What is this policy for?
GynaeFellow (“us”, “we”, or “our”) operates the website and the Gynaefellow App mobile application (the “Service”). “GynaeFellow.com” and “GynaeFellow” App takes your privacy seriously and we are committed to protecting it.
This policy explains when and why we collect personal information about you, how this information is used, the conditions under which it may be disclosed to others and how it is kept secure.
This policy may change from time to time so please check this page occasionally to ensure that you’re happy with any changes.
Who are we?
Oxford Digital Lab is the data controller in relation to the processing activities described below. This means that we decide why and how your personal information is processed. Our registered address is Oxford, UK . Oxford Digital Lab Limited is incorportated in England ( Company number xxxxxxxx)
Our Data Officer is responsible for our data protection function. You can find the contact details at the end of this policy.
How we collect your personal information?
When you use our website, our products or services, interact with us online, or email or otherwise, we may collect information about you. This is information about you that you give to us by entering information via:
- our website www.gynaefellow.com
- our mobile applications GynaeFellow App
- our social media accounts, e.g. via Facebook, LinkedIn or Twitter
- corresponding with us by email or otherwise,
This includes information provided at the time of registering to use our website; subscribing to the services we provide through our site; posting material; purchasing or requesting products or services; creating, using and managing an online account with us and engaging in correspondence with us by email or otherwise. We may also ask you for information when you report a problem with our site. If you complete any surveys that we ask you to complete for research purposes, we will collect information in such circumstances as well.
The basic personal information we may ask for, or you may choose to give us, includes your name, user type (e.g. healthcare provider, other service provider, member of the public), your email address and phone number. We may retain details of any enquiry you make to us and records of any correspondence with us. We may also ask for, or you may choose to give us, other information for specific purposes, e.g. additional information to personalise your experience; information on any particular professional interests you may have.
We will seek to minimise the information we ask for to that which is needed to perform the relevant function or service at the time.
Personal information we collect about you
We automatically collect the following information when you interact with us: e.g. details of transactions you carry out through the site, and your visits to our site, including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources you access.
We also automatically collect technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet protocol (IP) address used to connect your computer or device to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. Please see our www.gynaefellow/cookies for further information.
How is your data going to be used?
The purposes for which we use your information and the legal basis under data protection laws on which we rely to do this are explained below.
Where there is a legitimate purpose
We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business, or those of a third party, for the following purposes:
Our Business functions
- to provide services to our customers
- to validate and maintain memberships and registrations
- to ensure eligibility and prevent fraud
- to verify the accuracy of data that we hold about you
- to create a better understanding of you as a customer of our products and services so we can customise the services we provide
- to correspond or communicate with you, to let you know about our activities and to enhance and personalise your experience
- to correspond or communicate with you
- to, at times, raise awareness of services, research and other activities offered by our partners and to make that information easily accessible for you;
- to conduct approved research and surveys (as appropriate)
- to manage queries, complaints, or claims
- for marketing activities (other than where we rely on your consent to contact you by email or text with information about our products and services or share your details with third parties to do the same, as explained below)
- for analysis to inform our marketing strategy, and to enhance and personalise your experience when you buy products and services from us (including to improve the recommendations we make to you on our website);
For Online security
- to ensure that our online content and services are presented to you effectively and securely
- to allow you to participate in interactive features of our services (when you choose to do so)
- to take steps to protect your information against loss or damage, theft or unauthorised access;
- for prevention of fraud and other criminal activities;
- to assess and continue improving our services
- to assess and process requests for research and other valid purposes
When there is a legal requirement
- We will use your personal information to comply with the legal obligations: (i) to assist in state investigation if required; (ii) to identify you when you contact us; (iii) to verify the accuracy of data we hold about you; (iv) to help us comply required legislation; (v) to comply with a request from you in connection with the exercise of your rights.
- To comply with a legal obligation; to protect and defend the rights or property of GynaeFellow; to prevent or investigate possible wrongdoing in connection with the Service; to protect the personal safety of users of the Service or the public; to protect against legal liability
When you have provided us with your consent
We may use and process your personal information where you have consented for us to do so for the following purposes:
- when you: (i) register for an account with us online); (ii) sign up to our newsletters via our website or other medium where available; or (iii) refresh your marketing preferences when responding to a request from us to do so;
- for marketing activities, in order to contact you by email or text with marketing information about our products and services, or to share your details with our recommended third party partners for them to do the same. Please see the marketing section below in this policy.
