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Welcome to the privacy policy for Care Oncology Clinic (“we”, “us”). Care Oncology Clinic is a trading name of Clinics
Operations Limited, a company registered in England and Wales with company registration number 13484651. Care
Oncology Clinic is committed to ensuring that your privacy is protected. This privacy policy sets out how we will collect,
store, use, share and protect any information that you provide to us. We also explain your rights and how to contact us.
Your personal data will only be used in accordance with this privacy policy.
We have appointed a Data Protection Officer to oversee our handling of personal information. Our Data Protection Officer can be reached at info@careoncology.eu. We process your information in the ways outlined below.
For the purposes of the data protection law, Clinics Operations Limited will be the data controller. Clinics Operations Limited is registered with the Information Commissioners’ Office under registration number: ZB174661.
We will collect and use different personal information about you for different reasons, depending on our relationship with you.
Sometimes we will request or receive “special categories of personal information” (which is information relating to your health, genetic or biometric data, criminal convictions, sex life, sexual orientation, racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership).
Where you provide personal information to us about other individuals (for example, members of your family or other dependents) we will also be data controller of their personal information and we are responsible for protecting their personal information and using it appropriately. This policy will therefore apply to those individuals, and you should refer them to this policy. If you provide us with information relating to other individuals, we are entitled to assume that you have the required authority from that person to provide us with the information and cannot be held responsible if that is not the case.
In order to make this policy as user friendly as possible, we have split it into different sections. Please click on the section below that best describes your relationship with us and the service you receive from us.
| 1 | WHERE YOU ARE A PROSPECTIVE OR EXISTING PATIENT ENQUIRING ABOUT OR RECEIVING CANCER TREATMENTS OR PARTICIPATING IN A CANCER STUDY. |
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| This section will apply if you currently participate in a cancer study or receive cancer treatment or if you are looking to participate in a cancer study or receive cancer treatment | |
| 2 | What personal information may we collect? |
We may collect the following personal information:
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| 3 | What special categories of personal information may we collect? |
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| 4 | How will we collect your personal information? |
We will collect information directly from you when:
As well as obtaining information directly from you, we will also collect your personal information from:
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| 5 | What will we use your personal information for? |
There are a number of reasons we use your personal information and for each use we need to have a “legal ground” to do so. We will rely on the following “legal grounds” when we process your “personal information”:
When we use your “special categories of personal information”, we must have an additional “legal ground”. For certain processing purposes, we have outlined alternative legal grounds. We will rely on the following legal grounds when we process your special categories of personal information:
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| 5a | PURPOSE FOR PROCESSING | LEGAL GROUNDS FOR USING YOUR PERSONAL INFORMATION | LEGAL GROUNDS FOR USING YOUR SPECIAL ATEGORIES OF PERSONAL INFORMATION |
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| To carry out our obligations arising from any contracts entered into between you and us. | It is necessary to enter into or perform your contract. The processing is necessary for a legitimate interest in the form of a valid business reason (to ensure that we fulfil our contractual obligations to clients). | We need to use your information in order to establish, exercise or defend legal rights. You have given us your explicit consent | |
| To provide you with the information, products and services that you request from us. | The processing is necessary for a legitimate interest in the form of a valid business reason (to provide you with information about our treatments, products and services that we offer). | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the You have given us your explicit consent. | |
| To contact you about a request/enquiry you have made with us, for example requesting an appointment with a consultant. | The processing is necessary for a legitimate interest in the form of a valid business reason (to respond to requests received as part of running our business efficiently and effectively). | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the management of health care systems and services. You have given us your explicit consent. | |
| To communicate with your healthcare providers. | It is necessary to enter into or perform your contract. The processing is necessary for a legitimate interest in the form of a valid business reason (to ensure that we fulfil our contractual obligations to clients). We are processing the information to protect your vital interests. | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the management of health care systems and services. You have given us your explicit consent. The processing is necessary for protecting your vital interests. | |
| To provide you with information you may have requested, for example a letter for your doctor | It is necessary to enter into or perform your contract. It is necessary for compliance with a legal obligation to which we are subject (your data subject access rights). | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the management of health care systems and services. You have given us your explicit consent. | |
| To notify you about changes to our service. | The processing is necessary for a legitimate interest in the form of a valid business reason (to notify you about changes to our service). | ||
