Privacy Notice

We take the security and privacy of your data seriously. We need to gather and use personal information or ‘data’ about you as part of our business and to manage our relationship with you. We intend to comply with our legal obligations under the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’) in respect of data privacy and security.

We act as a “Data Controller” in respect of the information gathered and processed by us.

If you have any comments or queries regarding our use of your data, please contact Bonnie Meloche at bonnie.meloche@regresponse.com or write to us at Lee View House, 12/13 South Terrace, Cork, Ireland, T12 T0CT.

In order that you are reliably informed about how we operate, we have developed this privacy notice (also known as a Fair Processing Notice or FPN), which describes the ways in which we collect, manage, process, store and share information about clients, professional contacts and or visitors to this site. The privacy notice also provides you with information about how you can have control over the use of your data.

1. How We Use The Data

We seek to collect information about you so that we can:

• Provide our medical report writing and other related services, or develop new ones
• Provide information about our services
• Facilitate business development including sending updates, publications and details to events
• Administer our relationship with you, provide advice and respond to enquiries
• Deal with intermediaries and other service providers on our behalf or yours, or to provide agency or representative services on your behalf
• Process applications for employment
• Charge for our products and services and obtain payment
• Process and respond to any enquiries and complaints
• Enable us to meet any legal or other regulatory obligations imposed on us
• Audit usage of our website.

The information that we need for these purposes is known as your “personal data”. This includes your name, home address, email address, telephone and other contact numbers and financial information. We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter.

We may also process sensitive classes of information that includes:

• Physical or mental health details;
• Racial or ethnic origin;
• Political opinions
• Religious and philosophical beliefs;
• Genetic, medical and biometric data;
• Health;
• Sex life and sexual orientation;
• Criminal convictions and offences (if any); and
• Trade Union Membership

We may hold and use any of these special categories of your personal data in accordance with the law.

Please also be advised that when you visit this website, cookies will be used to collect information about you such as your Internet Protocol (IP) address which connects your computer or mobile device to the Internet, and information about your visit such as the pages you viewed or searched for, pages response times, download errors etc. We do this so that we can measure our website’s performance and make improvements in the future. Cookies are also used to enhance this website’s functionality and personalisation, which includes sharing data with third party organisations.

2. Lawful basis for processing the Data

To the extent our processing of data does not fall within the general exemption of the GDPR for statistical and scientific analysis, in order to use the data we have we will rely from time to time on one or more of the following reasons:

• Any consent given to us for the processing of personal data for specific purpose(s); or
• To perform a contract to which you are a party, or to take steps at your request prior to entering into a contract; or
• To comply with our legal obligations; or
• If it is necessary for the purposes of our legitimate interests or any third party’s legitimate interests where we consider that these interests override the rights of the data subject.

 Under the terms of data protection legislation, you have the following rights if we retain your data or you visit our website.

3. Right To Be Informed

You have the right to information about what personal data we process, how and on what basis as set out in this policy

4. Right To Access

You have the right to ask us for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.

To make Subject Access Request, please write to us using the contact information above.

5. Right To Rectification

If any of the information that we hold about you is inaccurate, please write to us using the contact information above to correct this.

6. Right To Be Forgotten

You can request that we erase your personal data where we were not entitled under the law to process it or it is no longer necessary to process it for the purpose it was collected.  To do so you should contact us using the contact information above.

7. Right To Object

You have the right to object to data processing where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop.  Any objection to our data processing or withdrawal of consent must be in writing to us using the contact information above.

8. Right To Restrict Processing

While you are requesting that your personal data is corrected or erased or are contesting the lawfulness of our processing, you can apply for its use to be restricted while the application is made. To do so you should contact usin writing using the contact information above.

9. Right To Data Portability

You have the right to receive a copy of your personal data and to transfer your personal data to another data controller. We will not charge for this and will in most cases aim to do this within one month.

10. Rights Related To Automated Decision-Making

You have the right not to be subjected to automated decision-making.

