Privacyverklaring InClinic
Heart for Health, version 1.0, last updated: 6 August 2026
This privacy statement applies to InClinic, the Check-in App by Heart for Health (“the app”).
Healthcare providers use the app on a tablet placed in a waiting or reception area, so that
patients can check themselves in for their appointment upon arrival. This statement explains
what data the app uses, for what purpose, for how long, and what rights you have.
The app is intended for use by adults: patients and staff of the healthcare provider aged 18
and older. It is not a consumer app downloaded or operated by children themselves; the
tablet is managed by the healthcare provider and used under staff supervision.
Who is responsible for your data?
As a patient, you are registered with a healthcare provider that uses the InClinic app. That
healthcare provider is the data controller for your patient data, including the data shown
during check-in on the tablet. For information about how your full medical record is
processed within that provider’s patient records, please refer to your healthcare provider’s
own privacy statement. Heart for Health supplies the software (the app and the underlying
Medical Portal) and acts as a data processor on behalf of your healthcare provider.
Legal basis for processing
The data used during check-in is processed in the context of the healthcare services
provided by your healthcare provider. For ordinary personal data, such as your appointment
time, phone number, and email address, the legal basis is the performance of the treatment
agreement with your healthcare provider. For health-related data, such as information about
your GP and pharmacy, processing relies on the exception for processing necessary for the
provision of health care or treatment (Article 9(2)(h) GDPR).
What data does the app use?
While checking in on the tablet, the app uses the following data:
• QR code: the main way to check in is by scanning the QR code you received with your
appointment confirmation. This code contains only a unique, randomly generated
reference to your appointment (a so called UUID) and no personal data. The app uses
this reference to recognise your appointment.
• Date of birth, as an alternative method: if you do not have your QR code at hand, you
can also check in by entering your date of birth using the on-screen keypad. Based on
this, the app looks up an appointment in your healthcare provider’s schedule around
the current time.
• Additional identifying detail, only when needed: if your date of birth matches more
than one possible appointment, the app asks for the last two digits of your phone
number. This is used solely to distinguish you from other patients with the same date
of birth.
• Appointment time, location and department: the app receives from the Medical
Portal the time of your appointment and the location and/or department it takes
place at, so you can be directed to the correct waiting area after checking in.
• GP, pharmacy, phone number and email details: after recognising your appointment,
the app shows the general practitioner, pharmacy, phone number and email address
on file with your healthcare provider, so you can confirm whether this information is
still correct. This information disappears from the screen immediately after you
answer the question.
Camera
The InClinic app requests access to the tablet’s camera. This access is needed to scan the QR
code you received with your appointment confirmation. The camera is used solely to read
this code. No photo or video of you is made or stored, and no facial recognition or other
biometric processing takes place
What data does the app not use?
Apart from the camera (see above), the app does not request access to the tablet’s
microphone, location, or Bluetooth, and does not use external storage. No GPS location data
or external sensors are used when checking in. The app does not ask patients to create an
account or log in themselves.
Tablet management and signing in on behalf of the organisation
To set up the tablet, the healthcare provider receives login details from Heart for Health: a
tenant name and a password. When configuring the tablet, the administrator selects the
correct tenant and enters the corresponding password. It is not possible to remotely
disconnect the tablet from the Medical Portal. The account on the tablet can, however, be
remotely logged out by Heart for Health, for example in case of loss or theft.
Security
Heart for Health and your healthcare provider take appropriate technical and organisational
measures to protect your data against loss or unlawful processing, including access controls
on the Medical Portal and secure, encrypted data transfer between the tablet and the
Medical Portal.
Data retention
Data retrieved and displayed on screen during check-in (such as your appointment, GP,
pharmacy, phone number, and email address) is only visible during your active check-in
session. If the tablet is not touched for 1 minute during check-in, the screen shows a warning
with a 2-minute countdown. If there is still no response, the check-in session ends
automatically and all data shown on screen is cleared, at most 3 minutes after your last
interaction. The tablet then returns to the start of the check-in flow, ready for the next
patient.
Separately, the Medical Portal records whether a check-in attempt succeeded or failed,
linked to your appointment. This record is used for audit and compliance purposes, for
example to demonstrate that a check-in was completed correctly. Its retention period is the
same as the retention period of your patient record at your healthcare provider.
Your underlying appointment and patient data continues to be stored in your record at your
healthcare provider, as usual, subject to the retention period set by that provider and
applicable law.
Data sharing
Data is exchanged only between the tablet and your healthcare provider’s secure Medical
Portal environment. No data is shared with third parties for marketing or advertising
purposes, and the app does not use advertising or tracking technology.
Use by or on behalf of minors
At healthcare providers for children, the app may be used on behalf of minor patients,
typically with the assistance of a parent, caregiver, or staff member of the healthcare
provider. In that case too, only the information described above is used to find the
appointment, and this data is not stored beyond the active check-in session.
Your rights and contact details
Heart for Health ICT B.V., Louwesweg 6G, 1066 SG Amsterdam, the Netherlands, Dutch Trade
Register (KVK) number 34290107, acts as the data processor for the data described in this
statement.
Under the General Data Protection Regulation (GDPR), you have the right to access, rectify,
erase, and restrict your data, the right to object to processing, and the right to data
portability. Since your healthcare provider is the data controller for your patient data, you
can generally exercise these rights by contacting your healthcare provider directly.
If you have questions about how the InClinic app specifically handles data, or would like to
submit a request regarding the processing of your data on the tablet, please email
info@heartforhealth.com. Please clearly state your name, the healthcare provider and
location where you used the tablet, and the nature of your request, so that we can handle it
carefully and securely.
If you are not satisfied with how your data is processed, you have the right to lodge a
complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), or with
the data protection authority in your own EU member state.
Changes to this statement
Heart for Health may update this privacy statement, for example when the app’s
functionality changes. The most current version can always be found on this page, with the
date of the last update shown at the top.