| To conduct research and analysis in limited circumstances where we may undertake case studies involving specified individuals using pseudonymised data. | The processing is necessary for legitimate interest in the form of a valid business reason (to conduct research and analysis to improve the treatments, products and services we offer). | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the management of health care systems and services, where that research is to support measures or decisions with respect to particular individuals; or The processing is necessary for the purposes of scientific research where that research is not to support measures or decisions with respect to particular individuals. | |
| To provide to third parties, who may undertake independent statistical analysis using statistical techniques for the purposes of conducting research and producing reports to verify our research. | The processing is necessary for a legitimate interest in the form of a valid business reason (to use your information to improve the treatments, products and services we offer). | The processing is necessary for the purposes of preventive medicine, medical diagnosis, provision of healthcare and treatment and the management of health care systems and services, where that research is to support measures or decisions with respect to particular individuals; or The processing is necessary for the purposes of scientific or statistical research where that research is not to support measures or decisions with respect to particular individuals. | |
| To evaluate and improve our business, including maintaining business records, file keeping, pricing our products appropriately, strategic business planning and internal audit, and management information. | The processing is necessary for a legitimate interest in the form of a valid business reason (to run our business efficiently and effectively). | You have given us your explicit consent. We need to use your information in order to establish, exercise or defend legal rights. | |
| To comply with our legal or regulatory obligations. | The use is necessary in order for us to comply with our legal obligations. | The use is necessary in order for us to establish, exercise or defend our legal rights. | |
| Communicating with you and resolving any complaints that you might have. | It is necessary to enter into or perform your insurance contract. The processing is necessary for a legitimate interest in the form of a valid business reason (to send you communications, record and investigate complaints and ensure that future complaints are handled appropriately). | You have given us your explicit We need to use your information in order to establish, exercise or defend legal rights. | |
| To review how our website is being used and to make improvements to our website | The processing is necessary for a legitimate interest in the form of a valid business reason (to run our business efficiently and effectively). |
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| 6 | WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH? |
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We will keep your personal information confidential, and we will only share it where necessary for the purposes set out above with the following parties.
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| 1 | WHERE YOU ARE A USER OF THE CARE ONCOLOGY CLINIC WEBSITE |
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| If you are a user of the Care Oncology Clinic website, this section will be relevant to you and sets out our uses of your personal information. | |
| 2 | What personal information will we collect? |
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| 3 | What special categories of personal information will we collect? |
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| 4 | How will we collect your personal information? |
We will collect information directly from you when:
As well as obtaining information directly from you, we will also collect your personal information from:
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| 5 | What will we use your personal information for? |
We may use your personal information for a number of different purposes. In each case, we must have a “legal ground” to do so. We will rely on the following “legal grounds”, when we process your “personal information”:
If you have filled in contact information, we will contact you to discuss the treatment and our clinical services. This will be based on you having consented to us contacting you. When the information that we process is classed as “special categories of personal information”, we must have an additional “legal ground”. We will rely on the following legal grounds when we process your” special categories of personal information”:
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| 5a | PURPOSE FOR PROCESSING | LEGAL GROUNDS FOR USING YOUR PERSONAL INFORMATION | LEGAL GROUNDS FOR USING YOUR SPECIAL CATEGORIES OF PERSONAL INFORMATION |
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To follow up on enquiries you make, or enquiries submitted on your behalf by your family and friends | The processing is necessary for legitimate interest in the form of a business reason (to respond to all communications and enquiries we receive). | You have given us your explicit consent. | |
To provide marketing information to you. | The processing is necessary for legitimate interest in the form of a valid business reason (to send you selected communications about other products and services we offer). | You have given us your explicit consent. | |
To review how our website is being used and to make improvements to our website. | The processing is necessary for a legitimate interest in the form of a valid business reason (to run our business efficiently and effectively). |
| 6 | WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH? |
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We will not sell or transfer your personal information to anyone unless we have a valid purpose as set out above and we will only disclose it to:
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| 1 | WHERE YOU ARE A HEALTHCARE PROFESSIONAL |
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| If you are a healthcare professional, this section will be relevant to you and sets out our uses of your personal information. | |
| 2 | What personal information will we collect? |
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| 3 | What special categories of personal information will we collect? |
| We do not collect any of your special categories of personal information. In the event that this changes, we will let you know. | |
| 4 | How will we collect your information? |
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| 5 | What will we use your personal information for? |
We may use your personal information for a number of different purposes. In each case, we must have a “legal ground” to do so. We will rely on the following “legal ground”, when we process your “personal information”:
