Privacy Policy

Introduction

We are a social healthcare network and online platform for aspiring and current healthcare professionals. People use our Services to learn about the application processes for medical, dental and veterinary schools, as well as seek opportunities that will support their healthcare careers and develop skills that will have a positive impact on their future practice.  Students and professionals use Medic Mentor events, mentoring initiatives and the online platform to connect with others, learn from others and share information. Our Privacy Policy applies to any Member or Visitor to our Services.

Our registered users (“Members”) share their professional identities, engage with their network, exchange knowledge and professional insights, post and view relevant content, learn and find career opportunities. Content and data on some of our Services is viewable to non-members (“Visitors”).

We use the term “Designated Countries” to refer to countries in the European Union (EU), European Economic Area (EEA), and Switzerland.

Services

This Privacy Policy, including our Cookie Policy applies to your use of our Services.

This Privacy Policy applies to medicmentor.org, medicmentor.co.uk, medicmentor.net, Medic Mentor online courses or books, events Medic Mentor-related sites, apps, communications and services (“Services”), including off-site Services, such as our ad services, webinars on youtube, newsletters and other electronic publications, but excluding services that state that they are offered under a different privacy policy.

Data Controllers and Contracting Parties

If you reside in the “Designated Countries”: Medic Mentor Ltd. (“Medic Mentor”) will be the controller of your personal data provided to, or collected by or for, or processed in connection with our Services; you are entering into the User Agreement with Medic Mentor.

If you reside outside of the Designated Countries: Medic Mentor will still be the controller of your personal data provided to, or collected by or for, or processed in connection with, our Services; you are entering into the User Agreement with Medic Mentor.

As a Visitor or Member of our Services, the collection, use and sharing of your personal data is subject to this Privacy Policy (which includes our Cookie Policy and other documents referenced in this Privacy Policy) and updates.

Change

Changes to the Privacy Policy apply to your use of our Services after the “effective date.”

Medic Mentor (“we” or “us”) can modify this Privacy Policy, and if we make material changes to it, we will provide notice through our Services, or by other means, to provide you the opportunity to review the changes before they become effective. If you object to any changes, you may close your account by putting your request in writing to admin@medicmentor.org.  You can do this at any time, and your account will be erased along with any personal information or data that we hold for you within 28 days.

You acknowledge that your continued use of our Services after we publish or send a notice about our changes to this Privacy Policy means that the collection, use and sharing of your personal data is subject to the updated Privacy Policy.

  1. Data We Collect

1.1 Data You Provide To Us

You provide data to create an account with us.

Registration

To create an account you need to provide data including your name, email address and/or mobile number, and a password. If you register for an event or purchase a book or subcription, you will need to provide payment (e.g., credit card) and billing information.

You create your Medic Mentor profile (a complete profile helps you get the most from our Services).

Profile

You have choices about the information on your profile, such as your education, work experience, skills, photo etc. Some Members may choose to create new group profiles etc. You don’t have to provide additional information on your profile; however, profile information helps you to get more from our Services, including helping Mentors and other aspiring healthcare students find you. It’s your choice whether to include sensitive information on your profile and to make that sensitive information public. Please do not post or add personal data to your profile that you would not want to be publicly available.

 

Posting and Uploading

We collect personal data from you when you provide, post or upload it to our Services, such as when you fill out a form, (e.g. a scholarship application), respond to a survey, or submit an application to nominate your school etc.

You don’t have to post or upload personal data; though if you don’t, it may limit your ability to grow and engage with your network over our Services.

1.2 Data From Others

Others may post or write about you.

Content and News

You and others may post content that includes information about you (as part of articles, posts, comments, videos) on our Services.

 

Customers and partners may provide data to us.

Partners

We receive personal data about you when you use the services of our customers and partners, such as your schools, universities etc.

Related Companies and Other Services

We never share your personal data with third parties.  We will chose to make you aware of third party offerings if you have opted in and we believe that such services will be to your benefit.

1.3 Service Use

We log your visits and use of our Services.

We log usage data when you visit or otherwise use our Services, including our sites, such as when you view or click on content (e.g., learning video) or ads (on or off our sites and apps), perform a search, share articles or apply for competitions, publishing, volunteering, research, scholarship or leadership opportunities. We use log-ins, cookies, device information and internet protocol (“IP”) addresses to identify you and log your use.

1.4 Cookies, Web Beacons and Other Similar Technologies

We collect data through cookies and similar technologies.

As further described in our Cookie Policy, we use cookies and similar technologies (e.g., web beacons, pixels, ad tags and device identifiers) to recognize you and/or your device(s) on, off and across different Services and devices. We also allow some others to use cookies as described in our Cookie Policy. You can control cookies through your browser settings and other tools. You can also opt-out from our use of cookies and similar technologies that track your behaviour on the sites of others for third party advertising. For Visitors, you can opt out by putting your request in writing to admin@medicmentor.organd you will receive a reply within 28 days.

