HealthSHIP Privacy Notice

About us

HealthSHIP Limited ("we/us/our") is committed to protecting and respecting your privacy.

This privacy notice applies to our processing of personal data of individuals who use the website https://healthship.org/ (the "Website"), use the services we provide (the "Services") or may contact us in relation to the Website or the Services. If you do not agree with any part of this privacy notice, then we cannot make the Services available to you through the Website and you should stop accessing and using it.

We encourage you to review the privacy statements of websites you choose to navigate to from the Website so that you can understand how those websites collect, use and share your information. We are not responsible for the privacy statements or other content on websites outside of the Website.

This privacy notice is provided in accordance with our obligations under applicable privacy and data protection law, including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) and the Data Protection Act 2018 ("Applicable Data Protection Law"). Definitions in this privacy notice shall be as set out in the Applicable Data Protection Law. For the purposes of this privacy notice, the term “personal data” means any information which identifies you or which allows you to be identified when combined with other information. It does not include data where the identity has been removed (anonymous data).

For the purposes of Applicable Data Protection Law, we act as a controller (for example, when collecting personal data from our users in order to provide the Services when using our platform) and we follow the Information Commissioner's Office ("ICO") guidance accordingly.

HealthSHIP Limited is a company limited by guarantee registered in Scotland (registered number SC658039) and having its registered office address at 18 Rockwell Place, Dundee, DD3 6UZ.

Contact Information

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below:

By emails
hello@healthship.org
By phone
0800 009 6745
Online
By using the contact form appearing on the Website.

You have the right to make a complaint at any rime to the ICO, the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Collection of your Personal Information

We may collect personal and process data, such as your name and email address if you enter these on the contact form on the Website or to fulfil our contractual obligations (e.g. to provide the Services including through our platform), send legal updates, news and information about the Services and related services. We may gather additional personal or non-personal information in the future.

We may collect and process data about others that you provide us with, including but not limited to information that you provide by filling in forms on the Website. You represent and warrant to us that you have obtained the express consent from the individuals whose data you provide us with. For the avoidance of any doubt, any reference in this privacy notice to your data shall include data about other individuals that you have provided us with.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name and last name;
  • Contact Data includes your location, email address and optional telephone numbers;
  • Technical Data includes internet protocol (IP) address;
  • Profile Data includes your username and password, access to transport, preferences, and feedback;
  • Usage Data includes information about how you use the Website and the Services;
  • Marketing and Communications Data includes your preferences to receive updates from us.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice. This information is used for the operation of the Website and the Services, and to provide general statistics regarding use of the Website and the Services.

We do not collect any Special Categories of Personal Data about you (such as details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data) or information about criminal convictions and offences.

How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your name, email address and contact details in person, or by filling in forms on the Website or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you:
  • request the Services;
  • meet with one of our volunteers or organisers;
  • participate in an event which we have organised;
  • complete a form on the Website requesting us to contact you;
  • subscribe to our publications or newsletter;
  • enter a competition, promotion or survey;
  • submit an application for a role with us; or
  • make a complaint or give us some feedback.
  • Automated technologies or interactions. As you interact with the Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
  • Automated technologies through the use of the Website or the Services. In your use of the Website or the Services (including receiving our newsletter), certain Usage Data is transmitted to us such as the device you are using and your IP address.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • we may obtain identity and contact data from publicly available sources such as social media (such as LinkedIn or Twitter), Companies House or other organisations’ websites.
  • we may obtain technical and usage data (relating to the use of our Website) from analytics providers or search information providers.

If you fail to provide personal data

Where we need to collect personal data by law or in order to provide the Services and if you fail to provide that data when requested, we may not be able to perform the Services for you (for example, to provide you with a match nearby). In this case, we may have to cancel the Services for you but we will notify you if this is the case at the time.  

How we will use your personal data

We collect and use your personal information to operate the Website and deliver the Services as requested by you. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • where we need to perform the Services offered by us; or
  • for the purposes of our legitimate interests; or
  • where we need to comply with a legal or regulatory obligation.

Legitimate interests means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Generally we do not rely on consent as a legal basis for processing your personal data (please see the section on "Marketing" below).

