EMIS Academy

EMIS Academy 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.

Please note that use of EMIS Academy in relation to its learning and training services is intended for users of EMIS Group products, systems and services.

We also provide a Forum area within EMIS Academy (“EMIS Academy Forum”) which allows users to interact with one another and with our staff and use of EMIS Academy, including the EMIS Academy Forums, is subject to the Terms of Use and terms of this privacy notice.

SCOPE OF NOTICE

This privacy notice:

· 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 EMIS Academy website (and all related services and features, including the EMIS Academy Forum, collectively, the "Website").

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 in relation to the Website, 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.

Personal data we may collect in relation to you

We may collect and process the following data about you:

·       Information you give us:

-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.

- If you contact us, we may keep a record of that correspondence.

-Information provided when submitting or updating a request for support or contacting our support teams.

-Information submitted to the EMIS Academy Forums.

· Information collected as a result of any monitoring which may take place by us. In particular, we may monitor posts displayed on the EMIS Academy Forums to ensure content posted is appropriate and complies with our acceptable use terms, and 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, collected via cookies. Each time you visit the Website we will automatically collect the following information:

-technical information, including the type of device used, operating system, browser type, and screen resolution; and

-details of the resources accessed.

For detailed information on the cookies we use and the purposes for which we use them, please see our cookie policy below.

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.

· 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.

· For security and safety purposes

We will monitor Website activities which will include but not be limited to posts on EMIS Academy Forums, live chat sessions and other interactions on the Website in order to help protect our users from security threats and/or to detect if users are trying to misuse any element of the Website or to use it in an unauthorised manner. We may also use your contact information in order to alert you of 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, obtaining your consent where necessary.

BASIS ON WHICH WE PROCESS YOUR PERSONAL DATA

Like most businesses we have to rely on certain legal bases (which are required under UK data protection law) in order to ensure that our use of your personal data is lawful.  The lawful basis we rely on in order to collect, share process and store your personal data as otherwise use your personal data in the manner described above, is that the processing is necessary for the purposes of our legitimate interests (provided this is not overridden by considerations regarding your rights and interests), as more particularly described below:

Our legitimate interests are:

-updating your records, contacting you about the Website (where appropriate);

-sharing your personal data with service providers in order to deliver the Website (including support services);

-activities relevant to managing the Website including any enquiries you may make regarding the Website, your application to use the Website, and the administration and management of accounts;

-managing the Website, updating your records, contacting you about the Website (where appropriate);

-performing and/or testing the performance of the Website and internal processes;

-following guidance and recommended best practice of government and regulatory bodies;

-managing and auditing our business operations;

-reviewing and keeping records of our communications with you; and/or

-complying with any relevant legal and/or regulatory obligations.

DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to third parties for the following reasons:

· in order to enforce or apply the Terms of Use or to investigate potential breaches of the same – for instance making your employer aware if you seriously or repeatedly breach the Terms of Use;

· to protect the rights, property or safety of patients, 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;

· 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), in particular, we use a company called Titus Learning as our Website hosting services provider;· 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').  All of your personal data will remain within the United Kingdom.

We will retain a record of your personal data for a period of 7 years after the end of the contract which we have with your employer/organisation in respect of the EMIS Academy subscription service.

Where we use a third party service provider then we will ensure that we have the necessary safeguards in place to protect your personal information, in particular via the contract with such service provider. We may also independently audit these service providers to ensure that they meet our standards and those imposed under UK data protection law.

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 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 or other parties who provide content for the Website, such as Universities who deliver a talk on the Website).

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/third parties 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).

Right to access your 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 sending us 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 your 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 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 2 August 2021.

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 outlined 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.

Cookies policy

We use third party cookies to distinguish you from other users of our Websites. This helps us to provide you with a good experience when you visit our Website and also allows us to improve our Websites.

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:

• Persistent cookies are used to retain user preferences, relating to a particular website you visit. This can be things like whether you want to be logged in automatically when you visit the website, or whether you've already been asked to take part in a survey for example. Persistent cookies exist on your machine for a pre-set length of time.
• Session cookies are used to retain information during a particular time you've used a website; this can be things like storing the contents of your shopping basket on an e-commerce site. They are deleted as soon as you close your browser.
• Third-party cookies are used by advertisers and social networks to learn about your browsing habits to help deliver relevant advertising and content to you. This, for example means you could be more likely to see adverts for shops you already shop at.

What cookies do we use on our site?

Third party cookies

Some third party cookies may be set on your computer by a third party called Moodle. Please see details below of the cookies which Moodle use in relation to the Website.  We will seek and obtain your consent before using such third party cookies.

We have included below a list of some of the third party cookies we may use on our Website. The details provided below may be updated from time to time and we recommend that you refer back to this Privacy Notice or visit the links below for more information.

Changing privacy and cookies in your browser

How do I change the privacy setting of my browser?