You may withdraw your consent for us to use your information in any of these ways at any time. Please see withdrawuing consent section for further details.
How about anonymised data use?
Your information may be converted into anonymised statistical or aggregated data in such a way as to ensure that you are not identified or identifiable from it. Aggregated data cannot be linked back to you as a natural person. We may use this data for analytical and research purposes.
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Our Service does not address anyone under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
Whom we may share you data with?
- Our suppliers and service providers
We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include cloud service providers; hosting, email and content providers; marketing agencies and administrative services providers; and research companies (who may contact you to gather information relating to your experience of us and our products and services or on other relevant issues).
When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.
- Third parties who provide products and services to our registered customers
We work closely with various third parties to bring you a range of products and services that are complementary to those that we provide. When you enquire about or purchase one or more of these products or services through us, we may pass your contact details to the relevant third party, who will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them.
If you sign up to attend one of our events, we may share your name and employer or organisation with fellow attendees and sponsors of that event for their information only, but will not share your contact details for marketing purposes without your consent.
- Other ways we may share your personal information
We may transfer your personal information to a third party if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or our legal rights or to protect the rights, property or safety of our visitors and customers. We will always take steps with the aim of ensuring that your privacy rights continue to be protected.
Where do we store your personal information?
On occasion, the information you provide to us may be transferred to countries outside the European Union (EU). By way of example, this may happen where any of our servers or those of our third party service providers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK & EU. Where possible, we will seek to work with service providers whose servers are located within the EU.
If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy. These steps include imposing contractual obligations on the recipient of your personal information or ensuring that the recipients are subscribed to ‘international frameworks’ that aim to ensure adequate protection.
It is possible to switch off cookies by setting your browser preferences. Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.
We may collect and process your preferences to receive marketing information directly from us by email and text in the following ways:
If you register account with us online, we will ask you if you would like to provide your consent to receive marketing information directly from us, by asking you to confirm your preferences
From time to time, we may ask you to refresh your marketing preferences by asking you to confirm that you want to continue receiving marketing information from us.
You can amend your marketing preferences at any time by logging into your account and going to ‘Contact Preferences’ or by contacting our support team using the contact details at the end of this policy.
You have a number of rights in relation to your personal information under the data protection law known as GDPR. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information.
Except in rare cases where additional time may be required, we will respond to you within one month from either (i) the date that we have confirmed your identity, or (ii) where we do not need to do this because we already have this information, from the date we received your request.
- Accessing your personal information
Under data protection laws you have a legal right to ask to see a copy of the personal information that we hold about you. You can email us firstname.lastname@example.org (please ensure you clearly state the reasoning) for request
Further information about subject access requests can be found on the Information Commissioner’s website https://ico.org.uk
We may not provide you with a copy of your personal information if this concerns other individuals or if we have another lawful reason to withhold that information.
- Correcting and updating your personal information
The accuracy of your information is important to us and we will always work on ways to make it easier for you to review and correct the information that we hold about you.
- Withdrawing your consent
We rely on your consent as the legal basis for processing your personal information, as set out in this policy. You may withdraw your consent at any time by contacting us using the details at the end of this policy.
If you would like to withdraw your consent or object to receiving any direct marketing to which you previously opted-in, you can do so using the unsubscribe tool in that communication (if it is an email), or by writing to us using the contact details at the end of this policy. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
If you have provided consent for your details to be shared with a third party, and wish to withdraw this consent, please also contact the relevant third party in order to amend your preferences.
- Objecting to our use of your personal information
Where we rely on our legitimate business interests as the legal basis for processing your personal information for any purpose(s), as outlined in this policy, you may object to us using your personal information for these purposes by emailingus at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.
You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request. If you would like to do so, please email or write to us at the address at the end of this policy.
- Erasing your personal information
In certain circumstances, you may ask for your personal information to be removed from our systems by emailing us at the address at the end of this policy. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
- Complaining to the UK data protection regulator
We’d like to be able to resolve all your concerns, and we hope that we can do so. Where we haven’t been able to do this, you have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO’s website for further details: https://ico.org.uk.
Changes to policy
We may review this policy from time to time and any changes will be updated on our website and you will be notified b email. We recommend you regularly check for changes and review this policy whenever you visit our website. If you do not agree with any aspect of the updated policy you must immediately notify us and cease using our services.