EMIS NOW
PRIVACY NOTICE
Privacy Notice
Please note that use of EMIS Now in relation to the provision of support services is limited to users of EMIS Group systems and services. Provision of the support services is subject to the terms of the separate agreement(s) which is/are in place between us governing the use of the relevant system(s) and our delivery of support services.
We also provide a Community area within EMIS Now which allows users to interact with one another and with our staff and use of this is subject to the terms of this privacy notice.
EMIS Now is operated by Egton Medical Information Systems Limited (referred to below as "we", "us" or "our") (company number 2117205) with offices at Fulford Grange, Micklefield Lane, Rawdon, Leeds, LS19 6BA United Kingdom. We are a limited company.
SCOPE OF NOTICE
This notice (together with our terms of use as set out athttps://www.emisnow.com/sn_customerservice_registration_terms_doc.do(the "Terms of Use")):
· sets out what we do with your personal data and what we do to keep it secure. It also explains where and how we collect your personal data, as well as outlining your rights over any personal data we hold about you; and
· applies to your use of the EMISNOW.COM website (and all related services and features, collectively, the "Website").
For the avoidance of doubt, the direct service agreements referred to above as governing the delivery of support services will also include terms relating to data privacy and the processing of personal data belonging to our customers – those terms will continue to apply and in relation to any conflict with this Privacy Notice, will apply.
Scope of privacy notice
Please read the following terms carefully to understand our views and practices regarding personal data and how we will treat it.
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. 'Processing' for the purposes of this notice covers a very broad range of activities, including using, transferring, storing and even deleting data.
Please read the following terms carefully to understand our views and practices regarding your personal data and how we will treat it.
For the avoidance of doubt, by using any services we might provide or otherwise interacting with us, you consent to the collection, use and transfer of the relevant data and your information under the terms of this Privacy Notice (and the Terms of Use).
Personal data we may collect in relation to you
We may collect and process the following data about you:
· Information you give us:
o You may give us information about yourself by filling in forms on the Website, using our services or by corresponding with us (for example, by e-mail or via social media). This includes information you provide when you register for an account in respect of the Website or if you submit any information via the Website. The information you give us may include your name, address, username/nickname, country, email address, phone numbers and any feedback or comments you might provide.
o If you contact us, we may keep a record of that correspondence.
o Information provided when submitting or updating a request for support or contacting our support teams.
o Information submitted to the Community forums.
· Information collected as a result of any monitoring which may take place. We may monitor (which may include recording) certain interactions between us in order to comply with any legal obligations, to detect fraud or criminal activity as well as for training purposes.
· Information about any visit to our Website. Each time you visit the Website we will automatically collect the following information:
o technical information, including the type of device used, operating system, browser type, and screen resolution; and
o details of the resources accessed.
COOKIES
We use cookies to distinguish you from other users of the Website. This helps us to provide you with a good experience when you visit the Website and also helps us to improve our Website. For detailed information on the cookies we use and the purposes for which we use them, please see our cookie policy.
USES MADE OF THE INFORMATION
We may use information we collect about you:
· To administer your account
We will use information which you submit as part of registering to use the Website in order to manage your account and for our own internal administrative purposes. This may include using your data to validate the information you have provided against other user details we hold for you i.e. your EMIS Web and/or Proscript Connect account, in order to confirm you are who you say you are before we open your EMIS Now account.
· To provide you with information, products or services that you request from us
We will use your contact details in order to provide you with information relevant to materials or services which you have asked us to provide to you.
· To provide you with service updates
We will use your contact details to provide you with information regarding our services (for example, details of planned maintenance, service issues, information regarding updates etc.)
· To respond to your enquiries and send you administrative communications
We will respond to enquiries and occasionally email you with administrative communications, for example to tell you about an update to the Terms of Use.
· To obtain your feedback on our sites and our offerings
We will occasionally ask for feedback on our sites and offerings in the forms of surveys and polls which you may choose to complete to help us improve our service.
