Privacy Policy

Last Updated: 03 May 2021

Sciensus Rare is part of the Healthcare At Home Group of Companies* and specialises in:

  • Clinical trials in the home
  • Medicines access
  • Bespoke supply chain management
  • Patient and family support
  • Outcome monitoring in the home

We are committed to ensuring that your privacy is protected. All personal identifiable information about you that you provide to us when you visit our website and / or that you provide to us in your general business dealings with us will only be used in accordance with this privacy notice.

This privacy notice sets out what information we collect from you, how we use it, why we need it, who we share it with and how long we keep it for.

Why we collect your information:

Collecting specific, relevant personal information is a necessary part of us being able to provide our service and manage our relationship with you. When we hold or use your personal information we do so as the Data Controller at the start of our engagement. From time to time we may need to update our privacy notice and you can be kept informed of all updates by revisiting this page.

What type of information we have:

  • Name – personal data
  • Job title – personal data
  • Email address – in the main your business information apart from your name
  • Telephone Number – your business information
  • Gender – personal data
  • Digital Signature including IP Address
  • Professional registrations and / or licenses
  • Username, login data
  • Records of your attendance at any events or conferences

We may also collect the following information about you and others:

  • Records of communication from, to or relating to you when we engage as part of our services to you.
  • We build close working relationships with all our customers. In doing so you may share other information such as date of birth for celebratory reasons (birthdays) or your personal interests (such as your hobbies).
  • You may share your patient information with us (i.e. their name, medicine product, dose, duration) which may be included on your national regulatory approval certificate used by us to validate regulatory approval by your national body if required. When sharing this information with us you confirm that you have the necessary lawful grounds to process this information and that you have met all GDPR obligations to share this data with us.

How we get the information and why we have it:

Most of the personal information we process is provided to us directly by you when you register with us so that we can provide our services to you. You may also provide us with your personal information as part of our general client engagement working relationship with you.

The information we receive from you about your professional registrations and / or licenses is required to validate regulatory approval by your national body if required.

We may from time to time receive and use referral information from other clinicians supplying contact details of other health professionals and key contacts. If you are a referring clinician, you are required to ensure when sharing information about others you inform them of this data sharing and provide a link / copy of this privacy notice. We can assist you with this if necessary.

What do we do with the information and why do we need it?

PurposePersonal Information UsedLawful Basis for Processing
To provide our service to you and to record your agreement to our terms and conditions.Contact details, job title, gender and digital signature including IP Address.This is necessary to enable us to properly administer and perform our contract for the provision of services (GDPR Article 6 1.b).
To validate your professional registration or license.Registration number or certificate, including patient name if required by your national regulatory body to grant approval to supply.Legal obligation: the processing is necessary for us to comply with the law – Good Distribution Practice of medicinal products for human use (2013/C 343/01)

(GDPR Article 6 1.c).
To enable you to register with us and to enter into a contract using our web services.Login data (username, email, password), preferred language, Contact Details.This is necessary to enable us to properly administer and perform our contract for the provision of services (GDPR Article 6 1.b).
To improve our service provision to you we will carry out customer surveys which will assist us with planning our quality service management approach.Customer Satisfaction Survey responses.We have a legitimate interest to enable us to improve the service we deliver to our customers (GDPR Article 6 1.f).

Who has access to the data?

Your personal information will be limited to designated Healthcare at Home group members of staff who work within Healthcare at Home and our International Customer Services team.

We may share your information with selected third parties, who we use to process your personal information on our behalf (e.g. our website host, our digital signature third-party provider). Where a third-party data processor is used / whenever your data is shared, we will ensure that they operate subject to contractual restrictions with regard to confidentiality and security in addition to obligations imposed by data protection legislation.

We may share information with regulators where we are required to do so for regulatory audit for a specific order.

We may also collect, use and share aggregate data for any purpose. This data is anonymous meaning that it will not be able to directly or indirectly identify you.

How we store your information:

Your information is securely stored in the UK. From time to time, this information may also be processed within the EU. When we share your data with other organisations within the Healthcare at Home Group, we do so with the protection of our Binding Corporate Rules (GDPR Article 47), ensuring the same level of security across our Group. We do not share your information with anyone outside of the EEA or the UK. 

We keep your registration information for 5 years (from the date you become registered with us) in order to meet our Good Distribution Practice obligations. Where your registration is unsuccessful and no orders placed, we will only retain your data for 6 months. Any of your information captured as part of our customer satisfaction surveys will be retained for a maximum of 6 months.

Your Rights:

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. We have the right to extend this period with two months where necessary. In such case, we will inform you thereof within one month with our reason for the delay.

If you would like more information about how we process your personal data or wish to make a request, please contact DPO@hah.co.uk or by telephone +44(0)800 917 4980.

How to complain:

If you are unhappy with how we have used your data you have the right to lodge a complaint with a supervisory authority that is either located in your country of residence, your place of work or the location of the processing of your data. The UK supervisory authority for data protection is the Information Commissioner’s Office (ICO).

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow          

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

A list of the supervisory authorities of each EU member state can be found here.

Healthcare at Home Group of Companies: If you are outside the UK, Sciensus International B.V. (a company registered in the Netherlands with Company registration number 34363537) is the contracting entity when you register on the Sciensus Rare Axcess Portal. If you are in the UK, Healthcare at Home Ltd (a company registered in England and Wales with Company registration number 02759609) is the contracting entity when you register on the Sciensus Rare Axcess Portal.   When processing your registration which contains personal data Healthcare at Home Ltd and Sciensus International B.V., act as Data Controllers in common.  Healthcare at Home Ltd is registered with the UK Supervisory Authority, (Information Commissioner’s Office) registration number Z6896758.  Also, Sciensus GmbH acts as a processor when processing your registration which contains personal data.

©2021 Healthcare at Home Ltd and Sciensus International B.V. All rights reserved.

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