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| 5a | PURPOSE FOR PROCESSING | LEGAL GROUNDS FOR USING YOUR PERSONAL INFORMATION | LEGAL GROUNDS FOR USING YOUR SPECIAL CATEGORIES OF PERSONAL INFORMATION |
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To follow up on enquiries you make where you have filled in contact information or where we communicate with you about a patient that you have referred to us | The processing is necessary for legitimate interest in the form of a valid business reason (to respond to your queries and to provide you with information about our treatment and clinical services, clinical research programmes and information related to a patient referral). | ||
To send you research materials and updates about our activities. | The processing is necessary for legitimate interest in the form of a valid business reason (to send you selected research materials and information about our activities). | ||
To review how our website is being used and to make improvements to our website | The processing is necessary for a legitimate interest in the form of a valid business reason (to run our business efficiently and effectively). |
| 6 | WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH? |
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We will keep your personal information confidential, and we will only share it where necessary for the purposes set out above with the following parties:
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| 1 | BUSINESS PARTNERS, SUB-CONTRACTORS OR OTHER THIRD-PARTY SUPPLIERS |
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| If you are a business partner, sub-contractor or other third-party supplier, this section will be relevant to you and sets out our uses of your personal information. | |
| 2 | What personal information will we collect? |
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| 3 | What special categories of personal information will we collect? |
| We do not collect any of your special categories of personal information. In the event that this changes, we will let you know. | |
| 4 | How will we collect your information? |
As well as obtaining information directly from you, we will collect information from:
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| 5 | What will we use your personal information for? |
We may use your personal information for a number of different purposes. In each case, we must have a “legal ground” to do so. We will rely on the following “legal grounds”, when we process your “personal information”:
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| 5a | PURPOSE FOR PROCESSING | LEGAL GROUNDS FOR USING YOUR PERSONAL INFORMATION | LEGAL GROUNDS FOR USING YOUR SPECIAL CATEGORIES OF PERSONAL INFORMATION |
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| Managing our business operations such as maintaining accounting records, analysis of financial results, internal audit requirements, receiving professional advice (e.g., tax or legal advice). For business processes and activities including analysis, review, planning and business transaction. | The processing is necessary for legitimate interest in the form of a valid business reason (to effectively manage our business operations). | ||
| Complying with our legal or regulatory obligations. | We need to use your information in order to comply with our legal obligations. | ||
| Providing improved quality, training and security (for example, with respect to recorded or monitored phone calls to our contact numbers). | The processing is necessary for legitimate interest in the form of a valid business reason (to develop and improve the products and services we offer). | ||
| Communicating with you to manage and handle your queries | The processing is necessary for legitimate interest in the form of a valid business reason (to send you communications to effectively manage our business and respond to your queries). It is necessary to enter into or perform our contract with you. | ||
| Investigating or detecting the unauthorised use of our systems, to secure our system and to ensure the effective operation of our systems). | The processing is necessary for legitimate interest in the form of a valid business reason (to ensure the integrity and security of our systems). |
| 6 | WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH? |
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We will keep your personal information confidential, and we will only share it where necessary for the purposes set out above with the following parties:
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We may use your personal information to provide you with information about our products or services or which may be of interest to you where you are an existing patient, which are complementary to, or part of, the ongoing services we offer or where you have provided your consent for us to do so.
We may use your personal information to provide you with information about our products, our services or our research which may be of interest to you where you are a healthcare professional who has registered an interest in learning more about our work.
We are committed to only sending you marketing communications that you have clearly expressed an interest in receiving. If you wish to opt out of marketing, you may do so by clicking on the “unsubscribe” link that appears in all emails or telling us when we call you. Otherwise, you can always contact us using the details set out in section 9 to update your contact preferences.
Please note that, even if you opt out of receiving marketing messages, we may still send you communications which are relevant to the nature of the clinical services we offer you as a patient.
We will retain your personal information for as long as your account is active or as reasonably necessary to provide you services, comply with our legal and regulatory obligations, resolve disputes and/or enforce our agreements.
The exact time period will depend on your relationship with us and the type of personal information we hold.
If you would like further information regarding the periods for which your personal information will be stored, you can review our retention policy which can be accessed here or please contact us using the details set out in section 9.
We are committed to ensuring that your information is secure.
We will store your personal information (including the special category information) in a specialist I.T. system. This is currently provided by Medical Management Systems Ltd (MMS) – a UK based provider of secure cloud-based systems for integrated electronic healthcare management. MMS is a data processor, acting on our behalf. MMS is subject to a contract that, amongst other things, places strenuous data protection obligations on them.
