Privacy Policy

This privacy notice was updated on 25th May 2018 to align with GDPR requirements.

Who are ‘we’?

We are OXCOG Limited, a company providing online Obstetrics & Gynaecology revision resources and courses. We are the Data Controllers for any personal data you share with us.

Where do we get your information from?

We receive your information in the following ways:

  • When you communicate with us in person, via a letter, email, telephone, or direct message via social media or live chat.
  • When you sign up to one of our mailing lists, or take part in competitions or promotions, or surveys.
  • When you subscribe to an online resource or purchase an online or face-to-face course.
  • When you use our websites and mobile apps, or interact with us via social media.

What information do we collect about you?

We may collect any of the following data about you:

  • Name, email address, address, telephone number.
  • Current level of study/job title or role, current medical institution, upcoming exam dates.
  • Order, subscription, transactional history and session usage data.
  • Digital identification data – e.g. browser type and version, cookies, app device ID, current device, operating system, version, internet service provider (ISP), IP address, domain name, device screen resolution.

How do we use your personal information?

  • To administer the purchase and delivery of our products and services.
  • To serve website content, relevant advertisements and communications to you.
  • For analytical, statistical or survey purposes to improve our services to you.
  • To answer and resolve queries.
  • To manage risk for ourselves and our customers.
  • To obey laws and regulations.
  • To exercise our rights as set out in contracts and agreements.

What are our legal grounds for using your personal information?

To read more about grounds for processing information, please view the ICO Website.

Consent

  • To collate customer feedback, industry knowledge and insight.
  • To send you emails from our non-customer mailing lists.

Legitimate Interests

  • To solve customer enquiries that arise through email, telephone, letters, social media direct messages or live chat.
  • To send marketing emails and surveys to current and previous customers.

Contractual

If you are a customer of ours, having subscribed online or purchased a resource or a course, we use your personal data for the following reasons:

  • To provide customer feedback surveys.
  • To serve website content to a specific customer.
  • To administer the website and our online products.
  • To notify customers of products or special offers that may be of interest.
  • To back up your data in case of disaster recovery.
  • For statistical or survey purposes to improve the website and services to users.
  • To store and backup user generated content.

It is a contractual requirement that you provide all data in the subscription process. If you fail to provide data or request erasure of data or restriction of processing during a subscription, we may be unable to deliver the service.

Legal Duty

  • For example, to ensure compliance with various regulations, e.g. taxation as administered by HMRC.

How long may we keep your personal information for?

  • As a customer, we will keep your data for as long as we need to, in order to administer your subscription, or deliver a course. After that date, we may keep your records on file for up to ten years for legal reasons and in order to contact you about relevant products, services and opportunities. You can unsubscribe from marketing emails at any time, however, this may impact your experience of an online subscription.
  • As an active subscriber to our mailing lists, we will keep your data indefinitely or until you request that it is deleted.
  • If you contact us via our enquiries email inbox, we will keep a record of that enquiry for up to two years. Social media direct messages are kept indefinitely, although you can request deletion of your data from those platforms at any time.
  • If you have provided your details on the basis of consent, we will tell you at that time how long we shall keep your data for.

Who do we share your personal information with and why do we do it?

We may share your data with a variety of third party suppliers. Please see the table below for further details.

 Name of Third Party Supplier  Details of Supply
 Mailchimp  Marketing / customer communication email platform
 Facebook  Social media platform
 Twitter  Social media platform
 LinkedIn  Social media platform
 Google+  Social media platform
 Instagram  Social media platform
 YouTube  Social media platform

 

Will we send your personal information outside of the EU?

  • In limited instances, we may share your data with selected, GDPR-compliant companies based outside of the EU. We will obtain your explicit consent prior to doing so.

Do we use computers to make automated decisions about you?

No. Should this ever change, we will notify you, and obtain your specific consent for this purpose.

