Privacy Policy

ethicAil (www.ethicAil.co) Privacy Policy

Effective date: 1st day of February 2024

When you use the Site or aspects of it, including when booking Services, we may ask you to provide us with information about you. This Privacy and Cookies Policy sets out how we might use that information.

This Privacy and Cookies Policy (together with any other of our terms and conditions, and any other documents referred to in them) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read this Privacy and Cookies Policy carefully to understand our views and practices regarding your personal data and how we will treat it.

We will only use your personal data in the manner set out in this Privacy and Cookies Policy. We will only use your personal data in a way that is fair to you. We will only collect personal data where it is necessary for us to do so and where it is relevant to our dealings with you. We will only keep your personal data for as long as it is relevant to the purpose for which it was collected or for as long as we are required to keep it by law.

Privacy and Cookie Policy – ethicAil (Simedics Limited)

www.ethicail.co (the “Site”) (“we”, “us” or “our“) is owned and operated by Simedics Limited (trading as ethicAil). Simedics Limited (Trading as ethicAil) is the data controller and can be contacted at:

[email protected] | ethicAil, (Simedics Limited), East Lane, Embsay, Skipton, North Yorkshire, UK, BD23 6QX

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1. Purpose

The purpose of this Privacy Policy (this “Privacy Policy”) is to inform users of our Site of the following:

  1. The personal data we will collect;
  2. Use of collected data;
  3. Who has access to the data collected;
  4. The rights of Site users; and
  5. The Site’s cookie policy.

This Privacy Policy applies in addition to the Terms and Conditions of our Site.

2. GDPR

For users in the European Union, we adhere to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known as the General Data Protection Regulation (the “GDPR”). For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.

3. Consent

By using our Site users agree that they consent to:

  1. The conditions set out in this Privacy Policy.

When the legal basis for us processing your personal data is that you have provided your consent to that processing, you many withdraw your consent at any time. If you withdraw your consent, it will not make processing which we completed before you withdrew your consent unlawful.

By submitting data to us and using the Site, you consent to our use of your data and of anyone you represent in the manner set out in this Privacy and Cookies Policy (as amended from time to time, as described below) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.

You can withdraw your consent by: Contacting the Data Protection Officer using the methods provided in section 17 of this Privacy Policy.

4. Legal Basis for Processing

We collect and process personal data about our users in the EU only when we have legal basis for doing so under Article 6 of the GDPR.

We rely on the following legal bases to collect and process the personal data of users in the EU:

  1. Users have provided their consent to the processing of their data for one or more specific purposes;
  2. Processing of user personal data is necessary for us or a third party to pursue a legitimate interest. Our legitimate interest is not overridden by the interests or fundamental rights and freedom of users. Our legitimate interest(s) are:
    • To provide contractual services and ensure that those services are appropriate and useful for clients,
    • Processing of employee or client data,
    • To maintain the necessary data to ensure our assessments, scorecards, and other data services are kept up to date,
    • To provide users and clients of our services with appropriate information and personalised content,
    • For business-to-business communication and contact.
  3. Processing of user personal data is necessary for us to take, at the request of a user, steps before entering a contract or for the performance of a contract to which a user is party. If a user does not provide the personal data necessary to perform a contract the consequences are as follows:
  1. We will not be able to enter into a contractual agreement until further information can be provided

5. Personal Data we Collect

We will only collect data that helps us to achieve the purposes set out in this Privacy Policy. We will not collect any additional data beyond the data listed without notifying you first.

Data Collected Automatically

When you visit and our Site, we may automatically collect and store the following information:

  1. IP address;
  2. Location;
  3. Hardware and software information;
  4. Clicked links;
  5. Content viewed.

Data Collected in a Non-Automatic Way

We may also collect the following data when you perform certain functions on our Site:

  1. Your title, name, address, email address, telephone numbers, business name, payment details and other contact details as we require. This includes information provided at the time of registering to use the Website or otherwise booking Services.
  2. Information that you provide by filling in forms on the Website. This includes information provided at the time of booking Services or requesting further services.
  3. We may also ask you for information when you report a problem with the Website.
  4. If you contact us, we may keep a record of that correspondence.

This data may be collected using the following methods:

  1. Account sign up
  2. Service registration
  3. Service data forms

You should only submit to us or the Site information which is accurate and not misleading.

You should keep that information up-to-date and let us know if any of that information changes by emailing us at [email protected].

By submitting your or anyone else’s data to us or the Website, you must ensure that you have full authority and consent to supply us with that data on their behalf and you warrant to us that you have that authority.

6. How we Use Personal Data

Data collected on our Site will only be used for the purposes specified in this Privacy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

The data we collect automatically is used for the following purposes:

  • Statistics,
  • Site analysis.

The data we collect when the user performs certain functions may be used for the following purposes:

  • Delivery of services.
  • To ensure that content from the Website is presented in the most effective manner for you and your computer.
  • To provide you with billing information about the Services.
  • To manage the Website, detect fraud or Website abuses, send you information relevant to the Website and in case we have any queries.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • To notify you about changes to the Services.
  • To allow you to register for an account on the Website, which may include sending an email to you to confirm your details.
  • To provide you with information about products, services or events we offer that we feel may be of interest to you.
  • To serve you advertisements on selected, third-party websites that make their advertising space available to us. We call this “Display Advertising” and we do this by using retargeting cookies.
  • To contact you to let you know about any of our products, services or promotions, including by email, mail, telephone, or SMS text message.
  • We also need to use your contact details and other information for any aspect of the Website (including, without limitation, providing customer support, preventing or investigating prohibited activity, enforcing our terms and conditions, and verifying information).