 

1.5 Messages

If you communicate through our Services, we learn about that.

We collect information about you when you send, receive, or engage with messages in connection with our Services. For example, if you get a Medic Mentor ‘Friend’ request, we track whether you have acted on it and will send you reminders. We also use automatic scanningtechnology on messages to ensure that messages are safe for our users and visitors.

1.6 Workplace, University and School Provided Information

When your employer, university or school buys a Service for you to use, they give us data about you.

Others buying our Services for your use, such as your employer or your school, provide us with personal data about you and your eligibility to use the Services that they purchase for use by their workers, students or alumni. For example, we will get contact information for you if your school has registered you for an event and we need your email address to send you event venue details.

1.7 Other

We are improving our Services, which means we get new data and create new ways to use data.

Our Services are dynamic, and we often introduce new features, which may require the collection of new information. If we collect materially different personal data or materially change how we use your data, we will notify you and may also modify this Privacy Policy.

  1. How We Use Your Data

We use your data to provide, support, personalise and develop our Services.

How we use your personal data will depend on which Services you use, how you use those Services. We use the data that we have about you to provide and personalise, including with the help of automated systems and inferences we make, our Services (including ads) so that they can be more relevant and useful to you and others.

2.1 Services

Our Services help you connect with others, find and be found for application and career opportunities, stay informed, get training and be more productive.

We use your data to authorize access to our Services.

Stay Connected

Our Services allow you to stay in touch and up to date with colleagues, mentors, and other healthcare professional contacts. To do so, you will “friend” with the professionals who you choose, and who also wish to “friend” with you. Subject to your settings, when you connect with other Members, you will be able to search each others’ friends in order to exchange professional opportunities.

It is your choice whether to invite someone to our Services, send a friend request, or allow another Member to become your ‘friend’. When you invite someone to connect with you, your invitation will include your name, photo, and contact information. We will send invitation reminders to the person you invited. You can choose whether or not to share your own list of connections with your connections.

Visitors have choices about how we use their data.  For example if you wish to unsubscribe:

  • Unsubscribe from Medic Mentor Email Communications: Medic Mentor uses email addresses to keep you informed of upcoming events, relevant opportunities provided by third parties and partners that we work with if we feel that it is directly relevant to you, and various different career opportunities, learning resources and newsletters. To unsubscribe, simply reply to Medic Mentor email communication stating that you would like or unsubscribe or email your request to admin@medicmentor.organd your personal data will be erased from our databases.

Stay Informed

Our Services allow you to stay informed about news, events and ideas regarding professional topics you care about, and from Mentors you respect. Our Services also allow you to improve your professional skills, or learn new ones. We use the data we have about you (e.g., data you provide, data we collect from your engagement with our Services and inferences we make from the data we have about you), to recommend relevant content, events, news, learning resources and opportunities on our Services. So, if you let us know that you are interested in a new skill (e.g., by watching a learning video), we will use this information to personalize content in your feed, suggest that you follow certain members on our site, or watch related learning content to help you towards that new skill.

Career

Our Services allows you to explore careers, evaluate educational opportunities, and seek out, and be found for, career opportunities. We will use your data to recommend CV boosting opportunities or events that will support your career progression in medical, dental and veterinary careers and inform you of external information that is highly relevant to your UCAS applications. We may use automated systems to profile and provide recommendations to help make our Services more relevant to our Members, Visitors and customers. Keeping your profile accurate and up-to-date may help you better connect to valuable opportunities and Mentors through our Services.

Productivity

Our Services allow you to collaborate with colleagues, search for potential Mentors,  and other partners who can support you on your career journey. Our Services allow you to communicate with other Members and schedule and prepare meetings with them.

2.2 Events, Courses, Conferences, Summer Schools

Our Services allow users to pay for and register for a variety of events, courses, lectures, conferences, professional networking events and Summer Schools.

When customers register to attend an event, course or order a book or subscription, you are agreeing to our service terms and by doing so will be required to provide us with personal information in order to process your booking, purchase or subscription. In doing so we will not use your personal information to provide marketing information that is unrelated to your event or purchase, unless you opt-in by creating a Medic Mentor account and indicating to us that you would like to receive information about related products and career opportunities such as competitions, applications for specific positions or programmes run by Medic Mentor, and electronic learning resources and newsletters.

2.3 Communications

We contact you and enable communications between Members. We will not pass on your personal information to other members without your permission in writing.

We will contact you through email, mobile phone, notices posted on our websites or apps, messages to your Medic Mentor account inbox, and other ways through our Services, including text messages and push notifications. We will send you messages about the availability of our Services, security, or other service-related issues. We also send messages about how to use the Services, network updates, reminders, career suggestions and promotional messages from us and our partners. You may change your communication preferences at any time. Please be aware that you cannot opt-out of receiving service messages from us, including security and legal notices.

