests |
| Capturing location for check-in and incidents | Location data, session data, incident data | Contract and legitimate interests |
| Securing and improving BeaconVisit | Technical logs, diagnostic data, usage data | Legitimate interests |
| Responding to support requests | Contact details, support messages, diagnostic information | Contract and legitimate interests |
| Managing subscriptions and business accounts | Account, billing and licence information | Contract and legitimate interests |
| Legal, regulatory or dispute purposes | Relevant records and communications | Legal obligation and legitimate interests |
| Website analytics and service improvement | Cookie identifiers, page views, device/browser information and usage events | Consent where required for cookies or similar technologies; legitimate interests for aggregated service improvement and essential diagnostics |
Our legitimate interests include operating a reliable safety-support service, notifying nominated contacts where a user has not checked out, protecting our systems, improving the service, and keeping appropriate audit records. We balance these interests against the rights and freedoms of individuals.
Special category data
BeaconVisit does not intentionally collect special category data, such as information about health, religion, ethnicity, political opinions, trade union membership or sexual orientation.
However, some information entered by users may indirectly reveal sensitive details. For example, a calendar appointment title, location or support message could include sensitive information. Users should avoid adding unnecessary sensitive information to BeaconVisit.
If we identify that special category data has been provided and it is not needed, we may delete or minimise it where appropriate.
Automated decision-making and profiling
BeaconVisit may use rules-based processing to support the service. For example, BeaconVisit may identify that an appointment is due to end, send a check-out reminder, or create an escalation if a user does not check out.
BeaconVisit does not use automated processing to make decisions with legal or similarly significant effects about users. The escalation workflow is designed to send safety-related alerts based on user-configured rules and appointment/session status.
Who we share personal information with
We share personal information only where necessary for the purposes described in this policy.
Service providers
We may share information with trusted providers who help us operate BeaconVisit, including cloud hosting and database providers, authentication and calendar providers, push notification providers, email delivery providers, SMS delivery providers, analytics and diagnostic providers where enabled, support and operational tooling providers, and payment processors where subscriptions are used.
These providers may only process personal information for the purposes we instruct or as otherwise permitted by law.
Calendar providers
If you connect a Google or Microsoft calendar, information is exchanged with the relevant provider to authenticate your account and access calendar information within the permissions you grant.
You can revoke calendar access through BeaconVisit or through your calendar provider account settings.
Escalation contacts
If an incident is raised, we may share relevant incident information with your nominated escalation contacts. This may include your name, appointment timing, check-in or incident status, relevant location information, a link to the incident page, and guidance on what the contact may wish to do next.
We only share information that is relevant to the safety alert.
Business customers and account owners
If your BeaconVisit account is provided or managed by an organisation, certain information may be available to that organisation’s account owner or administrator. This may include account status, licence status, setup status, and information needed to manage the service.
We will not use BeaconVisit as a general employee monitoring tool. Where corporate features allow account-level visibility, we aim to limit this to what is necessary for account administration, safety workflow management, support and compliance.
Legal and safety reasons
We may disclose personal information where necessary to comply with law, respond to lawful requests from authorities, protect the rights, safety or property of users, escalation contacts, BeaconVisit or others, investigate suspected misuse, fraud or security incidents, or establish, exercise or defend legal claims.
Cookies and analytics
BeaconVisit may use cookies or similar technologies to operate the website, keep it secure, remember user choices and understand how the website is used.
Where we use analytics cookies or similar tracking technologies, such as Google Analytics, we use them to measure website usage, understand which pages are visited, identify technical issues, and improve the service. We do not use analytics cookies for advertising, remarketing or targeted advertising.
Where required by law, we will ask for your consent before setting non-essential analytics cookies or similar technologies. You can change or withdraw your cookie choices at any time using the cookie controls provided on the website.
International transfers
BeaconVisit is designed primarily for use in the United Kingdom. We may use service providers that process personal information in the UK, European Economic Area or other countries.
