Last updated December 15, 2022
This privacy policy for Dataphiles Ltd ('Company', 'we', 'us', or 'our'), describes how and why we
might collect, store, use, and/or share ('process') your information when you use our services
('Services'), such as when you:
Questions or concerns? Reading this privacy policy will help you
understand your privacy rights and choices. If you do not agree with our policies and practices, please
do not use our Services. If you still have any questions or concerns, please contact us at
info@patientcomms.co.uk.
SUMMARY OF KEY POINTS
This summary provides key points from our privacy policy, but you can
find out more details about any of these topics by using our table of contents below to find the
section you are looking for.
What personal information do we process? When you visit,
use, or navigate our Services, we may process personal information depending on how you interact
with Dataphiles Ltd and the Services, the choices you make, and the products and features you use.
Do we process any sensitive personal information? We may
process sensitive personal information when necessary with your consent or as otherwise permitted by
applicable law.
Do we receive any information from third parties? We may
receive information from public databases, marketing partners, social media platforms, and other
outside sources.
How do we process your information? We process your
information to provide, improve, and administer our Services, communicate with you, for security and
fraud prevention, and to comply with law. We may also process your information for other purposes
with your consent. We process your information only when we have a valid legal reason to do so.
In what situations and with which parties do we share personal
information? We may share information in specific situations and with specific third
parties.
How do we keep your information safe? We have organisational
and technical processes and procedures in place to protect your personal information. However, no
electronic transmission over the internet or information storage technology can be guaranteed to be
100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised
third parties will not be able to defeat our security and improperly collect, access, steal, or
modify your information.
What are your rights? Depending on where you are located
geographically, the applicable privacy law may mean you have certain rights regarding your personal
information.
How do you exercise your rights? The easiest way to exercise
your rights is by contacting us. We will consider and act upon any request in accordance with
applicable data protection laws.
TABLE OF CONTENTS
- WHAT INFORMATION DO WE COLLECT?
- HOW DO WE PROCESS YOUR INFORMATION?
- WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
- WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
- DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
- HOW LONG DO WE KEEP YOUR INFORMATION?
- HOW DO WE KEEP YOUR INFORMATION SAFE?
- WHAT ARE YOUR PRIVACY RIGHTS?
- CONTROLS FOR DO-NOT-TRACK FEATURES
- DO WE MAKE UPDATES TO THIS POLICY?
- HOW CAN YOU CONTACT US ABOUT THIS POLICY?
- HOW CAN YOU REVIEW, UPDATE. OR DELETE THE DATA WE COLLECT FROM YOU?
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to
us.
We collect personal information that you voluntarily provide to us when you express an interest in
obtaining information about us or our products and Services, when you participate in activities on
the
Services, or otherwise when you contact us.
Personal Information Provided by You. The personal
information that we collect depends on the
context of
your interactions with us and the Services, the choices you make, and the products and features you
use.
The personal information we collect may include the following:
- names
- phone numbers
- email addresses
- mailing addresses
- contact preferences
- contact or authentication data
- job titles
- gender
- medical history questionnaire responses
- covid-19 screening form responses
- staff names
Sensitive Information. When necessary, with your consent or
as otherwise permitted by applicable
law, we
process the following categories of sensitive information:
- health data
- data about a person's sex life or sexual orientation
- information revealing race or ethnic origin
- information revealing religious or philosophical beliefs
- student data
- government identifiers
All personal information that you provide to us must be true, complete, and accurate, and you must
notify us of any changes to such personal information.
Information automatically collected
In Short: Some information - such as your Internet Protocol (IP)
address and/or browser and device
characteristics - is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This
information does not reveal your specific identity (like your name or contact information) but may
include device and usage information, such as your IP address, browser and device characteristics,
operating system, language preferences, referring URLs, device name, country, location, information
about how and when you use our Services, and other technical information. This information is
primarily
needed to maintain the security and operation of our Services and for our internal analytics and
reporting purposes.
Like many businesses, we also collect information through cookies and similar technologies.
The information we collect includes:
-
Log and Usage Data. Log and usage data is
service-related, diagnostic, usage, and performance
information our servers automatically collect when you access or use our Services and which we
record in
log files. Depending on how you interact with us, this log data may include your IP address,
device
information, browser type, and settings and information about your activity in the Services
(such as
the
date/time stamps associated with your usage, pages and files viewed, searches, and other actions
you
take such as which features you use), device event information (such as system activity, error
reports,
and hardware settings).