We also enable communications between you and others through our Services via Medic Mentor’s online platform, your user profile.

2.4 Advertising

We serve you tailored ads both on and off our Services. We offer you choices regarding personalised ads, but you cannot opt-out of seeing other ads outside of the Medic Mentor website.

We target (and measure the performance of) ads to Members, Visitors and others both on and off our Services directly or through a variety of partners, using the following data, whether separately or combined:

  • Data from advertising technologies on and off our Services, like web beacons, pixels, ad tags, cookies, and device identifiers;
  • Member-provided information (e.g., profile, contact information, title and workplace/school/university);
  • Data from your use of our Services (e.g., search history, feed, content you read, who you ‘friend’ or accepted ‘friend’ requests from you, groups participation, page visits, videos you watch, clicking on an ad, etc.), including as described in Section 1.3;

Info to Ad Providers

We do not share your personal data with any third-party advertisers or ad networks for their advertising except for: (i) with your separate permission (e.g., lead generation form) or (ii) data already visible to any users of the Services (e.g. profile).

2.5 Marketing

We promote our Services to you and others.

We use data and content about Members for invitations and communications promoting membership and network growth, engagement and our Services.

2.6 Developing Services and Research

We develop our Services and conduct research.

Service Development

We use data, including public feedback, to conduct research and development for the further development of our Services in order to provide you and others with a better, more intuitive and personalized experience, drive membership growth and engagement on our Services, and help connect aspiring students and healthcare professionals to each other in order to support personal professional development and advancement of careers.

Surveys

Polls and surveys are conducted by us through our Services. You are not obligated to respond to polls or surveys, and you have choices about the information you provide. You may opt-out of survey invitations.

2.7 Customer Support

We use data to help you and fix problems.

We use the data (which can include your communications) to investigate, respond to and resolve complaints and Service issues (e.g., bugs).  We make use of Virtual Assistants supplied by Time etc. to provide administrative support to our healthcare community and our members.  Our assistants have all been GDPR trained and will not share your personal information with Time etc.  Your personal information will be kept within the Medic Mentor organisation and only shared amongst GDPR trained Medic Mentor staff.

2.8 Aggregate Insights

We use data to generate aggregate insights.

We use your data to produce and share aggregated insights that do not identify you. For example we may use your data to generate statistics about our members, their profession, the effectiveness of our programmes or mentoring initiatives and services.  We may also publish our findings (containing anonymised participant data) in the form of scientific papers to contribute to the sum of knowledge regarding medical education and the understanding of mentoring as a whole.

2.9 Security and Investigations

We use data for security, fraud prevention and investigations.

We use your data (including your communications) if we think it’s necessary for security purposes or to investigate possible fraud or other violations of our User Agreement or this Privacy Policy and/or attempts to harm our Members or Visitors.

 

  1. How We Share Information

3.1 Our Services

Any data that you include on your profile and any content you post or social action (e.g. likes, follows, comments, shares) you take on our Services will be seen by others.

 

Profile

Your profile is fully visible to all Members and customers of our Services. Subject to your settings, it can also be visible to others on or off of our Services (e.g., Visitors to our Services or users of third- party search engines).

Posts, Likes, Follows, Comments, Messages

Our Services allow viewing and sharing information including through posts, likes, follows and comments.

  • When you share an article or a post (e.g., an update, image, video or article) publicly it can be viewed by everyone and re-shared anywhere. Members, Visitors and others will be able to find and see your publicly-shared content, including your name (and photo if you have provided one).
  • In a group, posts are visible to others in the group. Your membership in groups is public and part of your profile, but you can change visibility in your account settings.
  • Any information you share through companies’ or other organisations’ pages on our Services will be viewable by it and others who visit those pages.
  • When you follow a person or organisation, you are visible to others and that “page owner” as a follower.
  • We let senders know when you act on their message, subject to your settings where applicable.
  • When you like or re-share or comment on another’s content, others will be able to view these “social actions” and associate it with you (e.g., your name, profile and photo if you provided it).

3.2 Communication Archival

Medic Mentor Members may need to store communications outside of our Service.

Some Members want to archive their communications and social media activity, and will use services of others to provide these archival services. For example, if you link your profile to your email account, you will get a notification if someone has sent you a message or ‘friend request’.  You may wish to keep that stored in your email account.

3.3 Service Providers

We may use others to help us with our Services.

We use others to help us provide our Services (e.g., maintenance, analysis, audit, payments, fraud detection, marketing and development). They will have access to your information as reasonably necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.  Medic Mentor uses Gmail accounts to send and receive email communications from our customers, and therefore some personal data is stored on Gmail servers as a result. Medic Mentor uses Feel Design software to manage subscriber lists for email campaigns and members who have provided consent to receive newsletter and information about Medic Mentor services, will have their emails and first names only, stored on Feel Design servers. Both Google and Feel Design have taken steps towards being GDPR compliant and Medic Mentor cannot take responsibility for GDPR-related issues affecting Google, Gmail or Feel Design.