Security

  • We strongly recommend you DO NOT send anything confidential to us by email.
  • We remind you of the importance of logging out of public devices. Ensure that any device you use to access our online subscriptions has enough security (e.g. PIN code) to stop unwanted users from viewing your personal data.

You have the right to be informed.

  • We have to tell you about the ways in which we collect and process your data, how long we will hold it for, who we share it with and what they do with it.
  • We have to tell you whether your data will be transferred out of the EU, where and whether it will be safe.
  • We have to tell you whether you will be subject to automated decision making.
  • We have to tell you what rights you have in respect of the personal data we hold about you, and the consequences of not providing your data.
  • We have to tell you what you can do in the event of your rights being violated.
  • We have to tell you where we obtained your data from if not directly from you.

You have the right of access.

  • We hold various types of personal information about you, as highlighted in this privacy notice. We are legally obliged to provide you with a copy of this data, should you request it.
  • We will try to resolve queries of this nature informally with you, if appropriate. This may involve telling you the information that you need via email, or over the phone.
  • If you have any doubt about the accuracy or lawfulness of the processing of your personal data, you have the right to make a ‘Subject Access Request’ (SAR).
    • In this instance, we (the Data Controller) must provide you with:
      • Confirmation that we are processing your data (if applicable).
      • Access to the data that we hold about you, in a reasonable, easily accessed format (e.g a pdf or spreadsheet).
    • We will provide this information to you within one month of receiving the request.
    • If the request is excessive or complex, we may extend the duration of this response period by two months, and reserve the right to charge a reasonable fee to cover administrative costs.
  • We will not provide personal data where it adversely affects the rights of other individuals, or is protected by legal privilege.

To request any information or make a SAR, please email admin@oxcog.co.uk

You have the right to rectification.

  • If you discover an error in the personal information that we hold about you, you have the right to rectification.
  • If you notify us of a rectification, we will, without undue delay, and within one month, correct the records that we hold internally, and with any third party data processors that we employ.
  • As with a Subject Access Request, If the request is excessive or complex, we may extend the duration of this response period by two months.

To exercise these rights, please email admin@oxcog.co.uk

You have the right to restrict processing.

  • If we dispute the fact that our information is inaccurate, and request more time to verify this, you have the right to request that data processing is restricted.
    • We need to inform you when this restriction is lifted, and ensure that third parties are restricted appropriately too, provided it doesn’t require disproportionate effort.

To exercise these rights, please email admin@oxcog.co.uk

You have the right to object.

  • You have the right to object to the following:
    • Direct marketing.
    • Processing for research or statistical purposes.
    • Processing based on legitimate interests.

To exercise these rights, please email admin@oxcog.co.uk.

You have the right to erasure.

  • If there is a problem with the underlying legality of the data processing activity, you may request that your data is erased.

To exercise these rights, please email admin@oxcog.co.uk

You have the right to data portability.

  • Due to the nature of our service, this right has limited applications. We can provide you with name, email address, and other such personal data you have registered with us, but you will appreciate we cannot divulge copyrighted material, e.g. questions.

To exercise these rights, please email admin@oxcog.co.uk

If you feel that your rights have been violated, you can make a complaint to OXCOG Limited by emailing admin@oxcog.co.uk. You also have the right to complain to the supervisory authority, the Information Commissioner’s Office, at www.ico.org.uk/concerns or telephone 0303 123 1113 for further information about your rights, and how to make a complaint.

How do I object?

You have the right to object to the following:

  • Direct marketing.
  • Processing for research or statistical purposes.
  • Processing based on legitimate interests.

You can object to data processing by emailing admin@oxcog.co.uk. If you wish to unsubscribe from marketing emails, simply click the unsubscribe link at the bottom of any email.

If you feel that your rights have been violated, you can make a complaint to OXCOG Limited by emailing admin@oxcog.co.uk. You also have the right to complain to the supervisory authority, the Information Commissioner’s Office, at www.ico.org.uk/concerns or telephone 0303 123 1113 for further information about your rights, and how to make a complaint.