11. How Long Will We Retain Information For?

Typically we will retain information for a period of seven years. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients and non-clients.

12. Overseas Transfers

None of the information that we collect process or store as a result of this website is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.

13. Data Privacy And Security

We maintain data management systems that include processes for ensuring that data protection and security is a key consideration of all our IT systems, facilities and equipment that hold personal data.

Where any concerns, risks or issues are identified, we may conduct an assessment in order to determine any actions that are necessary to ensure privacy.

We also have external providers who help us to:

• Protect the security of the personal data we hold
• Avoid potential breaches of confidentiality;
• Ensure all IT facilities have protection against damage, loss or misuse;
• Increase awareness and understanding of the requirements of information security; and
• Ensure and improve the security of this website.

14. General

You have the right to complain to the Information Commissioner.  You can do this by contacting the Information Commissioner’s Office (ICO) directly.  Full contact details including a helpline number can be found on the ICO website. This website has further information on your rights and our obligations.

Web Site Terms and Conditions of Use

1. Terms

By accessing this web site, you are agreeing to be bound by these
web site Terms and Conditions of Use, all applicable laws and regulations,
and agree that you are responsible for compliance with any applicable local
laws. If you do not agree with any of these terms, you are prohibited from
using or accessing this site. The materials contained in this web site are
protected by applicable copyright and trade mark law.

2. Use License

Permission is granted to temporarily download one copy of the materials
(information or software) on Reg Response’s web site for personal,
non-commercial transitory viewing only. This is the grant of a license,
not a transfer of title, and under this license you may not:
modify or copy the materials;
use the materials for any commercial purpose, or for any public display (commercial or non-commercial);
attempt to decompile or reverse engineer any software contained on Reg Response’s web site;
remove any copyright or other proprietary notations from the materials; or
transfer the materials to another person or “mirror” the materials on any other server.
This license shall automatically terminate if you violate any of these restrictions and may be terminated by Reg Response at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

3. Disclaimer

The materials on Reg Response’s web site are provided “as is”. Reg Response makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties, including without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights. Further, Reg Response does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its Internet web site or otherwise relating to such materials or on any sites linked to this site.

4. Limitations

In no event shall Reg Response or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption,) arising out of the use or inability to use the materials on Reg Response’s Internet site, even if Reg Response or a Reg Response authorized representative has been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. Revisions and Errata

The materials appearing on Reg Response’s web site could include technical, typographical, or photographic errors. Reg Response does not warrant that any of the materials on its web site are accurate, complete, or current. Reg Response may make changes to the materials contained on its web site at any time without notice. Reg Response does not, however, make any commitment to update the materials.

6. Links

Reg Response has not reviewed all of the sites linked to its Internet web site and is not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by Reg Response of the site. Use of any such linked web site is at the user’s own risk.

7. Site Terms of Use Modifications

Reg Response may revise these terms of use for its web site at any time without notice. By using this web site you are agreeing to be bound by the then current version of these Terms and Conditions of Use.

8. Governing Law

Any claim relating to Reg Response’s web site shall be governed by the laws of the State of London UK without regard to its conflict of law provisions.

General Terms and Conditions applicable to Use of a Web Site.

Privacy Policy

Your privacy is very important to us. Accordingly, we have developed this Policy in order for you to understand how we collect, use, communicate and disclose and make use of personal information. The following outlines our privacy policy.

Before or at the time of collecting personal information, we will identify the purposes for which information is being collected.
We will collect and use of personal information solely with the objective of fulfilling those purposes specified by us and for other compatible purposes, unless we obtain the consent of the individual concerned or as required by law.
We will only retain personal information as long as necessary for the fulfillment of those purposes.
We will collect personal information by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned.
Personal data should be relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes, should be accurate, complete, and up-to-date.
We will protect personal information by reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
We will make readily available to customers information about our policies and practices relating to the management of personal information.
We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained.