We are committed to protecting your privacy when dealing with your personal information. This privacy provides details about the information we collect about you, how we use it and how we protect it. It also provides information about your rights. The information we process, and the reasons why we process it
- Information about us
In this privacy notice, ‘we’, ‘us’ and ‘our’ mean Vidamasclinics Ltd
- What this privacy notice covers
This privacy notice applies to anyone who interacts with us about our products and services (‘you’, ‘your’), in any way (for example, by email, through our website, by phone, through our app). We will give you further privacy information if necessary for specific contact methods or in relation to specific products or services
- How we collect personal information
We collect personal information from you and from third parties (anyone acting on your behalf, for example, brokers, health-care providers and so on). Please see below for more information. Where you provide us with information about other people, you must make sure that they have seen a copy of this privacy notice and are comfortable with you giving us their information. We collect personal information from you:
through your contact with us, including by phone (we may record or monitor phone calls to make sure we are keeping to legal rules, codes of practice and internal policies, and for quality assurance purposes), by email, through our websites, through our apps, by post, by filling in application or other forms, by entering competitions, through social media or face-to-face (for example, in medical consultations, diagnosis and treatment).
We also collect information from other people and organisations.
For all our customers, we may collect information from:
your parent or guardian, if you are under 18 years old;
a family member, or someone else acting on your behalf;
fraud-detection and credit-reference agencies; and
sources which are available to the public, such as the edited electoral register or social media.
agencies, credit-reference agencies, fraud-detection agencies (including health-insurance counter-fraud groups), regulators, data-protection supervisory authorities, health-care professionals, other health-care providers and medical-assistance providers.
- Categories of personal information
For all our services , we process the following categories of personal information about you and (where this applies) your dependants: standard personal information (for example, information we use to contact you, identify you or manage our relationship with you).
We do not see or have access to information about your health. The application form that collects such information goes directly to the clinic you choose.
For more information about these categories of information, see below.
Standard personal information includes:
contact information, such as your name, username, address, email address and phone numbers;
the country you live in, your age, your date of birth and national identifiers (such as your National Insurance number or passport number);
details of any contact we have had with you, such as any complaints or incidents;
financial details, such as details about your payments and your bank details;
the results of any credit or any anti-fraud checks we have made on you;
information about how you use our products and services, such as insurance claims; and
information about how you use our website, apps or other technology, including IP addresses or other device information (please see our Cookies Policy for more details).
- What we use your personal information for and our legal reason for doing so
We process your personal information for the purposes set out in this privacy notice. We have also set out some legal reasons why we may process your personal information (these depend on what category of personal information we are processing). We normally process standard personal information if this is necessary to provide the services set out in a contract, it is in our or a third party’s legitimate interests or it is required or allowed by any law that applies. By law, we must have a lawful reason for processing your personal information. We process standard personal information about you if this is:
necessary to provide the services set out in a contract − that is, to provide you and your dependants with our products and services);
we have your permission. As is best practice, we will only ask you for permission to process your personal information if there is no other legal reason to process it. If we need to ask for your permission, we will make it clear that this is what we are asking for and ask you to confirm your choice to give us that permission. If we cannot provide a product or service without your permission, we will make this clear when we ask for your permission. If you later withdraw your permission, we will no longer be able to provide you with a product or service that relies on having your permission.
