Privacy policy

Effective Date: 10-Oct-2022
Last Updated: 15-Sep-2027

Omnimed Limited is committed to protecting your personal data. The purpose of this privacy policy is to explain how we will use any personal data we collect about you, the rights you have over any personal data we hold about you, and to tell you about the policies and procedures that we have in place to respect your privacy and keep your personal data secure. You can visit most pages on our site without giving us any information about yourself. But sometimes we do need information to provide services that you request this includes the placing of cookies.

Purpose of the Data Use

In accordance with the principle of data avoidance and data economy of the General Data Protection Regulation, we only collect personal data on our website when it is either required for your desired purpose, we are obligated to do so due to legal regulations or contracts, if we have a legitimate interest and/or if you voluntarily give us your consent.

When entering personal or business data (e.g. email address, name, address), the disclosure of your data is performed on an explicitly voluntary basis.

We process your contact and business-related data based on statutory regulations in connection with existing or pending business relationships. In addition, with your input, you declare your consent for the data entered to be collected, processed or used for the purpose designated by you. We process and save your provided data only as long as required for the intended purpose and delete these after fulfilling the purpose or after expiration of the respective retention periods. Collection, processing or use does not occur for any other purpose. Your consent for data use can be revoked at any time with effect for the future. Insofar as you refuse the use of the data, we hereby inform you that our services may only be usable to a limited degree.

The following are possibilities of how we can use the data:

Due to statutory regulations:

Execution of our General Terms and Conditions
Management of our business
Protection from or determination of possible fraudulent transactions
Owing to contractual purposes:
Payment processing for purchases and other services
Processing of your application documents

Due to your consent:

Making contact
Sending of samples, products and information
Delivery of other services that we have offered to you
If permissible by law, delivery of user-specific, unsolicited offers and information about the products and services of Omnimed Limited
Surveys on our websites
Development and provision of advertising that is adjusted to your interests
Owing to our legitimate interest:
Determination of the effectiveness of our advertising
Development of new products and services
Analysis of the use of our products, services and websites
Knowledge, how you reached our website

Changes to Our Privacy Policy

We reserve the right to change our privacy policy from time to time. Any such changes will be posted on this page so that we can keep you informed about how we process your personal data. We recommend that you consult this page frequently so that you are aware of our latest privacy policy and can update your preferences if necessary. Your continued use of our services shall constitute your acceptance of any revised privacy policy.

GDPR Updates

Our compliance with the Data Protection Act (DPA) will remain valid under the GDPR. We have responded to the steps from the Information Commissioner’s Office (ICO) to ensure we will comply with the new changes.

Information We Hold

We also receive information from your official purchase orders and corresponding e-mail with that attachment contained, which we process and hold securely within our database and email marketing provider.

We hold the following personal data fields;

Title
First Name
Middle Name
Last Name
Contact type
Email Address
Alternative Email Address
Telephone
Alternative Telephone
Mobile
Job Title
Job Function
Discipline
Department
ODS code
Hospital
Organisation Type
Organisation Telephone
Parent Organisation
Address
Region
Website
Rep
Source
Data Collected
Comments
Marketing Permissions
Order history
Activity history

Communicating Privacy Information

We keep this document up-to-date and date stamp it at the top.

Individuals' Rights

We ensure we can cover your individuals’ rights;

the right to be informed
the right of access
the right to rectification
the right to erasure
the right to restrict processing
the right to data portability
the right to object
the right to be subject to automated decision-making including profiling.

If requested, we can provide your personal data in a structured commonly used and machine-readable form and provide this information free of charge.

Subject Access Requests

In response to a subject access request;

We will not charge for complying with a request.
We will respond by email.
We comply within a month.

Lawful Basis for Processing Personal Data

We have identified the following lawful basis;

Consent
- You opt-in via our websites and will receive email marketing
- You opt-in via in person and will receive email marketing
Contract
- You purchase products for supply to your address

Awards and nominations

We collect and use personal information to organise, administer and promote our awards, including the Omnimed Sustainability Advocate of the Year Award.

