Version: 1

Effective Date: 14 September 2020

Review Date: August 2020

The statement below (“Notice”) is directed to individuals (“You”/”Delegate(s)”)  who:

  1. Have been invited to attend to an event (“Event”) organized by  MDE Healthcare Services Ltd and/or its affiliates  (“we”/“us”/ "mdgroup") on behalf of its clients (“Sponsor”)
  2. Have been invited by the Delegate as a guest to either attend to the Event or merely accompany the Delegate

When you register to an event organized by us or otherwise liaise with us or use our mobile applications, you trust us with your personal data. We are committed to keeping that trust and this starts with helping you understand how your personal may be used.

We are following the principles of the General Data Protection Regulation and the Data Protection Act 2018. We are registered with the Information Commissioners Office.

We will only be contacting you once the Sponsor has communicated your personal data and therefore authorized us to do so. Sponsor may rely on different legal reasons to use your personal data (for example its legitimate interests).  

We have a legitimate interest in using your personal data as this would be necessary for us to be able to facilitate your attendance to the Event and perform our contractual obligations towards the Sponsor.

You may contact the Sponsor directly for more information about the use of your personal data. You can also contact our Data Protection Officer on the following email address for more information about our use of your personal data by contacting us at: [email protected].  

We may change this Notice from time to time. The most recent version of the Notice is the one provided to You when you register to an event.

 

