How we collect, use and protect your personal information — and the rights that protect you.
Collabio Collaborative Healthcare (U.K. Holdings) Limited (“Collabio”) is committed to safeguarding the privacy of the personal information that is provided to us or collected by us during the course of our business as well as the personal information we receive from visitors to our website and any associated websites under our control (together our “Websites”). Collabio is the data controller of any personal information collected by or provided to us in the circumstances described below in section 2. In line with our aim to have a consistent approach to protecting personal data, this is a global policy. It is based on data protection principles that are set out in the UK and relevant European Union data protection laws. In jurisdictions with significantly different data protection laws it may be that the rights and obligations set out in this Privacy Notice do not apply.
This Privacy Notice applies in the following circumstances:
We use cookies on our Websites. This Privacy Notice should be read alongside our Cookies Notice.
We collect personal information about prospective clients and their beneficial owners, controllers and/or directors as part of business development initiatives and our business acceptance process. The type of personal information we may collect can include name, address, nationality, government issued identification documents, business interests, track record and employment history. We obtain this information from you or your employer directly and from publicly available open sources either directly or through a third party.
We may also collect personal information about other individuals who may be, or working for, counterparties of our clients or our prospective clients or otherwise involved on matters we may be acting on.
The type of personal information that we may collect includes current and historical information including your name and contact details (such as your address, email address and telephone numbers) and identifiers such as your organisation, employment history, professional and business expertise and positions held.
We will also collect personal information you choose to provide to us and information about your other dealings with us and our clients, including contact we have with you in person, by telephone, letter, email or online. This information may include access or dietary requirements which may reveal information about your health or religious beliefs. We obtain personal information from your IP address and the operating systems and web browsers that you use to access our Websites. It enables us to identify which organisations have visited our Websites and we use this information to compile statistical data on the use of those sites to help us to improve the user experience.
We collect personal information directly from you, from our clients or other parties to a matter and their authorised representatives. We may also collect personal information from third parties such as your employer, other organisations that you have dealings with, regulators, government agencies, credit reporting agencies, publicly available records (including electronic data sources to carry out checks to enable us to comply with applicable law), information or service providers (some of whom may process your personal information on our behalf), third party platforms that we engage to host our training and events, recruitment agencies and other professional advisers. Your personal information may be collected in our contact database when you register to receive updates or we otherwise receive your contact details.
We may use a third party service provider to manage our contact database and deliver emails to inform you about our services, developments and updates and invite you to Collabio events (including those we may jointly host with other organisations).
You can control the information you receive or unsubscribe from mailing lists by contacting infoU@collabiohealthcare.com.
We will only use your personal information if and to the extent that applicable law allows. We will therefore only process your personal information if:
We may use your personal information to:
We will only retain your personal information for as long as is necessary for the purpose for which it was collected, including for the purposes of complying with any legal, regulatory, accounting or reporting requirements. Personal information processed in connection with our business acceptance processes and/or providing services will be retained in accordance with Collabio’s retention and destruction policy unless we agree otherwise with you, in writing.
We will only process special category information where the processing is necessary, for example to provide legal advice or comply with our legal or regulatory obligations.
We may share your personal information with our group companies (including joint ventures in which we have a significant ownership interest) and associated partnerships due to, for example, our shared IT systems and/or cross jurisdictional working on a matter. We use third parties who provide services on our behalf and will share your information with them, for example a technology supplier may have access to your personal information when providing software support, or a company we use for a communications campaign or to host our events may process the personal information of our contacts or attendees for us.
During the course of working with you or the organisation you work for we may use certain third party technology services to assist with our work on the matter. Where these services are integral to our work for you, we deploy them as a matter of course. We also use various ancillary services. The use of these integral and ancillary services may require your personal information to be held in the cloud on infrastructure managed by the relevant service provider.
We may also have to share your personal information with regulators, government and enforcement agencies, courts and other third parties.
To enable us to provide the services set out in this Privacy Notice, it is likely that we will transfer your personal information to countries outside the jurisdiction where you provided it or where we collected it, for example information that we collect through cookies or through your completion of our online forms. Therefore, if you are based outside the UK (for example, in the European Economic Area (EEA), Hong Kong or China), your data may be transferred to the UK and other third countries as set out below.
Your personal information may be accessed by our group companies and associated partnerships and third parties in countries whose laws provide varying levels of protection for personal information. Some of your personal information may be stored in a cloud located within or outside of the UK, the EEA or your own jurisdiction and managed by a third party service provider. Where we transfer your personal information outside the jurisdictions where our group companies are located, we will take reasonable steps to ensure that your information is treated securely and the means of transfer provide adequate safeguards.
We may share your personal information with third parties where:
You have certain rights that you can exercise under certain circumstances in relation to the personal information that we hold. These rights are to:
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once Collabio has received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
You will not, in general, have to pay a fee to exercise any of your individual rights set out in this Privacy Notice. However, we may refuse to provide access and may charge a fee for access if the relevant data protection legislation allows us to do so, in which case we will provide reasons for our decision as required by the law.
At all times, we aim to process your personal information to the highest standard and have appointed a privacy risk owner to oversee compliance with Collabio’s Privacy Notice and our use of your personal information. If you have a complaint or any questions about these notices or how we handle your personal information, please email infoU@collabiohealthcare.com.
If you are based outside the UK, you may also have the right to submit a complaint to the relevant supervisory authority in your jurisdiction.