· To statistically analyse user behaviour and activity
We will monitor visitor interest and behaviour to help us to understand general usage of the Website and to help us improve the services we provide. We may also use this information to tailor the view of the Website or emails you receive to provide you with what we believe to be more relevant information. We may conduct market research and statistical analysis either ourselves or through an agency acting on our behalf.
· For security and safety purposes
We will monitor Website activity in order to help protect our users from security threats and to detect if users are trying to misuse any element of the Website or to use them in an unauthorised manner. We may also use your contact information in order to alert you to any relevant security issues or safety concerns of which we are aware.
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 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.
BASIS ON WHICH WE PROCESS YOUR PERSONAL DATA
Like most businesses we may rely on a range of legal bases in order to ensure that our use your personal data is lawful, including:
· Where it is needed to provide you with our products or services, such as:
o updating your records, contacting you about the relevant product or service (where appropriate);
o sharing your personal data with service providers in order to deliver the relevant product or service (including support services);
o activities relevant to managing the relevant product or service including any enquiries you may make regarding the product or service, your application to receive the relevant product or service, and the administration and management of accounts;
· Where it is in our legitimate interests to do so (provided this is not overridden by considerations regarding your rights and interests), such as:
o managing the products and services, updating your records, contacting you about the relevant product or service (where appropriate);
o performing and/or testing the performance of, our products, services and internal processes;
o following guidance and recommended best practice of government and regulatory bodies;
o managing and auditing our business operations;
o monitoring and to keeping records of our communications with you;
o undertaking market research and analysis and developing statistics;
o for direct marketing communication purposes to help us to offer you relevant products and services (this includes the use of cookies or similar technologies to collect and store information when you interact with the Website in order that we can provide you with more relevant advertisements). Note that where we require consent for direct marketing purposes (for example to send you electronic communications), we will ask for this consent separately and clearly.; and/or
o complying with any relevant legal and/or regulatory obligations;
· to comply with our legal obligations; and/or
· with your (explicit) consent (though with the exception of some direct marketing communications (if any) it is not likely that We would be relying upon this ground).
OPTING OUT OF EMAIL COMMUNICATIONS
Subject to the points below relating to service, security and safety communications you have the right at any time to opt out from receiving email communications from us by either following the instructions to unsubscribe included in any communication which we send to you by email or by contacting us.
Please note that we may need, from time to time, to contact you via email in order to highlight important changes to the Website, to our services, our terms of use or this privacy notice or for security or safety purposes. We have a legitimate interest in processing your personal data for these purposes (as we cannot provide certain services without having the ability to communicate with you in this way) and so if you do not wish for us to contact you about such matters then you will need to delete your account (please note that you will then be unable to use those features of the Website or services which require you to be a registered user).
DISCLOSURE OF YOUR INFORMATION
We may disclose your personal information to third parties in order to:
· enforce or apply the Terms of Use and other agreements or to investigate potential breaches of the same;
· protect the rights, property or safety of Patient, our customers, or others;
· if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request;
· if it is to a third party performing services on our behalf (and who may only use such information to provide services that we have requested and not for any other purpose), for example, third party companies that provide analytical services so that we can better understand our users and so tailor the services that we provide;
· in connection with a potential sale or transfer of part or all of our business. In such circumstances we may share information with prospective purchasers (for example as part of a controlled due diligence exercise); and/or
· if we reorganise our business as we may need to transfer information about you to another member of our group of companies so that we could continue to provide services to you.
HOW AND WHERE WE STORE YOUR PERSONAL DATA
The personal data that we collect from you will be processed (which may include, where relevant, storing it) in accordance with our obligations under the relevant laws which set out our obligations as someone that has personal data within our possession and control (typically referred to as a 'data controller').
We will retain a record of your personal data in accordance with relevant law and the following criteria:
· where we have a reasonable business need to do so, for example, in order to manage our relationship with you;
· where we are providing products and/or services to you and then for as long as someone could bring a claim against us in respect of those products or services; and/or
· in line with any legal and regulatory requirements or guidance in respect of retention periods.
