Privacy Policy

Mednetiks Ltd respects your privacy and uses personal information only where there is a clear business or legal reason to do so.

This notice explains what information we collect, why we use it, who may receive it and the choices and rights available to you.

1. Who we are

Mednetiks Ltd is a company registered in England and Wales.

Company number: 12891915

Registered office: Flat 32 Sidcup House, 12-18 Station Road, Sidcup, United Kingdom, DA15 7JU.

For personal information Mednetiks collects for its own business purposes, Mednetiks Ltd is the data controller.

You can contact us about privacy at privacy@mednetiks.com, through our Contact page, or by writing to the registered office above.

2. What this notice covers

This Privacy Policy applies to personal information collected through:

• the Mednetiks website;
• our client support area;
• project and contact forms;
• email and other direct business communications;
• enquiries, proposals and client relationships;
• and the systems we use to operate and support our business.

It does not replace the privacy notice of a Mednetiks client where we process information on that client's behalf. We explain that distinction in Section 6.

3. Information we collect

When you contact or work with us

We may collect information such as:

• your name;
• business or organisation;
• job title;
• email address and telephone number;
• information you provide about a project or enquiry;
• correspondence with us;
• proposal, project, account and support information;
• and information required for invoicing, contracts and business administration.

When you use our website

Our systems may also process technical information such as:

• IP address;
• browser and device information;
• pages viewed;
• referring source;
• security and server logs;
• and cookie or consent preferences.

Analytics or other non-essential technologies are used only in accordance with the choices available through our cookie consent system.

Information received from elsewhere

We may occasionally receive professional contact information through a referral, another person within your organisation or a publicly available business or professional source.

Where required, we provide the relevant privacy information when we first contact you or within the period required by law.

4. Why we use personal information

We use personal information only where we have an appropriate lawful basis.

Our legitimate interests include operating Mednetiks effectively, responding to business enquiries, supporting clients, protecting our systems and improving our services.

Where we rely on legitimate interests, we consider whether our use of the information is necessary and proportionate and whether your interests or rights override ours.

You are generally not legally required to provide information to Mednetiks. However, if you do not provide information needed to respond to an enquiry, prepare a proposal or perform a service, we may be unable to do so.

5. Healthcare and sensitive information

Mednetiks works with healthcare businesses, but Mednetiks is not providing healthcare through this website.

Please do not send patient information through our general forms.

Our general enquiry forms are designed to understand a business enquiry. They are not intended for:

• medical records;
• detailed medical histories;
• patient-identifiable information;
• information about another person's health;
• or other unnecessary sensitive personal information.

We ask for what is needed, not everything that could be collected.

People may nevertheless provide sensitive information unexpectedly. If that happens, we restrict its use to what is necessary to deal appropriately with the communication and handle it in accordance with applicable data-protection requirements.

We do not intentionally turn an ordinary business enquiry into a clinical record.

Special-category information, including health information, requires additional protection under UK data-protection law, and data minimisation is particularly important when such information may be involved.

6. When Mednetiks processes information for a client

Mednetiks also provides websites, hosting, support and connected digital systems to client organisations. Those systems may process information submitted by the client's own customers, patients or website visitors.

Where Mednetiks processes personal information on the client's instructions, the client will normally determine why and how that information is used and Mednetiks will act as a data processor. In that situation:

• the client's privacy notice explains how it uses your information;
• Mednetiks processes the information only as permitted by its agreement with that client;
• access is limited to what is needed to provide the agreed service;
• and appropriate data-processing terms apply between Mednetiks and the client.

This distinction is particularly important for healthcare websites. A patient enquiry made through a client's website is not automatically information Mednetiks controls for its own purposes.

7. Who we share information with

We use service providers where necessary to operate Mednetiks and deliver our services. Depending on the service involved, these may include providers of:

• website hosting and infrastructure;
• business email;
• CRM and enquiry management;
• client support systems;
• forms and workflow automation;
• analytics and website measurement;
• cloud storage and collaboration;
• backup and security services;
• payment, accounting and financial administration;
• and professional legal, accounting or technical advice.

We provide these organisations only with the information required for the relevant purpose and use appropriate contractual or other safeguards where required.

We may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal rights.

Mednetiks does not sell personal information.

8. International data transfers

Some technology providers may process personal information outside the United Kingdom.

Where this constitutes a restricted international transfer, we use a transfer mechanism permitted by UK data-protection law, such as an applicable adequacy arrangement or appropriate contractual safeguards.

You may contact us if you would like further information about the safeguards applying to a particular transfer.

9. How long we keep information

We do not keep personal information indefinitely simply because we have collected it. Retention depends on:

• why the information was collected;
• whether an enquiry or client relationship remains active;
• contractual and support requirements;
• accounting and legal obligations;
• relevant limitation periods;
• security requirements;
• the sensitivity of the information;
• and whether it is still reasonably necessary to retain it.

For example:

• Enquiries and proposals are retained for as long as reasonably necessary to deal with the enquiry and any appropriate follow-up.
• Client and project records may be retained after a project ends where needed for contractual, support, accounting or legal purposes.
• Financial records are retained for the periods required by applicable law.
• Marketing information is retained while there is an appropriate reason to use it. Where somebody opts out, we may retain a minimal suppression record so that we continue to respect that choice.
• Technical and security logs are retained according to operational and security requirements.

We periodically review whether information still needs to be retained.

10. Cookies and analytics

Our website uses cookies and similar technologies where required for website operation and, with the appropriate consent, for functions such as analytics or other non-essential services.

Strictly necessary technologies may operate without consent where permitted by law. Non-essential cookies are controlled through the choices presented in our cookie consent system. You can review or change those choices through Cookie Settings.

For further information, including the cookies and services currently in use, see our Cookie Policy.

11. Marketing

We may send information about Mednetiks services where you have requested it or where we are otherwise permitted to do so. Where consent is required, we obtain it.

Every electronic marketing message provides an appropriate way to stop receiving further marketing.

You have an absolute right to object to the use of your personal information for direct marketing. If you object, we will stop using your information for that purpose.

This does not prevent Mednetiks from sending communications required for an existing project, service, support request, account or contract.

12. Automation

Mednetiks may use automation to support routine business processes such as organising enquiries, routing messages, creating tasks or managing workflows.

We do not use the Mednetiks website to make solely automated decisions about individuals that produce legal or similarly significant effects. If that changes materially, this Privacy Policy will be updated before the new processing begins.

13. Security

We use proportionate technical and organisational measures designed to protect personal information, including appropriate access controls, system security and controls over suppliers that process information for us.

No internet-based service can guarantee absolute security.

14. Your rights

Depending on the circumstances, UK data-protection law may give you the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to erase information;
• restrict certain processing;
• object to certain processing;
• receive certain information in a portable format;
• and withdraw consent where our processing relies on consent.

These rights are not all absolute and the rights that apply depend on the circumstances and lawful basis involved.

If processing is based on consent, you can withdraw that consent at any time. Withdrawal does not affect processing that lawfully took place before consent was withdrawn.

If we rely on legitimate interests, you may have the right to object to that processing.

If we use your information for direct marketing, you can object at any time.

To exercise your rights, contact Mednetiks through our Contact page or write to the registered office shown above.

15. Complaints

If you have a concern about how Mednetiks uses your personal information, please contact us first so that we can investigate it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

16. Changes to this policy

We review this Privacy Policy when our services, systems or use of personal information changes.

If we introduce a materially different use of personal information, we will update the relevant privacy information and provide additional notice where required.

The current version and its last-updated date will always appear on this page.