-
Device Data. We collect device data such as information
about your computer, phone, tablet, or other
device you use to access the Services. Depending on the device used, this device data may
include
information such as your IP address (or proxy server), device and application identification
numbers,
location, browser type, hardware model, Internet service provider and/or mobile carrier,
operating
system, and system configuration information.
-
Location Data. We collect location data such as
information about your device's location, which can
be
either precise or imprecise. How much information we collect depends on the type and settings of
the
device you use to access the Services. For example, we may use GPS and other technologies to
collect
geolocation data that tells us your current location (based on your IP address). You can opt out
of
allowing us to collect this information either by refusing access to the information or by
disabling
your Location setting on your device. However, if you choose to opt out, you may not be able to
use
certain aspects of the Services.
Information collected from other sources
In Short: We may collect limited data from public databases,
marketing partners, and other outside
sources.
In order to enhance our ability to provide relevant marketing, offers, and services to you and
update
our records, we may obtain information about you from other sources, such as public databases, joint
marketing partners, affiliate programs, data providers, and from other third parties. This
information
includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user
behaviour
data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom
profiles,
for purposes of targeted advertising and event promotion.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and
administer our Services, communicate
with
you, for security and fraud prevention, and to comply with law. We may also process your information
for
other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with
our
Services, including:
- To deliver and facilitate delivery of services to the
user. We may process your information to provide
you with the requested service.
- To respond to user inquiries/offer support to users. We
may process your information to respond to
your
inquiries and solve any potential issues you might have with the requested service.
- To send administrative information to you. We may
process your information to send you details about
our
products and services, changes to our terms and policies, and other similar information.
- To fulfil and manage your orders. We may process your
information to fulfil and manage your orders,
payments, returns, and exchanges made through the Services.
- To request feedback. We may process your information
when necessary to request feedback and to
contact
you about your use of our Services.
- To send you marketing and promotional communications. We
may process the personal information you
send to us for our marketing purposes, if this is in accordance with your marketing preferences.
You
can opt out of our marketing emails at any time. For more information, see 'WHAT ARE YOUR
PRIVACY RIGHTS?'
below.
- To protect our Services. We may process your information
as part of our efforts to keep our Services
safe and secure, including fraud monitoring and prevention.
- To identify usage trends. We may process information
about how you use our Services to better
understand
how they are being used so we can improve them.
- To determine the effectiveness of our marketing and promotional
campaigns. We may process your
information to better understand how to provide marketing and promotional campaigns that are
most
relevant to you.
- To save or protect an individual's vital interest. We
may process your information when necessary to
save or protect an individual's vital interest, such as to prevent harm.
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?
In Short: We only process your personal information when we
believe it is necessary and we have a
valid
legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply
with
laws, to provide you with services to enter into or fulfil our contractual obligations, to protect
your
rights, or to fulfil our legitimate business interests.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal
bases we
rely on in order to process your personal information. As such, we may rely on the following legal
bases
to process your personal information:
- Consent. We may process your information if you have given us permission (i.e. consent) to use
your
personal information for a specific purpose. You can withdraw your consent at any time.
- Performance of a Contract. We may process your personal information when we believe it is
necessary
to
fulfil our contractual obligations to you, including providing our Services or at your request
prior
to
entering into a contract with you.
- Legitimate Interests. We may process your information when we believe it is reasonably necessary
to
achieve our legitimate business interests and those interests do not outweigh your interests and
fundamental rights and freedoms. For example, we may process your personal information for some
of
the
purposes described in order to:
- Send users information about special offers and discounts on our products and services
- Analyse how our Services are used so we can improve them to engage and retain users
- Support our marketing activities
- Diagnose problems and/or prevent fraudulent activities
- Understand how our users use our products and services so we can improve user experience
- Legal Obligations. We may process your information where we believe it is necessary for
compliance
with
our legal obligations, such as to cooperate with a law enforcement body or regulatory agency,
exercise
or defend our legal rights, or disclose your information as evidence in litigation in which we
are
involved.
- Vital Interests. We may process your information where we believe it is necessary to protect
your
vital
interests or the vital interests of a third party, such as situations involving potential
threats to
the
safety of any person.
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the
following third parties.
We may need to share your personal information in the following situations:
-
Business Transfers. We may share or transfer your information in connection with, or during
negotiations
of, any merger, sale of company assets, financing, or acquisition of all or a portion of our
business to
another company.
- When we use Google Maps Platform APIs. We may share your information with certain Google Maps
Platform
APIs (e.g. Google Maps API, Places API). To find out more about Google's Privacy Policy, please
refer to
this link.
5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to
collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to access or
store
information. Specific information about how we use such technologies and how you can refuse certain
cookies is set out in our Cookie Policy.
6. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to
fulfil the purposes outlined in this
privacy policy unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out
in
this privacy policy, unless a longer retention period is required or permitted by law (such as tax,
accounting, or other legal requirements).
When we have no ongoing legitimate business need to process your personal information, we will
either
delete or anonymise such information, or, if this is not possible (for example because your personal
information has been stored in backup archives), then we will securely store your personal
information
and isolate it from any further processing until deletion is possible.
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a
system of organisational and
technical
security measures.
We have implemented appropriate and reasonable technical and organisational security measures
designed
to protect the security of any personal information we process. However, despite our safeguards and
efforts to secure your information, no electronic transmission over the Internet or information
storage
technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers,
cybercriminals, or other unauthorised third parties will not be able to defeat our security and
improperly collect, access, steal, or modify your information. Although we will do our best to
protect
our personal information. transmission of personal information to and from our Services is at your
own
risk. You should only access the Services within a secure environment.
8. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: In some regions, such as the European Economic Area
(EA) and United Kingdom (UK), you have
rights that allow you greater access to and control over your personal information. You may review,
change, or terminate your account at any time.
In some regions (like the EA and UK), you have certain rights under applicable data protection laws.
These may include the right (i) to request access and obtain a copy of your personal information,
(ii)
to request rectification or erasure; (iii) to restrict the processing of your personal information;
and
(iv) if applicable, to data portability. In certain circumstances, you may also have the right to
object
to the processing of your personal information. You can make such a request by contacting us by
using
the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS POLICY?' below.
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EA or UK and you believe we are unlawfully processing your personal
information, you also have the right to complain to your local data protection supervisory
authority.
You can find their contact details here:
https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.
If you are located in Switzerland, the contact details for the data protection authorities are
available
here: https://www.edoeb.admin.ch/edoeb/en/home.html
Withdrawing your consent. If we are relying on your consent to process your personal information,
you
have the right to withdraw your consent at any time. You can withdraw your consent at any time by
contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT
THIS
POLICY?' below.
However, please note that this will not affect the lawfulness of the processing before its
withdrawal
nor, will it affect the processing of your personal information conducted in reliance on lawful
processing grounds other than consent.
Opting out of marketing and promotional communications. You can unsubscribe from our marketing and
promotional communications at any time by clicking on the unsubscribe link in the emails that we
send,
replying 'STOP' or 'UNSUBSCRIBE' to the SMS messages that we send, or by contacting us using the
details
provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS POLICY?' below. You will then be removed
from
the marketing lists. However, we may still communicate with you - for example, to send you
service-related messages that are necessary for the administration and use of your account, to
respond
to service requests, or for other non-marketing purposes.
Cookies and similar technologies. Most Web browsers are set to accept cookies by default. If you
prefer,
you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to
remove cookies or reject cookies, this could affect certain features or services of our Services. To
opt
out of interest-based advertising by advertisers on our Services visit
http://www.aboutads.info/choices/.
If you have questions or comments about your privacy rights, you may email us at
info@patientcomms.co.uk.
9. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track
('DNT') feature or setting you can activate to signal your privacy preference not to have data about
your online browsing activities monitored and collected. At this stage no uniform technology
standard
for recognising and implementing DNT signals has been finalised. As such, we do not currently
respond to
DNT browser signals or any other mechanism that automatically communicates your choice not to be
tracked
online. If a standard for online tracking is adopted that we must follow in the future, we will
inform
you about that practice in a revised version of this privacy policy.
10. DO WE MAKE UPDATES TO THIS POLICY?
In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.
We may update this privacy policy from time to time. The updated version will be indicated by an
updated
Revised date and the updated version will be effective as soon as it is accessible. If we make
substantial changes to this privacy policy, we may notify you either by prominently posting a notice
of
such changes or by directly sending you a notification. We encourage you to review this privacy
policy
frequently to be informed of how we are protecting your information.
11. HOW CAN YOU CONTACT US ABOUT THIS POLICY?
If you have questions or comments about this policy, you may contact us by email at
info@patientcomms.co.uk, by phone at 01943 464090, or by post to:
Dataphiles Ltd
Bank Chambers
25 Crossgates
Otley LS21 1BE
United Kingdom
12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the
personal
information we collect from you, change that information, or delete it. To request to review,
update, or
delete your personal information, please contact us on
info@patientcomms.co.uk.