As noted above, we sometimes we use other organisations to process your personal information on our behalf, for example, in relation to the feedback surveys on our Website. We may use service providers to help us run the Website or services available on the Website, some of whom may be based outside the EEA. However, it is our responsibility to ensure that if we use any such service provider then we will ensure that we have the necessary safeguards in place. We may also independently audit these service providers to ensure that they meet our standards.
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 any data transmitted to the Website; any transmission that you make is therefore made at your own risk. However, once we have received your data, we will use strict procedures and security features to try to prevent any unauthorised or unlawful access to the same and all information you provide to us is held at our offices, (where relevant) those of other members of our group of companies, third party agencies, service providers, representatives and agents as described above. We also hold your personal data in secure data centres with all reasonable technological and operational measures put in place to safeguard it from unauthorised access.
Where we have given you (or where you have chosen) a password that enables you to access certain parts of our Website or services, you are responsible for keeping this password confidential. We ask you not to share your password information with anyone.
Third party sites and links
Our Website may, from time to time, contain links to and from the websites of third parties (for example, we include links below to the site of the Information Commissioner's Office).
If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them will have their own privacy notices, policies and terms of use and that we do not accept any responsibility or liability for the same (and how they may be applied) or for any personal data that may be collected through those third party websites or services, such as contact and location data. Please check the relevant third party terms, notices and policies before you provide any personal data to those websites or use their services.
Children
We are committed to protecting the privacy of children. The Website is not designed or intended to attract or be used by children. We do not knowingly collect any personal data in relation to any individual that we know is under the age of 16.
Your rights
You have a number of important legal rights regarding the manner in which personal data relating to you is used. You can find more information about your rights on the Information Commissioner's Office website (https://ico.org.uk/).
We have outlined below the key rights which we believe may be relevant to your use of the Website and our services.
If you would like to exercise any of these rights then please contact us using the contact information provided below. Please note that you may be asked to provide us with reasonable proof of your identity so that we can be sure that we are discussing or providing your personal data with or to you (or if someone is making a request on your behalf, that they have the authority to do so).
ACCESS TO INFORMATION
You have the right to access certain information held about you so that you can be aware of, and verify the lawfulness of, the processing we undertake.
You can exercise your right of access by making what is generally referred to as a 'subject access request'.
We will review each request which we receive and if we agree that we are obliged to provide personal data to you then we will (subject to certain limited exceptions provided under the relevant law) amongst other things: (i) describe it to you; (ii) tell you why we are holding it; (iii) tell you who it could be disclosed to; and (iv) let you have a copy of it (this may include providing an electronic copy).
Right to have information corrected
If you identify that any personal data that we hold about you is wrong, inaccurate or out of date then you may ask us to correct or update it. Please contact us via the details provided below and we will review each request and respond accordingly.
Right to stop or limit our processing of your personal data
This is also known as the 'right to be forgotten'. You have the right to require us to stop or to limit any processing we are undertaking in respect of your personal data if we no longer have a valid reason to do so or if we have held it for too long.
This is not an absolute right but every request we receive will be considered carefully and we will respond accordingly (providing grounds for any decision we make).
Right to withdraw consent
You are free to withdraw any consent which you have given to us in relation to our use of your personal data at any time. As noted above, you have the right to tell us to stop sending you any direct marketing materials at any time. Please note that not all uses which we make of your personal data require your consent (for example, if we need to use that information in order to provide a service you have requested then we do not need your consent in order to do so).
Right to complain
If you are unhappy about the way in which we have processed your personal data then you have a right to raise the issue or to lodge a complaint with the Information Commissioner's Office.
Changes to our privacy notice
We will keep this privacy notice under regular review and we may update this privacy notice from time to time (for example, to reflect changes we might make to our services or to reflect changes in the law or best practice). Any changes we may make to our privacy notice in the future will be posted on this page. We encourage you to visit this page periodically so that you are aware of any changes which have been made.
This version of the privacy notice is effective as from 25 May 2018.
