Under General Data Protection Regulations from 25-May-2018, this privacy notice explains how Alchemy Medical Writing Ltd uses any personal information we collect about you.
Section 1 – What personal information do we collect about you?
We collect the information necessary to conduct freelance medical writing services. This information includes your name and contact details.
Section 2 – Where do we collect personal information about you from?
The following are the different sources we may collect personal information about you from:
- Directly from you. This is information you provide while searching for a freelance medical writing services (for example your email address) and/or when we approach you regarding possible opportunities. This could be during telephone conversations, face to face or via an email exchange. By explicitly providing consent when you engage in discussions, you are providing permission for our storage of this information. Alchemy Medical Writing Ltd will never share personal information with a third party without your explicit consent.
- From an agent/third party acting on your behalf.
- Through publicly available sources. We use a range of public sources including:
- Facebook & Twitter
- Company Web sites and other social media platforms
- Professional Organisation websites
- Conference brochures/delegate lists
- By reference or word of mouth. For example, you may be recommended by a friend or former colleague.
Section 3 – How do we use your personal information?
We use your personal data to provide a requested service. If you contact us to enquire about our services you are giving your consent to Alchemy Medical Writing Ltd processing your email and the data contained within your email or contact form for lawful purposes, as per Section 2 above. We will not share your information with any third party without your explicit consent.
Section 4 – How long do we keep your personal information for?
We keep your information for the following periods:
Client data: Due to the nature of freelance medical writing, we expect several clients will reconnect with our organisation periodically. For this reason, your consent includes explicit consent to retain your personal details for a period of ten years from the date of the last contact, or until such time as you wish us to delete your records from our database or refrain from further engagement.
Section 5 – Who do we share your personal information with?
We may share your personal information with third parties who perform functions on our behalf and who also provide services to us, such as sub-contracted medical writers or IT consultants carrying out testing and development work on our IT systems. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.
As we continue to develop our business, we may sell or purchase assets. If another entity acquires us or merges with us your personal information will be disclosed to such entity. Also, if any bankruptcy or reorganisation proceeding is brought by or against us, all such information will be considered an asset of ours and as such it is possible they will be sold or transferred to third parties.
Where required we share your personal information with third parties to comply with a legal obligation; when we believe in good faith that an applicable law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce any applicable policies; to detect and protect against fraud, or any technical or security vulnerabilities; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of third parties, visitors to the our website, our business or the public.
Section 6 – Information Security
Alchemy Medical Writing Ltd uses DropBox to store personal information. Any data hosted by DropBox is encrypted and benefits from intrusion detection systems.
Section 7 – What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide the personal information necessary or withdraw your consent for the processing of your personal information, where this information is necessary for us to provide medical writing services to you, we may not be able to perform these services.
Section 8 – Do we make automated decisions concerning you?
We do not carry out automated decision making.
Section 9 – What are your rights?
By law, you have several rights when it comes to your personal information. Further information and advice about your rights can be obtained from the data protection regulator in your country.
Rights and What They Mean
- The right to object to processing: You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted).
- The right to be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. Therefore, we are providing you with the information in this Policy.
- The right to rectification: You are entitled to have your information corrected if it is inaccurate or incomplete.
The right to erasure: This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
- The right to restrict processing: You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
- The right to data portability: You have rights to obtain and reuse your personal information for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
- The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your personal information with your national data protection regulator.
- The right to withdraw consent: If you have given your consent to anything we do with your personal information, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal information for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
• Baseless or excessive/repeated requests.
• Further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will come back to you and let you know.
Section 10 – How will we contact you?
We may contact you by phone, email or social media. If you prefer one contact means over another, please just let us know.
Section 11 – How can you contact us?
If you have any enquires you can contact me at: firstname.lastname@example.org or by writing to us at:
Dr Lesley Taylor,
Alchemy Medical Writing Ltd
23 High Street, Dunblane,
FK15 OEE, UK