In order to prevent unauthorised access, loss, misuse or disclosure, we take and maintain reasonable and appropriate technical, organisational and physical safeguards designed to protect your personal information. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us including the use of pseudonymisation, encryption generally, a clean desk policy and access controls which we regularly review.
There may be some instances where your personal information is transferred to countries outside of the EEA, such as when we transfer information to a patient’s primary healthcare provider based outside the EEA, when we are treating a patient via telemedicine or when a patient elects to travel to a country outside the EEA for their treatment.
Where such a transfer takes place, we will take the appropriate safeguarding measures to ensure that your personal information is adequately protected. We will do so in a number of ways including:
We are also entitled under European data protection laws to transfer your personal information to countries outside the EEA where it is necessary for the performance of the contract we have with you.
If you would like further information regarding our data transfers and the steps we take to safeguard your personal
information, please contact us using the details set out in section 9 below.
Under data protection law you have a number of rights in relation to the personal information that we hold about you which we set out below. You can exercise your rights by contacting us at any time using the details set out in section 9 below.
Please note that although we take your rights seriously, there may be some circumstances where we cannot comply with your request such as where complying with it would mean that we couldn’t comply with our own legal or regulatory requirements. However, we will always respond to any request you make and if we can’t comply with your request, we will tell you why.
| 1 | THE RIGHT TO ACCESS YOUR PERSONAL INFORMATION |
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You have the right to access the information that we hold about you. We will not usually charge you in relation to a request. We are happy to provide you with such details but in the interests of confidentiality, we follow strict disclosure procedures which may mean that we will require proof of identity from you prior to disclosing such information. We will usually provide your personal information to you in writing unless you request otherwise. Where your request has been made electronically (e.g., by email), a copy of your personal information will be provided to you by secure electronic means where possible. | |
| 2 | The right to rectification |
| We make reasonable efforts to ensure that the personal information we are holding on you is accurate and up to date. However, if you do not believe this is the case, please contact us and we will promptly correct any information found to be incorrect. | |
| 3 | The right to restriction of processing |
| In certain circumstances, you have the right to ask us to stop using your personal information, for example where you think that we no longer need to use your personal information. | |
| 4 | The right to withdraw your consent |
| Where we rely on your consent to process your personal information, you have the right to withdraw such consent to further use of your personal information. | |
| 5 | The right to erasure |
| In certain circumstances, you have the right to request that your personal information is deleted such as where we no longer need your personal information for the purpose we originally collected it. | |
| 6 | The right to object to direct marketing |
| You have a choice about whether or not you wish to receive marketing information from us and you have the right to request that we stop sending you marketing messages at any time. You can do this either by clicking on the “unsubscribe” button in any email that we send to you or by contacting us using the details set out in section 9. | |
| 7 | The right to data portability |
| In certain circumstances, you have the right to request that we transfer any personal information that you have provided to us to a third party of your choice. | |
| 8 | Rights relating to automated decision-making |
| We do not carry out any automated decision-making but in the event that this changes in the future, we will notify you. | |
| 9 | The right to make a complaint with the Information Commissioner’s Office (ICO) |
You have a right to complain to the ICO if you believe that any use of your personal information by us is in breach of applicable data protection laws and regulations. You can visit the ICO’s website at https://ico.org.uk/ for more information. Please note that lodging a complaint will not affect any other legal rights or remedies that you have. |
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. You should familiarise yourself with the privacy statement applicable to the website in question before use.
If you would like any further information about any of the matters in this policy or if you have any other questions about how we collect, store or use your personal information, you may contact our Data Protection Officer can be reach by email at info@careoncology.eu or by writing to us at the following address:
Care Oncology Clinic
Data Protection Queries
76 Harley Street
London
W1G 7HH
Care Oncology Clinic, which processes the personal data of individuals in the European Union and European Economic Area, in either role of ‘data controller’ or ‘data processor’, has appointed DataRep (www.datarep.com) as its Data Protection Representative for the purposes of GDPR.
We may need to change this policy from time to time, for example, as the result of changes to law, technologies, or other developments. We will provide you with the most up-to-date notice and you can check our website [here] periodically to view it.
This policy was last updated on 12 December 2024.
+44 (020) 4519 0630
info@careoncology.eu
We are still the same Care Oncology Clinic, committed to providing better service and support. While our team has changed, our mission has not.
Care Oncology Clinic is a trading name associated with Clinics Operations Limited, a company registered in England and Wales under company number 13484651, having its registered office at 76 Harley Street, London W1G 7HH.