Summary Details
Identity of the organisations
We are managing the organization of the event on behalf of the Sponsor and as such
  • Sponsor is the controller of your personal data
  • We are the processor of your personal data
Sponsor information: the Sponsor details will be provided on the invitation to the Event your receive from us
In the United States of America, our company details are:
MDE Healthcare Services Inc. 575 East Swedesford Road Suite 101 Wayne, PA 19087 United States of America
In Europe, our company details are
MDE Healthcare Services Ltd Building 329 Doncastle Road, Bracknell, Berkshire, RG12 8PE United Kingdom
Type of personal data used and where it may come from
  1. Categories of personal data we may collect from You
    • ID related information: passport details, full name, date of birth…
    • Contact details: email address, phone…
    • Travel related details: special assistance, dietary requirements, frequent flyer number…
    • Professional related details: employer’s information, job title, certifications/degree, medical field…
    • Information necessary for transfer of value purposes (applicable to healthcare professionals only): Unique Country identifier, tax ID
    • Emergency contacts
    • Financial details:bank details if we have been asked to process the reimbursement of your expenses by the Sponsor
    • Your personal feedback about the Event you attended to
    • Your signature: when we need to record your attendance as directed by Sponsor
    • The fact that you cannot attend to the Event
    • When you use our mobile applications: unique device identifier, access date and times
    • Health Related Information under certain circumstances, there may be a requirement to collect information about your health. E.g. symptom checkers in relation to COVID-19
  2. Where we collect your personal data from
    Some of your personal data can be shared with us when you
    • Register to attend to the Event
    • Communicate with us (via phone or email)
    • Provide some feedback about the Event
    • Use our mobile applications
    Some documentation we create to facilitate the Event may also include your personal data such as
    • Signature sheet
    • Agenda in case where you are invited as a speaker of the Event
    • Invite letter if you need a visa
    • If you are a healthcare professional where we need to report any costs relating to your attendance in the Event for compliance purposes (transfer of value)
    • Reimbursement form when we are covering your expenses as per Sponsor instructions and guidelines
    We may collect your personal data from other sources such as
    • The Sponsor which will provide us with the necessary information we need to invite you
    • Third party suppliers (for example those we work with to provide some of the Event related services including airlines, hotels, flight booking tool, supplier organizing your transfer from the airport)
    We may combine the information collected from these sources with other information in our possession
How will we use the information we collect about You
We may use your personal data for different reasons including:
  1. Organising the Event
    • Organising the Event and related services (such as travel, accommodation, visa)
    • Reimbursing the expenses you may have incurred when attending to the Event
    • Contacting you in relation to the Event
    • Supporting you with any Event related question
  2. Reporting to Sponsor about the Event or any query relating to you
    • getting your feedback once the Event is completed
    • Report to Sponsor the relevant information they need (i.e your attendance, transfer of value/benefit paid to you, your feedback, any emergency situation)
    • When you have chosen to exercise your rights under data protection laws
  3. In the event of an emergency
    • We may contact your emergency contact details
    • To protect your vital interests
  4. Marketing purposes only if you have consented for us to do so
  5. Safety and security
    • In order to prevent fraud or identity misuse we may use your data to verify your identity against our records
  6. Legal proceedings and requirements
    • We may use the information we collect to investigate or address claims or disputes relating to your use of our services, or as otherwise required by applicable law.
  7. To transfer your information
    • In the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this Notice, including your rights to access and choice.
Who do we share the data with – recipients
Some of our services require that we share information:
  1. Within mdgroup
    We may share information within our different entities around the world where only necessary for the purposes outlined above. For example the person at mdgroup dealing with your request for information may need to communicate some of your information to another person at mdgroup from another office to be able to answer to your questions.
  2. Third parties: business partners and service providers
    We may also share your information with service providers such as hotel, airlines, local transfer companies, event registration and hosting companies (in particular in the event of virtual meetings).
    In the event where we are also handling the visa process, we may share your data with other organizations including embassies and third party local providers helping us with this.
    Whenever sharing your information with third parties manipulating personal data on our behalf we ensure to the best of our abilities that appropriate safeguards are in place to protect your personal data, in particular with respect to your personal data transferred outside of Europe.
    Please note that some of these third parties may treat your personal data differently and have their own privacy notices (for example, airlines, hotels etc.).
    For more information on how your personal may be used by them, please check their respective privacy notices (for example on their websites)
  3. For legal reasons or in the event of a dispute
    We may share information within our different entities around the world where only necessary for the purposes outlined above. For example the person at mdgroup dealing with your request for information may need to communicate some of your information to another person at mdgroup from another office to be able to answer to your questions.
Transfers and storage of your data outside your home country
The Event may not be held in the country where you live and as such it may be necessary for us to share your personal data with
  • Our team based in one of our offices worldwide organizing the Event and arranging other services for you and across our different offices
  • Our selected service providers like the hotel, transfer company, airlines not based in your home country and who may need to have access to your some of your personal data to facilitate their services in relation to the Event
We will take all steps reasonably necessary to ensure that your personal data is treated securely, to prevent unauthorised access and misuse of personal data. We have put in place safeguards in relation to the transfer of personal data which would include, for example, entering into appropriate contracts that would govern the transfer of personal data.
You can request more information about the relevant safeguards we have in place, you can contact our Data Protection Officer using the contact details above.
How long do we keep your personal data for? Detention and deletion
We retain your information according to our retention policies unless the applicable legislation requires a longer/shorter retention period.
Our retention policies are always subject to applicable laws and are based upon the following criteria
  • The duration of our involvement in the services we provide
  • The need for our organisation to protect ourselves from legal claims and use these records as evidence when required
  • If there is an outstanding issue relating to you
  • In accordance with applicable laws that Sponsor may be subject to
  • In accordance with the instructions that are specifically be given by Sponsor
Your data - Your rights
  1. Right to access
    You have the right to request confirmation of your personal data we have processed, and where we do, to be provided access to the personal data. Providing the rights and freedoms of others are not affected, we will supply you a copy of your personal data. This service and, in particular, the first copy will be provided free of charge, but we reserve the right to charge a reasonable fee to cover administrative charges in the event of unreasonable, excessive requests from you
  2. Right to rectify/complete your data
    You have the right to request confirmation of your personal data we have processed, and where we do, to be provided access to the personal data. Providing the rights and freedoms of others are not affected, we will supply you a copy of your personal data. This service and, in particular, the first copy will be provided free of charge, but we reserve the right to charge a reasonable fee to cover administrative charges in the event of unreasonable, excessive requests from you
  3. Erasure of your personal data
    You have the right to request confirmation of your personal data we have processed, and where we do, to be provided access to the personal data. Providing the rights and freedoms of others are not affected, we will supply you a copy of your personal data. This service and, in particular, the first copy will be provided free of charge, but we reserve the right to charge a reasonable fee to cover administrative charges in the event of unreasonable, excessive requests from you
  4. Restrict our use of your personal information
    You have the right to request confirmation of your personal data we have processed, and where we do, to be provided access to the personal data. Providing the rights and freedoms of others are not affected, we will supply you a copy of your personal data. This service and, in particular, the first copy will be provided free of charge, but we reserve the right to charge a reasonable fee to cover administrative charges in the event of unreasonable, excessive requests from you
  5. Restrict our use of your personal information
    You have the right to request confirmation of your personal data we have processed, and where we do, to be provided access to the personal data. Providing the rights and freedoms of others are not affected, we will supply you a copy of your personal data. This service and, in particular, the first copy will be provided free of charge, but we reserve the right to charge a reasonable fee to cover administrative charges in the event of unreasonable, excessive requests from you
Please note that your rights under applicable laws will require the Sponsor to handle them with us
We respond to all requests we receive from individuals wishing to exercise their rights in accordance with applicable laws. We may ask to verify your identity in order to help us respond efficiently to your request or for security reasons.