- Legitimate Interest
We process your personal information for a number of legitimate interests, including managing all aspects of our relationship with you, for marketing, to help us improve our services and products and in order to exercise our rights or handle claims. More detailed information about our legitimate interests is set out below. Taking into account your interests, rights and freedoms, legitimate interests which allow us to process your personal information include:
to manage our relationship with you, our business and third parties who provide products or services for us (for example, to check that you have received a service that you’re covered for, to validate invoices and so on);
to keep our records up to date and to provide you with marketing as allowed by law;
to develop and carry out marketing activities and to show you information that is of interest to you, based on our understanding of your preferences (we combine information you give us with information we receive about you from third parties to help us understand you better);
for statistical research and analysis so that we can monitor and improve products, services, websites and apps, or develop new ones;
to contact you about market research we are carrying out;
to exercise our rights, to defend ourselves from claims and to keep to laws and regulations that apply to us and the third parties we work with; and
- Marketing and preferences
We may use your personal information to send you marketing by post, by phone, through social media, by email and by text. We can only use your personal information to send you marketing material if we have your permission or a legitimate interest as described above. If you don’t want to receive emails from us, you can click on the ‘unsubscribe’ link that appears in all emails we send. If you don’t want to receive texts from us you can tell us by contacting us at any time. Otherwise, you can always contact us to update your contact preferences. You have the right to object to direct marketing and profiling (the automated processing of your information to help us evaluate certain things about you, for example, your personal preferences and your interests) relating to direct marketing. Please see the section about your rights for more details.
You can contact us to ask about these rights. For more information on all your rights, please read the ‘Your rights’ section below.
- Sharing your information
We do not share your information with anyone.
- How long we keep your personal information
How long it is reasonable to keep records to show we have met the obligations we have to you and by law.
Any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations.
- Your rights
You have the right to access your information and to ask us to correct any mistakes and delete and restrict the use of your information. You also have the right to object to us using your information, to ask us to transfer information you have provided, to withdraw permission you have given us to use your information and to ask us not to use automated decision-making which will affect you. For more information, see below. You have the following rights (certain exceptions apply).
Right of access: you have the right to make a request for details of your personal information and a copy of that personal information
Right to rectification: you have the right to have inaccurate information about you corrected or removed
Right to erasure (‘right to be forgotten’): you have the right to have certain personal information about you deleted from our records
Right to restriction of processing: you have the right to ask us to use your personal information for restricted purposes only
Right to object: you have the right to object to us processing (including profiling) your personal information in cases where our processing is based on a task carried out in the public interest or where we have let you know it is necessary to process your information for our or a third party’s legitimate interests. You can object to us using your information for direct marketing and profiling purposes in relation to direct marketing.
Right to data portability: you have the right to ask us to transfer the personal information you have given us to you or to someone else in a format that can be read by computer.
Right to withdraw consent: you have the right to withdraw any permission you have given us to handle your personal information. If you withdraw your permission, this will not affect the lawfulness of how we used your personal information before you withdrew permission, and we will let you know if we will no longer be able to provide you with your chosen product or service.
Right in relation to automated decisions: you have the right not to have a decision which produces legal effects which concern you or which have a significant effect on you based only on automated processing, unless this is necessary for entering into a contract with you, it is authorised by law or you have given your permission for this. We will let you know if we make automated decisions, our legal reasons for doing this and the rights you have.
- Data protection contacts
If you have any questions, comments, complaints or suggestions relating to this notice, or any other concerns about the way in which we process information about you, please contact our Privacy Team at firstname.lastname@example.org You can also use this address to contact our Data Protection Officer. You also have a right to make a complaint to your local privacy supervisory authority.
You can also make a complaint with another supervisory authority which is based in the country or territory where:
you work; or
the matter you are complaining about took place.
- Necessary cookies
These cookies let you move around the website and use essential features such as accessing secure areas of the website and identifying you as being logged in. These cookies don’t gather any information about you that could be used for marketing or remembering where you’ve been on the internet. As these cookies are necessary for the correct functioning of our website, you are unable to control their use from within the cookies management tool.
- Analytics cookies
These cookies collect information about how visitors use our websites. This includes details of where the visitor has come from (e.g. referring domains, search engines, marketing campaigns) and the pages viewed. We also collect details on the site path of the visitor, which content visitors are clicking on, which products visitors are interested in and purchase, and the total number of times a visitor has been to our website.
We use the information to improve our website and enhance the experience of its visitors. We may share this information with analytics and search engine providers that assist us in the improvement and optimisation of our site.