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new user (a) Identity
(b) Contact
Performance of an agreement with you
To administer and protect our organisation and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests (for running our organisation, provision of administration and IT services, network security, to prevent fraud)
(b) Necessary to comply with a legal obligation
To use data analytics to improve our website, software, Platform, products/services, user relationships and experiences (a) Technical
(b) Usage
Necessary for our legitimate interests (to define types of users for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To provide information to the corresponding person about you, your preferences, needs, location, availabilities, and how to get in touch (a) Identity
(b) Contact
(c) Technical
(d) Profile
(a) Necessary for our legitimate interests (to carry out our function and match students' skills with nearby medical staff's needs, providing wider public benefits to processing) (b) Performance of a contract with you
To establish, exercise and defend our legal rights All data Necessary for our legitimate interests (in protecting our legal rights)

We may contact you via surveys to conduct research about your opinion of the Website and the Services. We do not sell, rent or lease or provide in any other way our customer lists to third parties.

We may keep track of the websites and pages our users visit within HealthSHIP and which services our users access. This data is used to deliver customised content within HealthSHIP to customers whose behaviour indicates that they are interested in a particular subject area.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Transfer of Personal Data

We may have to share your personal data with the parties set out below for the purposes set out in the table above:

  • professional advisers including lawyers, bankers, auditors and who provide consultancy, banking, legal, insurance and accounting services; and
  • third-party analytics partners who are used to analyse website traffic or understand customer needs and trends.

All such third parties are required to maintain the confidentiality of your information and to treat your personal data in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and do not permit them to process your personal data.

Whenever we transfer your personal data out of the EEA or UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:

  • conform to the edicts of the law or comply with legal process served on us or the website
  • protect and defend our rights; and,
  • act under exigent circumstances to protect the personal safety of our users, or the public.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those organisers who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Your passwords are stored in our database in encrypted form. We do not disclose your account details, postal or email addresses to anyone except with your permission, or when legally required to do so. However, it is your responsibility to keep your password secure. Unfortunately, the transmission of information via the internet is not completely secure. Although HealthSHIP will do its best to protect your personal data, we cannot guarantee the security of your data transmitted to the Platform, any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try and prevent any unauthorised access.

Data retention

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

To determine 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. Data reviewed regularly for relevance. Any data deemed no longer relevant is deleted. We shall keep your personal data for at least six months from the date of the last interaction for insurance and liability purposes. We shall keep emails of clients and prospective clients for as long as it has a legitimate interest to do so. You can request details of retention periods for different aspects of your personal data by contacting via our contact form.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for analytical, research and statistical purposes and to help us to improve our products and services, in which case this is no longer personal data and we may use this information indefinitely without further notice to you.

Use of Cookies

Our website may use "cookies" to help you personalize your online experience. 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. Our website uses cookies and similar technologies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Children Under Thirteen

We do not knowingly collect personally identifiable information from children under the age of thirteen. If you are under the age of thirteen, you must ask your parent or guardian for permission to use this website or our services.

Automated decision making and profiling

We do not use automated decision-making (including profiling) to make any decisions which would produce a legal effect or similarly significantly affect a data subject.

Marketing

We will only provide you with direct marketing communications where you have consented to receive such communication or you have contacted us directly to request specific information about the Services. You can subscribe to such marketing communications, and you can adjust your marketing preferences at any time by contacting us at hello@healthSHIP.org.

You can also opt-out or unsubscribe from all or some of these marketing communications at any time by contacting us at hello@healthSHIP.org.

Where you opt out of receiving these marketing communications, this opt-out will not apply to personal data provided to us for any other purpose.

Opt-Out & Unsubscribe

We respect your privacy and give you an opportunity to opt-out of receiving announcements of certain information. Users may opt-out of receiving any or all communications from us by contacting us or selecting the "Unsubscribe" option on their email.

Your Legal Rights

You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that 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.
  • Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) 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.
  • Request the transfer of your personal data to you or to 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. 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.
  • Withdraw consent at any time where we are relying on consent to process your personal data. 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.

No fee usually required

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.

What we may need from you

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 person 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.

Time limit to respond

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

Changes to this Privacy Notice

We will occasionally update this privacy notice to reflect the organisation and user feedback and any changes in data protection regulations. We encourage you to periodically review this privacy notice to be informed of how we are protecting your information.

Effective as of 20 March 2020