Contact Details
If you have any comments or concerns regarding our privacy notice, or the manner in which we handle your personal data or if you would like to exercise any of the rights outline above then please do feel free to contact us by one of the following means:
· By post: Data Protection Officer, Fulford Grange, United Kingdom, Micklefield Lane, Rawdon, Leeds LS19 6BA
· By email: privacy@emishealth.com.
and we will consider your comments and respond accordingly.
We use cookies to distinguish you from other users of our websites and services. This helps us to provide you with a good experience when you visit our websites or use our services and also allows us to improve our websites and services. For detailed information on the cookies we use and the purposes for which we use them
Cookies are small text files that websites store on your computer to help distinguish you from other users. We use cookies to help us provide you with a better experience when you browse our website and help us to improve our site through monitoring visitor interest and behaviour anonymously.
There are a few different types of cookies:
On our Website we use Persistent and Session cookies. Due to the social media buttons you'll find on our articles and the advertising we use to support the site, you may also receive
Third-party cookies while using the Website.
You may refuse to accept cookies by unchecking the tick box.
Our Website does not store any personal identifiable or sensitive information in its cookie such as names, addresses, email addresses or telephone numbers.
Which cookies do we use and why?
Cookie name | Purpose |
__utm(a,b,c,v,z) | These cookies enable the function of Google Analytics. This software helps us to analyse visitor information such as browser usage, routes through the Website, responses to marketing activities and page popularity. This information helps us to improve the Website and your browsing experience. The data stored by these cookies can be seen only by our relevant teams and never disclosed to any third party. |
EMISCOOKIEPOPUP | This cookie is stored to record whether the visitor has consented to allow us to store a cookie on their machine when they use the common room directly from their EMIS clinical system. |
EMISONLINE | The purpose of this cookie is to provide a common room experience tailored to the user's EMIS CDB number. No personal identifiable information is stored within this cookie. Without this cookie the common room section of the Website would not work. |
ASP.NET_SessionId | This is a simple cookie used to identify your unique visit to the Website. It is typically used to maintain the integrity of your session while transacting information (such as posting forms, downloading files), making sure that a request/data came from you and was not hijacked or corrupted. This information is discarded when the browser is closed or the session times out. |
ASPXANONYMOUS | This is a cookie that contains an anonymous (randomly generated) ID for a visitor. |
wp36382 | This cookie is associated with the Act-On marketing automation platform. This software allows us to understand user behaviour and link activity across the site to marketing campaigns. This information allows us to improve the quality of the content we provide and associate actions completed on site with campaigns. |
_lo: | This cookie is associated Lucky Orange which is used to identify and record visitor journeys, and provide anonymous information including who the visitor's referrer, if any. |
Some third party cookies may be set on your computer by social media websites and advertising networks. These are used to better understand your interests so that they can market more relevant content to you at another time, in much the same way a supermarket loyalty card analyses your shopping bill and will market relevant discount offers to you based on the products you bought. This is called Behavioural Advertising.
If you would like more information about behavioural advertising and how it affects your privacy, please take a look atwww.youronlinechoices.com/uk. You can choose to opt-in or out of a variety of different ad networks on this page;www.youronlinechoices.com/uk/your-ad-choicesor on this page;www.aboutads.info/choices.
How do I change the privacy setting of my browser?
Browser | Instructions |
Internet Explorer | - Choose "Tools" and then "Internet Options" For more specialised cookie settings click on "Advanced", check the "Override cookie handling" button and modify the settings to suit your requirements. |
Google Chrome | - Click on the "Tools" menu and select "Options" Google Chrome allows all cookies by default, but you can restrict the behaviour of first-party and third-party cookies or even block them completely. Click on the Close button when you've finished. |
Mozilla Firefox | - Click on "Tools", then "Options" (or "Edit" | "Preferences" on Linux) Choose your preferred settings (You can configure which sites are allowed to set cookies, how long to keep them for, and view and manage your existing cookies.). |
Safari | - from the "Home" screen choose "Settings" then "Safari" |
Opera | - Go to "Tools" in the main menu In addition to choosing different settings for first-party ("normal") and third-party cookies, you may edit cookie settings on a domain/server basis or even edit individual cookies by clicking the "Manage cookies" button. |