7. How do You Want to Hear from Us?

We always seek to explain why and how we might contact you at the point you give your information to us. We may contact you by email, phone, post, or SMS text.

We also provide the means for you to grant or withhold your permission for us to contact you. We do this by using opt-in boxes or unsubscribe options.

We use these to gain your permission to contact you about our wider range of products and services.

Sometimes, we need your information to be able to contact you to provide the service, to honour the deliverables of a contract (e.g. Onboarding Instructions). In those cases, by signing up to the service you give us permission to send you service communications and we will not offer you the chance to opt-out from receiving those messages.

8. Who We Share Personal Data With

Employees

We may disclose user data to any member of our organisation who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

  1. If the law requires us to;
  2. If it is required for any legal proceeding;
  3. To prove or protect our legal rights; and
  4. To buyers or potential buyers of this company in the event that we seek to sell the company.
  5. If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.

9. How Long We Store Personal Data

User data will be stored until the purpose the data was collected for has been achieved.

You will be notified if your data is kept for longer than this period.

10. Security and Protection of Your Personal Data

In order to protect your security, we use browser encryption and store all of our data on servers in secure facilities. All data is only accessible to our employees. Our employees are bound by strict confidentiality agreements and a breach of this agreement would result in the employee’s termination.

When you make any payment to us through the Website, you must make that payment to us using your credit or debit card, or such other payment methods as we make available from time to time. Any payment transactions will be encrypted using SSL technology.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

11. Your Rights as a User

Under the GDPR, you have the following rights:

  1. Right to be informed;
  2. Right of access;
  3. Right of rectification;
  4. Right of erasure;
  5. Right to restrict processing;
  6. Right to data portability, and
  7. Right to object.

12. Children and minors

We do not knowingly collect or use personal data from children or minors under the ag of 16. If we learn we have collected personal data from a child under 16 years of age, the personal data will be deleted as soon as possible. If a child or minor under 16 years of age has provided us with personal data, their parent or guardian may contact our Data Protection Officer.

13. How to Access, Modify, Delete, or Challenge the Data Collected

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, it you would like your data to be deleted or modified in any way, or if you would like to exercise any of your other right under the GDR, please contact our data protection officer here:

Data Protection Officer – ethicAil

[email protected]

Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

You can update your details and marketing preferences by emailing [email protected] or by writing to us at Data Department, ethicAil, 19 East Lane, Embsay, Skipton, North Yorkshire, BD236QX.

14. How to Opt-Out of Data Collection, Use or Disclosure

In addition to the method(s) described in the How to Access, Modify, Delete, or Challenge the Data Collected section, we provide the following specific opt-out methods for the forms of collection, use, or disclosure of your personal data specified below:

  1. You can opt-out of the use of your personal data for marketing emails. You can opt-out by clicking “unsubscribe” on the bottom of any marketing email or updating your email preferences under “Your Account”.

15. Cookie Policy

A cookie is a small file, stored on a user’s device by a website. Its purpose is to collect data relating to the user’s browsing actions and Site activity. You can choose to be notified each time a cookie is transmitted.

You can choose to disable cookies entirely in your internet browser, but this may reduce the quality of your user experience.

If you want to find out more information about cookies, go to www.allaboutcookies.org or to find out about removing them from your browser, go to www.allaboutcookies.org/manage-cookies/index.html.

We use the following types of cookies on our Site:

  • Functional cookies

Functional cookies are used to remember the selections you make on our Site, so that your selections are saved for your next visit;

  • Analytical cookies

Analytical cookies allow us to improve the design and function of our Site by collecting data on how you access our Site, for example data on the content you access, how long you stay on our Site, etc;

  • Targeting cookies

Targeting cookies collect data on how you use the Site and your preferences. This allows us to personalise the information you see on our Site for you; and

  • Third-party cookies

Third-party cookies are created by a website other than ours. We may use third-party cookies to achieve the following purposes:

  1. Monitor user preferences to tailor content and other services
  2. For the operation of some functions on our Site provided by third parties
  3. Please also note that our suppliers and partners may also use cookies, over which we have no control.

We use the following cookies on our Site:

NAMEEXPIRATIONPURPOSE
queryAt end of browser sessionCampaign tracking, if you register on our site then this tells us which marketing campaign you came to the site from (if applicable).
wp-settings-time-111 yearTimestamp
wp-settings-111 yearWordPress also sets a few wp-settings-[UID] cookies. The number on the end is your individual user ID from the user’s database table. This is used to customize your view of the admin interface, and possibly also the main site interface.
wordpress_test_cookieAt end of browser sessionTests whether or not the browser has cookies enabled

17. Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

18. Complaints

If you have any complaints about how we process your personal data, please contact our Data Protection Officer using the methods described in section 19 – Contact Information of this Privacy Policy so that we can, where possible, resolve the issue. If you feel we have not addressed your concern in a satisfactory manner you may contact a supervisory authority. You also have the right to directly make a complaint to a supervisory authority. You can lodge a complaint with a supervisory authority by contacting the Information Commissioner’s Office in the UK, Data Protection Commission in Ireland.

19. Contact Information

If you have any questions, concerns or complaints, you can contact our data protection officer, at:

[email protected]

Data Department, ethicAil, 19 East Lane, Embsay, Skipton, North Yorkshire, BD236QX.

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Privacy Policy – ethicAil (Simedics Limited) 2024 – Last updated 1st February 2024

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