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Privacy Policy

It is the policy to take steps to ensure that your information is kept confidential and secure and to otherwise protect and respect your privacy. As well steps set out in this policy, we follow the Code of Practice for Information Security Management Systems as set out in ICO, Information Commissioner's Office.

This policy details what information we collect from you, why we collect it, what we do with it and how it might be shared.

As a data controller and/or a data processor

In providing products and services, we may be acting as a data controller and/or as a data processor on behalf of certain third parties (such as medical practitioners, hospitals and/or insurers) who will themselves be the data controllers.  Where acting as a data controller, we will comply in full of this policy.  Where acting as a data processor, we will be required to act on the instructions of the data controller (and the data controller’s privacy policy will apply) but, unless inconsistent with the instructions and requirements of the data controller, we will still endeavour to comply with this policy.

How we use your information

We will only use your personal data when law allows us to. Most commonly, we will use your personal data in the following circumstances: With your consent and please note that you have the right to withdraw your consent at any time by contacting us. (Consent). Where we need to perform a contract, we are about to enter into, or have entered into, with you (Fulfilling contracts). Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (Our legitimate interests). Where we need to comply with a legal or regulatory obligation (Our legal duty). This privacy policy tells you what to expect when we collect personal information. It applies to information we collect about: Visitors to our websites Healthcare practitioners and organisations who register for or subscribe to our products and services

Visitors to our websites

When someone visits www.drmotify.co.uk we use a third-party service (with your Consent), Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is used to track visitor use of the website and to compile statistical reports on website activity. This information is only processed in a way which does not identify anyone.

Use of Cookies

You can read more about how we use cookies on our Cookies page. For more information about cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org.

Where we collect personal information from

We may collect personal information about (or your business) from other companies and from these sources:

Information you give us:

When you register for and/or subscribe to our products and services via forms online. When you talk to us on the phone or in person. In emails and letters. In customer surveys If you take part in our competitions or promotions When you report a problem to us.

Data from third parties:

We may receive information about you. We also working closely with third parties (including, for example, business partners, hospitals, insurers, regulatory bodies, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers and search information providers) and may receive information about you from them. Specifically: insurers and hospitals: in the context of administering clinical and financial records; and General Medical Council (“GMC”).

Data we process on your behalf when you use our services:

information that is necessary to process invoices including patient demographics, diagnosis information, type of care delivered and treatment details and practitioner information.

How long we keep your personal information

We can only keep your personal data for as long as necessary for the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

The precise length of time we hold your personal data for varies depending on the individual circumstances, but in determining the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We regularly review our retention periods to ensure that we are not keeping your data for longer than necessary. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us using the details provided under Contact.

Your Rights

How to get a copy of your personal information: you may request a copy of the personal information we hold about you. If you require a copy of some or all your personal information, please email or write to us as the address detailed under Contact.

Letting us know if your personal information is incorrect: We want to make sure that your personal information is accurate and up to date. Subject to the product or service you have registered for or subscribed to you will have the facility to maintain up to date personal information. You may ask us to correct or remove information you think is incomplete or inaccurate, though we may need to verify the accuracy of the new data you provide us.

Transfer: you may request that we transfer your personal data to you or a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

You may request that we transfer your personal data to you or a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

You may request that we restrict how we process your personal data. This enables you ask us to suspend the processing of your personal data in the following scenarios:

if you want us to establish the data’s accuracy.

where our use of the data is unlawful, but you do not want us to erase it.

where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

How to withdraw your consent: where we have relied on your consent to process your personal data you will have the right to withdraw your consent at any time.  However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any personal who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month.  Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests.  In this case, we will notify you and keep you updated.

Changes to the policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail or via a messaging system / pop-up (as appropriate) within the product that you use. Please check back frequently to see any updates or changes to this policy.

This policy was last updated October 2022.

Contact

Please contact us if you have any questions about our privacy policy or information, we hold about you by email or write to us at the below address.

You have the right to request a copy of the information that we hold about you.  If you would like a copy of some or all of your personal information.