Information we collect

This may include:

The nominator’s name, contact details, job title and organisation
The nominee’s name, contact details, job title, hospital, NHS Trust or organisation
Information about the nominee’s work, achievements and contribution to sustainability
Photographs, testimonials, documents and other supporting materials
Information relating to eligibility, judging, shortlisting, employer approval and publicity

We may receive this information directly from you or from someone nominating you.

Please do not submit patient-identifiable, confidential, commercially sensitive, special category or unnecessary personal information.

How we use award information

We may use this information to:

Receive and assess nominations
Contact nominators and nominees
Check the accuracy of the information provided
Confirm eligibility and willingness to participate
Administer the judging and shortlisting process
Obtain or confirm any necessary employer approval
Select and contact finalists and winners
Arrange and present the award
Announce finalists and winners
Maintain a record of previous finalists and winners
Respond to questions, concerns or complaints about the award

Our lawful basis for using this information is our legitimate interest in organising and administering the award, recognising work that supports sustainability in endoscopy and maintaining the fairness and integrity of the judging process.

Where we wish to use photographs, interviews, videos, testimonials or case studies for wider publicity, we will discuss this separately with the individual and obtain any necessary permission, consent or employer approval.

When someone else nominates you

If another person nominates you, we will contact you before shortlisting you. We will explain how we received and use your information, provide access to this privacy policy and confirm whether you wish to participate.

You may decline to participate. If you do, your nomination will be withdrawn and we will delete information that we no longer need, subject to any information we must retain to record your withdrawal or respond to an enquiry or complaint.

Who we may share award information with

Where necessary, award information may be shared with:

Members of the judging panel
Relevant personnel within Omnimed and the MedScience Group who are helping to administer or promote the award
Service providers helping us operate the nomination form, maintain our website, communicate with participants, arrange photography or produce the trophy and certificate
The nominee’s NHS Trust or employer where information or approval needs to be confirmed

We will only share the information reasonably required for each purpose. Personal information will not be sold or shared for unrelated marketing purposes.

The winner’s name, role, organisation, award citation and any approved publicity may remain on Omnimed’s website, social media channels, archived publications and other historical award materials for as long as they remain relevant to the history of the award.

Where consent has been provided for wider publicity, it may be withdrawn by contacting info@omnimed.co.uk. We will stop using the information in new publicity where reasonably practicable. However, we may not be able to remove printed materials, archived publications or content already shared by third parties.

Consent

We understand consent must be freely given, specific, informed and unambiguous. There are no pre-ticked boxes on our web forms. Where we are processing your personal data based on your consent, you may change your mind and withdraw your consent at any time.

Newsletter Data

Upon subscribing to our email newsletter, we securely store your email. If provided, we may retain supplementary information such as your name or postal address, which will be linked to your email profile. The processing of your email is specifically for sending the requested newsletter and relevant email marketing content. We do not share your data with third parties. Should you wish to discontinue receiving email communications, you can unsubscribe at any time by clicking the "unsubscribe" link available in all our email marketing campaigns.

Correcting, Updating or Removing your Personal Information

If your personal information is incorrect, changes or if you no longer wish to receive information from us, we will correct, update or remove your information as swiftly as possible. This can be done by contacting us at sales@omnimed.co.uk

Security Measures

We have taken extensive precautions to protect the security of your data. The data transmitted to us that you have entered e.g. in HTML websites (contact forms) are transmitted in an encrypted form (SSL - Secure Socket Layer) via the public data network to Omnimed Limited, where they are saved and processed.

This website uses SSL encryption for reasons of security and for the protection of the transmission of confidential contents, such as for example the inquiries that you send us as the website operator. You can recognise an encrypted connection by the fact that the address line of the browser changes from http:// to https:// and by the lock symbol in your browser line.

If the SSL encryption is activated the data, which you transmit to us, cannot be read by third parties.

Data Breaches

We understand the GDPR introduces a duty on all organisations to report certain types of data breach to the ICO, and in some cases, to individuals.

Data Protection Officers

Michael Morris will take responsibility for data protection compliance.