Privacy policy

Last updated 10 September 2026

1. Who is responsible for your data

HYVOI is provided to organisations — hospitals, care providers, workplaces, schools — for use by the people who work in and visit them.

Your organisation is the data controller. It decides why HYVOI is used, what questions are asked, and who has access.
Wellmate Group Ltd is the data processor. We provide the software and process data on your organisation's instructions.

If you want to know why HYVOI is in use where you work, ask your employer. To exercise a right over your own data, you can contact either your organisation or us.

2. The two kinds of data, and why the difference matters

HYVOI holds two separate kinds of information, and keeps them separate by design.

Identified information — accounts and presence

Information linked to a named person:

Your name and email address
Your role — employee, manager, site administrator, organisation administrator
Which teams and sites you belong to
Your presence records: that you were on site, and on which day
A record of administrative actions taken about your account, for audit

This exists so the product knows who you are and what you may see, and so your organisation can run its operations. The legal basis is your organisation's legitimate interests, or its contract with you; your organisation decides and documents this.

Anonymous information — taps on a screen by the door

When someone taps an answer on a HYVOI screen:

No account is involved. Nobody signs in. There is no login, no name, no email.
No time is recorded. The tap is counted against a calendar day and nothing finer, so it cannot be lined up against a presence record.
No device is recorded on the tap. The tally does not carry which tablet it came from.
No order is preserved. Taps increment a counter. There is no row per person, and so no arrival sequence to reconstruct.
No free text. Answers are pre-set options written by an administrator. There is no box to type into.

What is stored is a set of counters: at this site, on this day, for this question, 22 people chose the first answer and 61 chose the second.

We consider this anonymous information under UK GDPR, because there is no reasonably likely means by which a tap could be attributed to an identified or identifiable person — and because the absences above are enforced by the system's security rules, not merely by policy.

The small-group protection

Even counts can say too much about a small group. HYVOI withholds results based on too few responses. A withheld day is shown as withheld rather than hidden, so its absence cannot be read as "nobody was asked". Your organisation can raise this threshold; it cannot lower it below the system minimum.

3. What HYVOI does not do

It does not score individuals. There is no individual wellbeing score, ranking or profile.
It does not tell your manager what you tapped. Managers see counts and trends. The link to a person does not exist in the data.
It does not use your data to train artificial intelligence models.
It does not sell your data, ever, to anyone.
It does not advertise to you or share data with advertising networks.
It does not track you across other apps or websites.

4. Employee voice

HYVOI is designed to include a confidential employee voice feature in future. It is not built and is not active in the current release. Nothing in the product today collects written feedback from employees. This section will be replaced when that feature ships and has been independently validated.

5. Where your data is stored

HYVOI runs on Google Cloud Platform and Firebase, in European Union and United Kingdom data centres. Google acts as our sub-processor. Where a transfer outside the UK or EEA is necessary, it is covered by appropriate safeguards, including UK International Data Transfer Agreements or Standard Contractual Clauses.

6. How long we keep things

Data	Retention
Your account and membership	While your organisation's contract is active and your membership is not revoked
Presence records	As set by your organisation's retention policy
Anonymous kiosk counts	Kept as aggregate counts; they contain no personal data to erase
Administrative audit records	Retained for accountability for the life of the organisation's account
Device records	Until the device is unlinked and removed by an administrator

When your organisation ends its contract, we delete or return its data in accordance with that contract.

7. Your rights

Under UK GDPR and the Data Protection Act 2018 you have the right to access your data, rectify it, erase it in the circumstances the law allows, restrict or object to processing, port it, and complain to the Information Commissioner's Office.

You can change your own name, email and password in the app under Settings → Account. Because your organisation is the controller, other requests are usually best directed there first; we will help them respond.

An important limit, stated honestly. We cannot give you the answers you tapped on a HYVOI screen, or delete them, because we do not know which they were. That is the point of the design, and it is not a refusal — the link genuinely does not exist.

8. Security

All traffic is encrypted in transit; data is encrypted at rest.
Access is enforced by server-side security rules, checked on every request, not by the app's screens.
Requests are attested as coming from a genuine installation of the app.
Passwords are never stored by us in readable form.
Wall-mounted screens sign in as devices, never as people, and can be revoked remotely without visiting the site.

9. Children

HYVOI is provided to organisations for use by their staff and visitors. It is not directed at children, and we do not knowingly collect personal data from children.

10. Changes

We will update this page when the product changes, and change the date at the top. Where a change materially affects how personal data is handled, we will tell your organisation.

11. Who we are

Wellmate Group Ltd
Registered in England and Wales, company number 17434611.

Questions about this policy, or about your own data: privacy@wellmategroup.co.uk