Last updated 01 Oct 2024

This Privacy Policy for MedWrite Limited (the “Company”) sets out our policies and procedures on the collection, use and disclosure of your information when you use our Service and tells you about your privacy rights and how the law protects you.

We use your Personal Data to provide and improve our Service. By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy.

  1. Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for you to access our Service or parts of our Service.

Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.

Application refers to MedWrite.ai, the software platform provided by the Company.

Company (referred to as either “the Company”, “we”, “us” or “our” in this Agreement) refers to MedWrite Limited.

Country refers to: Ireland.

Device means any device that can access the Service such as a computer, a mobile device or a digital tablet.

GDPR means Regulation (EU) 2016/679 (General Data Protection Regulation).

Personal Data is any information that relates to an identified or identifiable individual including patient identifiable information that is controlled and/or processed by You.

Service refers to the Application.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analysing how the Service is used.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

You (referred to as either “you” or “your” in this Agreement) means the individual, company, or other legal entity accessing or using our Service, either for their own use or on behalf of a third-party individual, including patients of that individual, company or other legal entity, as applicable.

  1. Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using our Service, we may ask You to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Employer name
  • Job title
  • Payment details
  • Usage Data
  • Identifiable Patient Information

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, operating system, device information, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

If you access the Service by or through a mobile device, we may collect certain information automatically, including, but not limited to information that your browser sends whenever you visit our Service.

Identifiable Patient Information

As a service provider to the clinic, we may process identifiable patient information on behalf of any clinic that uses our Service. All such processing is carried out strictly in accordance with the GDPR. We are committed to ensuring that all data processing activities are carried out in full compliance with GDPR, including the implementation of appropriate technical and organisational measures to safeguard Personal Data and ensuring that the rights of data subjects are protected throughout the processing lifecycle.

In the context of our Service and according to the GDPR, we act as the data processor, meaning that we process the Personal Data solely on the instructions of the clinic. The clinic holds the role of the data controller and as the data controller, is ultimately responsible for ensuring the lawful collection and processing of the identifiable patient information, including obtaining necessary consents and ensuring compliance with GDPR.

In line with GDPR requirements, any processing of patient information is also governed by the applicable terms of a Data Processing Agreement (DPA). If there is an individual DPA between you and the clinic, or between the clinic and us, we will adhere to those specific terms in addition to our standard obligations under GDPR.

A separate DPA may be negotiated and executed with clients on an individual basis. This agreement will define the specific terms regarding the processing of personal data through our Services, in alignment with the clinic’s obligations as the data controller

Information Collected while Using the Application

While using our Application, in order to provide features of our Application, we may collect, with your prior permission:

  • Information regarding your location
  • Work address

We use this information to provide features of our Service, to improve and customise our Service. The information may be uploaded to the Company’s servers and/or a Service Provider’s server or it may be simply stored on your device.

We can enable or disable access to this information at any time, upon your request.

Information collected through our Website or other interactions with you:

We may collect information about you when you:

  • Create an account
  • Book a demo
  • Sign-up to receive marketing emails such as newsletters and blog posts
  • Participate in our surveys
  • Apply for a job and participate in our recruitment activities
  • Contact us with a comment, question or complaint
  • Visit our Website or interact with us on social media (e.g., via LinkedIn, etc.)

Third-Party Services

This Privacy Policy does not apply to any third-party applications or software that integrate with the Services through the Application (“Third Party Services“) or any other third-party products, services, or businesses.

We encourage you to review the privacy policies of any third-party services you interact with through our platform, as we are not responsible for their practices.

  1. Use of Your Personal Data

We do not engage in the sale of user data, nor do we process your data for our own purposes. The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage your Account – to manage your registration as a user of the Service. The Personal Data you provide can give you access to different functionalities of the Service that are available to you as a registered user.
  • For the performance of a contract – the development, compliance and undertaking of the purchase contract for the products, items or services you have purchased or of any other contract with us through the Service.
  • To contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
  • To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.
  • To attend and manage your requests to us.
  • For business transfers – we may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganisation, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by us about our Service users is among the assets transferred.
  • With Subprocessors – we may share your data with trusted subprocessors who assist us in delivering our Services. These subprocessors are contractually obligated to process your data securely and in compliance with GDPR and other applicable data protection laws.
  • For other purposes – we may use your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share your personal information in the following situations:

  • With Service Providers – we may share your personal information with Service Providers to monitor and analyse the use of our Service, to contact you.
  • For business transfers – we may share or transfer your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
  • With Affiliates – we may share your information with our affiliates, in which case we will require those affiliates to honour this Privacy Policy. Affiliates include our parent company and any other subsidiaries, joint venture partners or other companies that we control or that are under common control with us.
  • With your consent – we may disclose your personal information for any other purpose with your consent.

Retention of Your Personal Data

The Company will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices in [Ireland and the EUonly]. It will not be transferred outside of those jurisdictions without your consent.

Your data will be held on [Microsoft Azure / AWS] servers.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to any such transfer.

The Company will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information and where you consent to such transfer.

Delete Your Personal Data

You have the right to delete or request that we assist in deleting the Personal Data that we have collected about you.

Our Service may give you the ability to delete certain information about you from within the Service.

You may update, amend, or delete your information at any time by signing in to your Account, if you have one, and visiting the account settings section that allows you to manage your personal information. You may also contact us to request access to, correct, or delete any personal information that you have provided to us.

Please note, however, that we may need to retain certain information when we have a legal obligation or lawful basis to do so.

  1. Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability
  1. Security of Your Personal Data

We recognise that the security of your personal data is fundamental. We are deeply committed to protecting the personal information entrusted to us and have implemented a comprehensive set of security measures to safeguard it.

Our Approach to Data Security

Advanced Security Measures – we employ state-of-the-art security technologies and procedures to ensure the highest level of data protection. This includes the use of encryption, firewalls, and secure server facilities, all designed to protect your information from unauthorised access, alteration, disclosure, or destruction.

Continuous Monitoring and Improvement – our security protocols are continuously monitored and regularly updated to respond to new security challenges and technological advancements. We conduct periodic security assessments and penetration testing to identify and address potential vulnerabilities.

Data Minimisation and Control – we adhere to the principles of data minimisation, ensuring that only necessary data is collected and processed. Access to your personal data is strictly limited to personnel who need it to provide our services, and they are bound by confidentiality obligations.

Incident Response Plan – in the unlikely event of a data breach we are prepared to act swiftly to mitigate the impact and will notify you and the relevant authorities as required by law.

Compliance with Data Protection Laws – our security practices are designed to be in full compliance with GDPR and other relevant data protection laws. We are committed to upholding our legal and ethical obligations in data protection.

Your Role in Data Security

While we take every possible measure to ensure the security of your data, we also encourage you to play an active role in protecting your personal information. This includes using strong passwords, being aware of phishing attempts, and safeguarding your own devices and connections.

Limitations of Security Measures

Please be aware that despite our best efforts, no method of transmission over the Internet or method of electronic storage is completely infallible. While we strive to use the most effective and commercially acceptable means to protect your personal data, absolute security cannot be guaranteed. Our commitment is to be transparent and prompt in our response to any security challenges and to continuously work towards enhancing our security measures.

  1. Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

By email: [email protected]

© 2024 MedWrite Limited. All rights reserved.