Introduction

This is the Privacy Policy of Instant Access Medical Limited for the Lynch Syndrome website and App (hereby referred to as “us” and “we”). The purpose of this Privacy Policy is to ensure that individuals understand how we process their information.

Instant Access Medical Limited endeavours to comply with the General Data Protection Regulation (GDPR), Data Protection Acts, privacy regulation and data protection best practices. This Policy informs individuals how the Lynch Syndrome website and App processes personal data in accordance with the principles of data protection identified in the data protection legislation.

We will process any personal information provided to us by individuals, whether it be provided through our website, Lynch Syndrome app, in person, on a form, correspondence, telephone, email or by any other means, or otherwise held by us in relation to you in the manner set out in this policy.

By submitting your information to us and or by using the website or Lynch Syndrome app you confirm your consent to the use of your personal information as set out by this Privacy Policy. If you do not agree with the terms of this Privacy Policy please do not use the Website or Lynch Syndrome app or provide us with any personal information.

Instant Access Medical Limited is a registered organisation that provides a wide range of services to its members (who can renew or cancel their membership at will) and the general public at large. We employ a number of staff and also at times rely on volunteers; both employees and volunteers have an internal Data Protection Policy that governs how they process data.

Information collected by us

The information about you that we may collect, use, and store (process) includes:

• Information necessary in order to facilitate, process, deliver or that relates to the billing of an agreed business transaction, fundraising or collection of monies or any transaction associated with use of the Lynch Syndrome app (name, address, contact details, billing details, etc.)
• Information you provide to us by filling out any forms on the website or by way of emailing us.
• Records of correspondences whether by email, telephone, through any form on our website or by any other means,
• Information you provide to us in person.
• Details of any business, commercial or membership transactions you carry out with us, whether through email, the website, telephone, or by any other means.
• Details of your visits to our website including traffic data, location data, weblogs and other communication data in accordance with our Cookie Policy, that may identify personal information (e.g. cookies) and non-personal information (e.g. information of an anonymised or technical nature).

How we use your personal information?

We may use your personal information for the purposes of:

1. Processing any enquiry requested by you;
2. Entering into and or completing any sales or membership related request requested by you;
3. Provision of security to, and ensuring the health and safety of, employees, volunteers and visitors to company premises.
4. Setting up, operating and managing any account or line of credit, if applicable;
5. Debt collection and the collection of outstanding monies 
6. Complying with our legal duties and responsibilities;
7. Providing, monitoring, reviewing and supporting our online presence via our website and social media 
8. Monitoring any billing or credit transactions for the purpose of preventing fraud;

We will only process such data with the explicit consent of any individual that we request in writing (via a consent form) and the data will be held as confidential, secure, will be used only for the purposes for which it was collected and will be destroyed or deleted once it is no longer necessary (in accordance with our data retention policy).

Instant Access Medical Limited does not engage in any automated decision-making processes, nor do we use any personal data as a basis for any such automated decisions.

Instant Access Medical Limited does not transfer personal data outside the EU or outside the jurisdiction of the General Data Protection Regulation. However Instant Access Medical Limited may use some external service providers to provide business functions some of whom may be located outside the EU or EEA. In such cases, personal data is protected by use of binding corporate rules or EU-US privacy shield to ensure continued compliant with the General Data Protection Regulation and uphold the privacy rights of all data subject.

Social media 

Instant Access Medical Limited engages in a number of social media services and we strive to uphold privacy rights online. However, sometimes members of the public may post something objectionable and beyond our control to Instant Access Medical Limited social media pages/forums. In such cases, we will act to rectify any difficulties as soon as we are notified or become aware of the problem. We do not provide a continuous monitoring of social media sites/forums so there may be a slight delay from the initial post to when we become aware of a problem.

For information relating to social media usages, cookies or widgets, please see our Cookie Policy 

Information Storage

Instant Access Medical Limited will take reasonable steps to ensure that your information is kept secure and protected, including but not limited to electronic data being protected using appropriate software, relevant networks safety and security checks, and, where applicable, any physical data records will be kept in an appropriately secure environment.

We have a general data retention policy that relates to the retention of relevant data for seven years. Personal data that is no longer required will be destroyed and or deleted in a secure manner.

We do not record or process personal data that is not required or not necessary for any of our stated purposes.

Disclosure of data

We may outsource certain commercial functions to external third parties. and in such cases where your personal data is required for the purposes of completing those functions then an appropriate data processing agreement, with relevant safeguards, will be in place to ensure our ongoing obligations under the data Protection Acts are upheld.

We may also have to disclose certain personal data in accordance with any legal obligation imposed on us. Any such disclosure would be in accordance with the law, e.g. disclosed on foot of a court order etc.

Requesting your data

Any person has the right to find out whether an organisation has any personal data about them, what they use the personal data for and ask for copies of personal information held by that organisation.

If you wish to make a data access request in order to get a copy of any personal data we may process, please write a letter stating that you wish to make a data access request and address it to: enquiry@instantaccessmedical.com

In order to process your request, we may request that you send us a copy of your identification (passport, driver’s licence, etc.).

The reason we ask for personal identification is to ensure that you are the correct person making the request for your personal data. Verbal access requests cannot be entertained.

In response to any data access request, you have the right to refer the matter to the Data Protection Commission if you are unhappy with the outcome, however, we ask that you notify us first of any issue so that we may help resolve it as quickly as possible.

Rectifying mistakes

You have the right to rectify any incorrect or inaccurate personal data at no cost to you.

If you believe that we are incorrectly processing any of your personal data, please inform us by writing to enquiry@instantaccessmedical.com

Queries or complaints

If you have any queries or complaints regarding our Privacy Policy or any data protection matter, please let us know by writing to the above person or email us at enquiry@instantaccessmedical.com

Individuals have the right to refer any matter to the Information Commissioner’s Office by contacting them at https://ico.org.uk 

If you are, for whatever reason, considering contacting the Information Commissioner’s Office about us we would ask that you inform us of your difficulty first so that we can try to resolve it to your satisfaction.

Changes to our Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on the website. Any changes will become effective upon posting the revised Privacy Policy on the website. If we make any material or substantial changes to this Privacy Policy, we will use reasonable endeavours to inform you by email, by notice on the Website or by use of any other agreed communications channels.

Privacy Policy last reviewed 2^nd March 2023