PRIVACY POLICY
https://clinicconvert.ai (our website) is provided by CC International LTD trading as Clinic Convert (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so, and as we are based in England, we are subject to the Data Protection Act 2018 and the UK GDPR. The EU GDPR also applies in relation to goods and services we offer to individuals in the European Economic Area (EEA).
Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years of age. If you are aware that any personal data of anyone under 13 years old has been shared with our website, please let us know so that we can delete that data.
This privacy policy is divided into the following sections:·
What this policy applies to·
Personal data we collect about you.·
How your personal data is collected.·
How and why we use your personal data.·
Marketing·
Who we share your personal data with·
How long your personal data will be kept.·
Transferring your personal data out of the UK·
Cookies (and other tracking technologies)·
Your rights·
Keeping your personal data secure·
How to complain·
Changes to this privacy policy·
How to contact us
What this policy applies to
This privacy policy relates to your use of our website only.
Throughout our website we may link to other websites owned and operated by certain trusted third parties, for example, to make additional products and services available to you. Those third-party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third-party websites, please consult their privacy policies as appropriate.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We may collect and use the following personal data about you:·
- Your name, address and contact information, including email address and telephone number and company details.·
- Information to check and verify your identity, e.g. date of birth.·
- Your gender, if you choose to give this to us.·
- Details of any information, feedback or other matters you give us by phone, email, post or via social media.·
- Your activities on, and use of, our website·
- Information about the services we provide to you.·
- Your contact history, purchase history and saved items.·
- Information about how you use our website and technology systems.·
- Our responses to surveys, competitions and promotions
If you do not provide the personal data we ask of you (for example if it is ‘required’ for the provision of the services), it may delay or prevent us from providing those services to you.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
How your personal data is collected
We collect personal data from you:·
Directly, when you enter or send us information, such as when you register with us, contact us (including via email), send us feedback, purchase products or services via our website, post material to our website and complete customer surveys or participate in competitions via our website, and·
Indirectly, such as your browsing activity while on our website; we will collect information indirectly using the technologies explained in the section on ‘Cookies (and other tracking technologies)’ below.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:·
- Where you have given consent·
- To comply with our legal and regulatory obligations·
- For the performance of a contract with you or to take steps at your request before entering into a contract, or·
- For our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
What we use your personal data for
Create and manage your account with us
Providing products and/or services to you
Conducting checks to identify you and verify your identity or to help prevent and detect fraud against you or us
To enforce legal rights or defend or undertake legal proceedings
Customise our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website
Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes. This helps us to understand how people use our website so that we can make it more intuitive or to check our website is working as intended
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products and/or services or other important notices
Protecting the security of systems and data
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product range or other efficiency measures
Updating and enhancing customer records
Disclosures and other activities necessary to comply with
legal and regulatory obligations that apply to our business, e.g. to record and demonstrate evidence of your consents where relevant or when requested to by a competent court of law or a governmental entity
Marketing our services to existing and former customers
External audits and quality checks, e.g. for the audit of our accounts
To share your personal data with members of our group
and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency, In such cases information will be anonymised where possible and only shared where necessary
Our reasons
To perform our contract with you or to take steps at your request before entering into a contract
To perform our contract with you or to take steps at your request before entering into a contract
For our legitimate interests or those of a third party, i.e. to minimise fraud that could be damaging for you and/or us
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others
Depending on the circumstances:—your consent as
gathered (e.g. by the separate cookies tool on our website
—see ‘Cookies (and other tracking technologies)’ below
where we are not required to obtain your consent and do
not do so, for our legitimate interests or those of a third
party, i.e. to be as efficient as we can so we can deliver the
best service to you at the best price
Depending on the circumstances:—your consent as gathered (e.g. by the separate cookies tool on our website)—see ‘Cookies (and other tracking technologies)’ below —where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
To comply with our legal and regulatory obligations We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Depending on the circumstances: —to perform our
contract with you or to take steps at your request before
entering into a contract —to comply with our legal and
regulatory obligations —where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about existing orders and new products
To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, i.e. to promote our business to existing and former customers. See ‘Marketing’ below for further information
For our legitimate interests or a those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests or those of a third party, i.e. to protect, realise or grow the value in our business and assets
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
Marketing
We may use your personal data to send you updates (by email, text message, telephone or post) about our products and/or services, including exclusive offers, promotions or new products and/or services.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:·
- Contacting us at [email protected]
- Using the ‘unsubscribe’ link in emails; or
- Updating your marketing preferences on our website.
We may ask you to confirm or update your marketing preferences if you ask us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Who we share your personal data with
We routinely share personal data with:·
- Third parties we use to help deliver our products and/or services to you, e.g. payment service providers.· - Other third parties we use to help us run our business, e.g. marketing agencies, resource partners, or website hosts and website analytics providers.·
- Our banks and financial institutes.
We only allow those organisations and personnel to handle your personal data if we are satisfied they take appropriate measures to protect your personal data and only to the extent necessary for them to assist us in providing you the products and/or services.
We or the third parties mentioned above may occasionally also need to share personal data with:
- External auditors, e.g. in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations.·
- Professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations.·
- Law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations.·
- Other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this
- May not always be possible, however, the recipient of the information will be bound by confidentiality obligations.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, your financial information (such as bank accounts or credit/debit cards details) will only be retained for the duration necessary for us to properly charge you for our products and/or services rendered to you pursuant to the contract signed by you with us.
Different retention periods may apply for different types of personal data.
If you stop using your account, we will delete or anonymise your account data after eight years.
Also, following the end of the relevant retention period, we will delete or anonymise your personal data.
Transferring your personal data out of the UK
Countries outside the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.
It is sometimes necessary for us to share your personal data with countries outside the UK. In those cases, we will comply with applicable English laws designed to ensure the privacy of your personal data.
For example, we may transfer your personal data to our cloud services providers located outside the UK or the EU/EEA (in the USA or elsewhere).
We will also ensure all protections required by applicable English laws are in place before transferring personal data to any organisation or body (or its subordinate bodies) governed by public international law or set up by, or on the basis of, an agreement between two or more countries (International organisations).
Please note, the European Commission has made adequacy decisions in relation to the UK, basically enabling an almost unlimited flow of personal information to and from the EU/EEA and the UK. Otherwise, we will only transfer your personal data to a third country where:
- There are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you,
- The information is shared between companies that belong to the same group of undertakings and there are binding corporate rules in place, or
- A specific exception applies under relevant data protection law, or
- On the basis of an adequacy decision pursuant to Article 45(1) of the UK GDPR, or
- On the basis of a legally approved standard data protection clause issued further to Article 46(2) of the UK GDPR.
In the event we cannot or choose not to continue to rely on either of those mechanisms at any time we will not transfer your personal data outside the UK (other than to the EU/EEA) unless we can do so on the basis of an alternative mechanism or exception provided by applicable data protection law.
Any changes to the destinations to which we send personal data or in the transfer mechanisms we use to transfer personal data internationally will be notified to you in accordance with the section on ‘Change to this privacy policy’ below.
Cookies (and other tracking technologies)
A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page.
For example, if you register with us, a cookie helps Clinic Convert to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same Clinic Convert website, the information you previously provided can be retrieved, so you can easily use the features that you customised.
A web beacon is a small graphic image that allows the party that set the web beacon to monitor and collect certain information about the viewer of the web page, web-based document or e-mail message, such as the type of browser requesting the web beacon, the IP address of the computer that the web beacon is sent to and the time the web beacon was viewed.
Web beacons can be very small and invisible to the user, but, in general, any electronic image viewed as part of a web page or e-mail, including HTML based content, can act as a web beacon. We may use web beacons to count visitors to the web pages on the website or to monitor how our users navigate the website, and we may include web beacons in e-mail messages in order to count how many messages sent were actually opened, acted upon, or forwarded.
Third-party vendors also may use cookies on our website. For instance, we may contract with third parties who will use cookies on our website to track and analyse anonymous usage and volume statistical information from our visitors and members. Such information is shared externally only on an anonymous, aggregated basis. These third parties use persistent cookies to help us to improve the visitor experience, to manage our site content, and to track visitor behaviour. We may also contract with a third party to send email to our registered users.
To help measure and improve the effectiveness of our email communications, the third-party sets cookies. All data collected by this third party on behalf of Clinic Convert is used solely by or on behalf of Clinic Convert and is shared externally only on an anonymous, aggregated basis. From time to time, we may allow third parties to post advertisements on our website, and those third-party advertisements may include a cookie or web beacon served by the third party. This Privacy Policy does not cover the use of information collected from you by third-party ad servers. We do not control cookies in such third-party ads, and you should check the privacy policies of those advertisers and/or ad services to learn about their use of cookies and other technology before linking to an ad.
Your rights
You generally have the following rights, which you can usually exercise free of charge:
What we use your personal data for
Access to a copy of your personal data
Correction (also known as rectification)
Erasure (also known as the right to be forgotten)
Restriction of use
Data portability
To object to use
Not to be subject to decisions without human involvement
Our reasons
The right to be provided with a copy of your personal data. Access can be limited under certain circumstances.
The right to require us to correct any mistakes in your personal data
The right to require us to delete your personal data—in
certain situations
The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
The right to receive the personal data you provided to us, in a structured, commonly used, and machine-readable format and/or transmit that data to a third party—in certain situations
The right to object:—at any time to your personal data being used for direct marketing (including profiling)—in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests.
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not make any such decisions based on data collected by our website.
If you would like to exercise any of those rights, please call or write to us—see below: ‘How to contact us’. When contacting us please:
- Provide enough information to identify yourself (e.g. your full name, address and customer or matter reference number, if available) and any additional identity information we may reasonably request from you, and
- Let us know which right(s) you want to exercise and the information to which your request relates.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner Office (ICO). The ICO website offers an explanation of the rights and responsibilities under the Data Protection Acts of England
Changes to this privacy policy
We may change this privacy policy from time to time—when we make significant changes, we will take steps to inform you, usually by a direct email or other appropriate methods, if you have given us direct details of contact. Otherwise, any changes to this Privacy Policy will be listed in this section, and if such changes are material, a notice will be included on the homepage of the website for a period of time. By continuing to visit our website you hereby give your consent to the application of our Privacy Policy to you.
How to contact us
You can contact us or our data protection officer email if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our contact details are shown below:
Clinic Convert Ltd
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