MMeDNA GDPR & Privacy Policy
The processing of personal data is governed by The General Data Protection Regulation (GDPR (Regulation (EU) 2016/679)) which is a legal framework that sets guidelines for the collection and processing of personal information of individuals within the European Union (EU). In the UK processing of personal data is governed by the UK Data Protection Act (DPA (2018)).
This Privacy Policy sets out how Medicines and Medical Devices Network Africa (MMeDNA) uses and protects information that you give when using our website. MMeDNA complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. Should we ask you to provide certain information by which you can be identified you can be assured that it will only be used in accordance with this Privacy Policy.
The controller under Article 4 (7) of the EU General Data Protection Regulation (EU GDPR) is MMeDNA. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
The supervisory authority responsible for our company is The Information Commissioner’s Office: Website: https://ico.org.uk/ Phone: 0303 123 1113
This notice does not form part of any contract of employment or other contracts to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
How is your personal information collected?
We collect personal information about members of the MMeDNA through the use of the contact form submissions.
How we use your personal data:
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to deliver the service / contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
MMeDNA uses the information collected from you to perform the contract we have entered into with you. If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you such as providing a benefit or service or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our members).
Change of purpose
We will only use your personal information 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 information 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 information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website. MMeDNA will use such information to identify its visitors.
MMeDNA’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns.
MMeDNA website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before visiting’s website.
MMeDNA will only collect the information needed so that it can provide you with services.
Legal basis for processing any personal data
The legal basis for processing your personal data is to allow MMeDNA to provide services to you.
Legitimate interests pursued by MMeDNA.
To promote the marketing of services offered by MMeDNA.
By agreeing to this privacy notice you are consenting to MMeDNA processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing [email protected].
MMeDNA may on occasion pass your Personal Information to third parties exclusively to process work on its behalf. MMeDNA requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice, DPA, and GDPR.
Consent
We do not need your consent to process your personal data in order to perform our contractual obligations to you. In limited circumstances, we may approach you for your written consent to allow us to process certain data or particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
We have asked you to consent to us sharing the personal details you provided on your registration on the MMeDNA website. Should you decide to withdraw this consent, you can do so at any time by [email protected].
Data Sharing
We may have to share your data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the UK or the EU (known as third countries) if this is necessary for us to enter into or conduct our business relationship with you or where this is provided by law, you have granted us consent for this or corresponding contracted data processing is being done. If we do, you can expect a similar degree of protection in respect of your personal information.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
“Third parties” includes third-party service providers (including contractors) and other entities. The activities for which we use third-party service providers may change from time to time in order for us to meet the needs of the Group.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
What about other third parties?
We may share your personal information with other third parties. We may also need to share your personal information with a regulator or to otherwise comply with the law.
Retention Policy
MMeDNA will process personal data during the duration of any contract and will continue to store only the personal data needed for two years after the contract has expired to meet any legal obligations. After two years any personal data not needed will be deleted.
Data storage
Data is held in the United Kingdom using different (multiple) servers. MMeDNA does not store personal data outside the UK.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law, you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object to where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request the erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact MMeDNA in writing by emailing MMeDNA [email protected].
No fee is usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such 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 the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact MMeDNA in writing by emailing [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Automated decision-making/profiling
We do not use fully-automated decision-making as the basis of or to conduct the business relationship with you.
Additional information on the use of our website:
Data collection
If you only use the website for information, in other words, if you do not register or provide us with information in another way, we only collect the personal data that your browser sends to our server. If you wish to view our website, we collect the following data that are technically necessary for us to display the website to you and ensure stability and security (the legal basis for this is point (f) of Article 6(1), Sentence 1, EU GDPR):
IP address
a. date and time of the request
b. time zone difference from Greenwich Mean Time (GMT)
c. content of the request (specific page)
d. access status/HTTP status code
e. in each case, the quantity of data transferred
f. website from which the request comes
g. browser
h. operating system and interface
i. language and version of the browser software.
Cookies
In addition to the data mentioned above, when you use our website cookies will also be stored on your computer. Cookies are small text files that are stored on your hard drive allocated to the browser you use and can be used by the body that placed the cookie (in this case us) to provide certain information. Cookies cannot run programs or transfer viruses to your computer. They are used to make the online experience more user-friendly and efficient.
Our use of cookies
This website uses the following types of cookies, the scope of which and how they function will be explained below:
- Transient cookies (see a)
- Persistent cookies (see b)
- Transient cookies are automatically deleted when you close the browser. These include session cookies in particular. These store what is known as a session ID, by which various requests made by your browser can be allocated to the same session. As a result, it is possible to recognise your computer when you return to our website. The session cookies are deleted when you log out or close the browser.
- Persistent cookies are automatically deleted after a predefined period of time, which can vary from cookie to cookie. You can delete the cookies from your browser’s security settings at any time.
You can configure your browser settings as you wish and, for example, accept third party cookies or reject all cookies. We should point out that this may mean you will be unable to use all of the functions of this website.
Additional information on social media
Inclusion of Google Maps
We use Google Maps on our website. This means we can display interactive maps directly on the website and allow you to use the map function easily.
When you visit our website, Google receives the information that you have accessed the relevant subsite of our website. The data mentioned under the Data Collection section of this privacy statement is also sent. This occurs regardless of whether Google provides a user account through which you are logged in, or whether no user account exists. If you are logged in to Google, your data is allocated directly to your account. If you do not wish this to be allocated to your profile on Google, you have to log out before clicking on the button. Google retains your data as usage profiles and uses them for the purposes of advertising, market research and/or necessary website design. An evaluation of this kind is carried out in particular (even for users who are not logged in) so as to carry out appropriate advertising and to inform other users of the social network about your activities on our website. You may object to the creation of this user profile, but to exercise such rights you need to contact Google itself.
We advise you to obtain more detailed information on the purpose and scope of the data collection and its processing by Google directly from Google, and to this end, to use the contact details available on the internet and other information, in particular privacy statements and settings to protect your privacy.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.