Privacy Policy

 

1.  Client Data

JK MedComms Assistance Limited (“JKMA”, “we”, “us”, “our”) will only retain data that is essential for JKMA to perform its service. We are committed to safeguarding the privacy of our website visitors, contacts and customers.

Data we may keep and process about you may include:

  • Enquiry data: Personal contact data such as names, titles, postal addresses, email addresses, and telephone numbers, Notes on source of initial contact and individual client preferences or identification
  • Customer relationship data: Personal contact data such as names, titles, postal addresses, email addresses, telephone numbers, Contracts and NDAs, Company accounting procedures and information
  • Transaction data (invoices, remittances, dates, contact names, references, relevant notes)
  • Correspondence data (emails, attachments, hard copies)
  • Project files
  • Website usage data (provider: Squarespace)
  • Feedback form data (provider: Typeform)

The legal basis for collecting and retaining this data is our legitimate interest to ensure the proper administration and communication with our customers, visitors and enquirers.

We may process any of your data identified in this policy where necessary if required as part of a legal claim, to ensure proper insurance coverage, to manage risks, or in obtaining professional advice. This would be done in the capacity of ensuring due protection of our business.

Customer data will be collected during initial business discussions and on an ongoing basis as required if the business relationship continues.

 

2.  Data Use and Retention

Data may be used for the following:

  • Financial administration
  • Project management and planning
  • Passing work to subcontractors
  • Contracts
  • Obtaining feedback
  • Gifts or cards
  • Analysing website traffic
  • Reporting and analytics
  • Any communication required to comply with changes to legislation or guidelines

Data will be retained for as long as there is potential for a business relationship to continue, for an indefinite period unless its deletion is specifically requested by you.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We reserve the right to delete your personal data if we feel there is no longer a reason to retain it.

It is your duty to inform us of any changes to your personal data that may affect your receiving of communications.

 

3.  Data sharing

Client data is treated with strict confidentiality. We will take all reasonable care and precautions to ensure that data is retained and processed only in accordance with this policy and to simultaneously comply with client contracts and NDAs.

We will never share client data with third parties except with the permission of the client, or in the event of sale of the business, or if required by law.

Data may shared with subcontractors. All subcontractors are required to sign and work under a ‘JKMA Freelance Agreement’ and care is taken to ensure secure delivery and subsequent deletion of files and data. 

If working in a public space, we will take care to protect your data from visibility, loss or theft. Measures may include: not using portable storage devices, reasonable restriction from public view of on-screen data, use of passwords and locked screens, never leaving equipment unattended, keeping printed materials to a minimum and ensuring their proper disposal.

We will share your own data with you on request (see Section 7 “Amendments and Rights”)

 

4.  Quarterly Audit

On a regular basis, but as a minimum on a quarterly basis, it is our policy to:

  • Delete client files for completed projects
  • Delete ‘Downloads’ folder
  • Empty ‘Recycle Bin’
  • Check all files for other unnecessary client data and remove as necessary
  • Ensure important data is backed up to an external hard drive (which is kept in the office)
  • Keep adequate records that this has been completed

 

5.  Project Procedure / Workflow

  1. Initial request from client and discussion                                  
  2. Receive and download files
  3. Save or print documents if required                       
  4. Complete task
  5. Invoice
  6. Destroy print outs, delete saved files

 

6.  Breach Procedure

All possible breaches in personal will be immediately investigated and recorded. Where necessary, this breach will be reported to the relevant supervisory authority.

If we believe data to have been shared with us in error, we will immediately inform the sender and delete the erroneous data.

 

7.  Amendments and rights

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.

You may, at any time, request to see the information we hold for you, that your data be deleted from systems, or the correction or suspension of use of your data at any time and we will carry out your request as soon as possible but certainly within one month and with confirmation of completion.

Your principal rights under data protection law are:

(a)    the right to access;

(b)    the right to rectification;

(c)    the right to erasure;

(d)    the right to restrict processing;

(e)    the right to object to processing;

(f)    the right to data portability;

(g)    the right to complain to a supervisory authority; and

(h)    the right to withdraw consent.

You may exercise any of your rights in relation to your personal data by written (postal or emailed) notice to us.

 

8.  Our details

Our data protection officer’s contact details are: Jill Kaige, Managing Director, jill.kaige@jk-medcomms.com.

This website is powered by Squarespace operated by JK MedComms Assistance Limited

Our principal place of business is online.

You can contact us:

(a)    via social media

(b)    using our website contact form

(c)    by email

 

Last updated 25th May 2018