3.4 Legal Disclosures

We may need to share your data when we believe it’s required by law or to help protect the rights and safety of you, us or others.

It is possible that we will need to disclose information about you when required by law, subpoena, or other legal process or if we have a good faith belief that disclosure is reasonably necessary to (1) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (2) enforce our agreements with you, (3) investigate and defend ourselves against any third-party claims or allegations, (4) protect the security or integrity of our Service (such as by sharing with companies facing similar threats); or (5) exercise or protect the rights and safety of Medic Mentor, our Members, personnel, or others. We attempt to notify Members about legal demands for their personal data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not promise to challenge every demand.

3.5 Change in Control or Sale

We may share your data when our business is sold to others, but it must continue to be used in accordance with this Privacy Policy.

We can also share your personal data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys us or part of our business will have the right to continue to use your data, but only in the manner set out in this Privacy Policy unless you agree otherwise.

  1. Your Choices & Obligations

4.1 Data Retention

We keep most of your personal data for as long as your account is open.

We retain your personal data while your account is in existence or as needed to provide you Services. This includes data you or others provided to us and data generated or inferred from your use of our Services.

4.2 Rights to Access and Control Your Personal Data

You can access or delete your personal data. You have many choices about how your data is collected, used and shared.

We provide many choices about the collection, use and sharing of your data, from deleting or correcting data you include in your profile and controlling the visibility of your posts to advertising opt-outs and communication controls. We offer you settings to control and manage the personal data we have about you.

For personal data that we have about you:

  • Delete Data: You can ask us to erase or delete all or some of your personal data (e.g., if it is no longer necessary to provide Services to you) by putting this in writing to us by emailing admin@medicmentor.org.
  • Change or Correct Data: You can edit some of your personal data through your account. You can also ask us to change, update or fix your data in certain cases, particularly if it’s inaccurate.
  • Object to, or Limit or Restrict, Use of Data: You can ask us to stop using all or some of your personal data (e.g., if we have no legal right to keep using it) or to limit our use of it (e.g., if your personal data is inaccurate or unlawfully held).
  • Right to Access and/or Take Your Data: You can ask us for a copy of your personal data and can ask for a copy of personal data you provided in machine readable form.

Visitors can make these requests by emailing admin@medicmentor.org. You may also contact us using the contact information below in our website or contact tab footer, and we will consider your request in accordance with applicable laws.

Residents in the Designated Countries may have additional rights under their laws.

4.3 Account Closure

We keep some of your data even after you close your account.

If you choose to close your Medic Mentoraccount, your personal data will generally stop being visible to others on our Services within 24 hours. We generally delete closed account information within 30 days of account closure, except as noted below.

We retain your personal data even after you have closed your account if reasonably necessary to comply with our legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our User Agreement, or fulfill your request to “unsubscribe” from further messages from us. We will retain de-personalized information after your account has been closed.

Information you have shared with others (e.g., through messages, Medic Mentor mail, updates or group posts) will remain visible after you closed your account or deleted the information from your own profile or mailbox, and we do not control data that other Members copied out of our Services. Groups content and ratings or review content associated with closed accounts will show an unknown user as the source. Your profile may continue to be displayed in the services of others (e.g., search engine results) until they refresh their cache.

  1. Other Important Information

5.1. Security

We monitor for and try to prevent security breaches. Please use the security features available through our Services.

We implement security safeguards designed to protect your data, such as HTTPS. We regularly monitor our systems for possible vulnerabilities and attacks. However, we cannot warrant the security of any information that you send us. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.

5.2 Lawful Bases for Processing

We have lawful bases to collect, use and share data about you. You have choices about our use of your data.

At any time, you can withdraw consent you have provided by going to settings.

We will only collect and process personal data about you where we have lawful bases. Lawful bases include consent (where you have given consent), contract (where processing is necessary for the performance of a contract with you (e.g. to deliver the Medic Mentor Services you have requested)) and “legitimate interests”.

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time and where we rely on legitimate interests, you have the right to object. If you have any questions about the lawful bases upon which we collect and use your personal data, please contact our Data Protection Officer by emailing admin@medicmentor.org.

5.4. Direct Marketing.

Our statements regarding direct marketing.

We currently do not share personal data with third parties for their direct marketing purposes without your permission.

5.5. Contact Information

You can contact us or use other options to resolve any complaints.

If you have questions or complaints regarding this Policy, please first Medic Mentor online by emailing admin@medicmentor.org. You can also reach us by physical mail. If contacting us does not resolve your complaint, you can contact the EU Data Protection Authorities.