Where personal information is transferred internationally, we will use appropriate safeguards where required by law, such as adequacy regulations, standard contractual clauses, the UK International Data Transfer Agreement or other lawful transfer mechanisms.
How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including providing the service, maintaining security, meeting legal obligations and resolving disputes.
| Information type | Typical retention approach |
|---|---|
| Account information | While your account is active, then for a limited period after closure where needed for legal, accounting, support or security purposes |
| Calendar connection data | Until you disconnect the calendar, close your account, revoke access, or the connection is otherwise removed |
| Calendar appointment working data | Kept only for the operational period (7 days) needed to provide the service, unless linked to a check-in, session or incident |
| Check-in/check-out records | Kept for a defined safety, audit and support period |
| Incident and escalation records | Kept for a longer period where needed for audit, safety review, legal defence or dispute handling |
| Escalation contact details | Until removed by the user, the account is closed, or the details are no longer needed |
| Support messages | Kept for as long as needed to manage support, legal or service issues |
| Technical and security logs | Kept for a limited period for security, diagnostics and reliability |
Specific retention periods may vary depending on the type of account, legal requirements, business customer arrangements, incident status and whether the information is needed for an ongoing issue.
Where practical, we delete, anonymise or minimise information when it is no longer needed.
Your choices and controls
You may be able to update your account details, disconnect a calendar, revoke Google or Microsoft permissions, remove escalation contacts, change notification permissions on your device, check out or close active sessions, request account deletion, and contact us about privacy rights.
Some features may not work properly if required permissions are disabled.
Your data protection rights
Depending on the circumstances, you may have the right to:
- be informed about how we use your personal information;
- access the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your personal information;
- ask us to restrict processing;
- object to certain processing;
- request portability of certain information;
- withdraw consent where we rely on consent;
- complain to a supervisory authority.
These rights are not absolute and may depend on the lawful basis, the type of information and our legal obligations.
To exercise your rights, contact us at support [at] beaconvisit.co.uk. We may need to verify your identity before responding.
You also have the right to complain to the UK Information Commissioner’s Office.
Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113
We would appreciate the opportunity to address your concern first, but you are not required to contact us before contacting the ICO.
Escalation contacts
If you have been added as an escalation contact, we may process your name, email address and/or mobile phone number so that we can contact you if the user who added you does not check out as expected.
You may receive an email, SMS or other alert containing information about the user and their appointment or incident. This is intended to help you understand the context and decide what action, if any, to take.
If you do not want to be an escalation contact, please contact the person who added you or contact us at support [at] beaconvisit.co.uk.
Children
BeaconVisit is not intended for children. You must not use BeaconVisit if you are under 18.
We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will take appropriate steps to delete it.
Security
We use technical and organisational measures designed to protect personal information. These may include access controls, encryption, secure cloud infrastructure, audit logs, authentication controls and operational monitoring.
No system is completely secure. You are responsible for keeping your account credentials secure and for maintaining control of your devices.
Data accuracy
BeaconVisit depends on accurate information from users, calendar providers, devices and service providers.
You are responsible for ensuring that your account information is accurate, your escalation contacts are up to date, your calendar permissions remain connected where needed, your device settings allow required notifications and permissions, and you check in and check out correctly.
Incorrect, outdated or incomplete information may reduce the effectiveness of BeaconVisit.
Changes to this policy
We may update this Privacy Policy from time to time.
If we make material changes, we will take reasonable steps to notify users, such as by updating the website, showing an in-app notice or sending an email.
The “Last updated” date at the top of this page shows when this policy was last changed.
Contact us
For privacy questions, rights requests or concerns, contact:
BeaconVisit
Email: support [at] beaconvisit.co.uk
Address: Unit 11, Warren View, Churchill, North Somerset. BS25 5AP
For general support, contact support [at] beaconvisit.co.uk.