1. Background and Overview
MyLocumManager ("We") are committed to protecting and respecting your privacy.
Our Data Protection Officer
We have a dedicated Data Protection Officer (“DPO”). You can contact the DPO using the details below or by using our Contact Us page and marking it for the attention of the DPO.
2. What kinds of personal information about you do we process?
The type of information we will collect about you includes:
- Your name and address
- Your phone number and e-mail address
- Your GMC number and date of birth
- Your BACS payment details (optional, if you would like them added onto your invoices).
- The usage of our products and services, and details relating to this.
- The information included in any documents you complete or online services to which you subscribe.
- Information you complete in relation to our client surveys or offers.
- Information relevant to training and education.
We will never collect sensitive information about you without your explicit consent.
Any information that we collect about you is stored electronically on our database. It may also be printed and stored in our filing system.
3. What do we use your personal data for?
We use your personal data for the following purposes:
- Managing the product or service you have with us.
- To perform and/or test the performance of, our products, services and internal processes.
- To improve the operation of our business
- For management and auditing of our business operations including accounting.
- To monitor and to keep records of our communications with you and our staff.
- To administer our good governance requirements, such as internal reporting and compliance obligations.
- For market research and analysis and developing statistics.
- For direct marketing communications and related profiling to help us to offer you relevant products and service, including deciding whether or not to offer you certain products and services. We may send marketing to you by SMS, email, phone, social media and digital channels (for example, using Facebook Custom Audiences and Google Custom Match). Offers may relate to any of our products and services, as well as to any other offers and advice we think may be of interest.
- To provide personalised content and services to you, such as tailoring our products and services, our digital customer experience and offerings, and deciding which offers or promotions to show you on our digital channels.
- To develop new products and services and to review and improve current products and services.
- To comply with legal and regulatory obligations, requirements and guidance.
- To provide insight and analysis of our customers both for ourselves either as part of providing products or services, helping us improve products or services, or to assess or improve the operating of our businesses.
- To facilitate the sale of one or more parts of our business.
4. When do we share your personal information with other organisations?
We may share information with the following third parties for the purposes listed above:
- Organisations and businesses who provide services to us such as, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions.
- We may share your personal information with a third party in the event of a merger, transfer or sale of some or all of our assets.
5. How and when can you withdraw your consent?
6. What should you do if your personal information changes?
You should update your personal details in your account, or tell us so that we can update our records for you. You may use the details in the Contact Us section of our website or at the end of this document. We will then confirm with you that your details have been updated.
7. Do you have to provide your personal information to us?
We’re unable to provide you with our products or services if you do not provide certain information to us. In cases where providing some personal information is optional, we will make this clear.
8. Do we do any monitoring involving processing of your personal information?
In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications.
We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.
9. How long do we keep your personal information for?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
- For as long as we provide goods and/or services to you and then for as long as someone could bring a claim against us; and/or
- Retention periods in line with legal and regulatory requirements or guidance.
10. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.
- The right to be informed about the processing of your personal information.
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
- The right to object to processing of your personal information.
- The right to restrict processing of your personal information.
- The right to have your personal information erased (the “right to be forgotten”).
- The right to request access to your personal information and to obtain information about how we process it.
- The right to move, copy or transfer your personal information (“data portability”).
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.
11. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can exercise these rights by contacting us via the details at the end of this document.
12. What are your marketing preferences and what do they mean?
We may use your home address, phone numbers, email address and social media or digital channels, for example, Facebook, Google and message facilities in other platforms, to contact you according to your marketing preferences. You can stop our marketing at any time by contacting us using the details below or by following the instructions in the communication.
13. Our use of hyperlinks to other websites
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
- Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
- Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and any advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Except for essential cookies, all cookies will expire after 6 months.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To comply with the Data Protection Act 1998 we adhere to strict security procedures. The personal information which we hold will be held securely to ensure no unauthorised disclosure or access. When you register for a user account with us you will be required to adhere to the security provisions set out in our terms and conditions.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Access to information
You have a right to access information held about you. Your right of access can be exercised in accordance with the Data Protection Act. You can contact us on the details below to request this information should you require it.