ExtraMed takes your privacy seriously and in accordance with the Data Protection Act 1998 and from 25 May 2018 the General Data Protection Regulation Regulation (EU) 2016/679.
This privacy notice tells you what to expect when ExtraMed (Data Controller) collects personal information. It applies to information we collect about:
VISITORS to our WEBSITE
When someone visits www.ExtraMed.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour. We do this to find out things such as the number of visitors to the various parts of the site, what browser they are using, when they come to the site, how many pages they visit and for how long etc. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
Use of cookies by ExtraMed
We use cookies – and tools that use cookies – to operate our website and to pursue our legitimate interest of better understanding, optimising and simplifying the experience of people who use the website. Cookies are small text files containing information about your browsing session (which pages you visited and when, for example) which are stored in your browser directory.
Each cookie we use has a specific function. Sometimes a particular cookie is essential to the working of the website. Most of the time on our site, they either record anonymous details of your visit or help you by remembering your details so it is quicker for you to download our case studies, reports or white papers.
We do not store personally identifiable information in the cookies we create. All data collected using a cookie will be anonymous and will not hold specific knowledge of who the visitor is.
These are the cookies we use on www.ExtraMed.co.uk:
- AddThis – AddThis is a tool that we use as part of our website. On our website we use a tool called AddThis to provide the ‘social share’ buttons on blogs and articles. This gives our site visitors an easy way to share our articles to their social media accounts. The AddThis tools uses a cookie to provide us with reporting on what content has been shared. For more information visit https://www.addthis.com/privacy/privacy-policy
- Google Analytics – These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors, where visitors have come to the website from, the pages they visited or similar information. Read Google’s overview of privacy and safeguarding data. To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
- Typekit by Adobe – We use Typekit (from Adobe) to enhance website typography. Adobe use cookies within Typekit to track usage statistics. For more information, visit Adobe’s Cookie Policy.
- LinkedIn Insight tag – The LinkedIn insight tag allows us to perform campaign reporting and unlock valuable insights about website visitors that may come via the campaigns we run on LinkedIn. For more information, visit LinkedIn.
Most web browsers are set by default to accept cookies. If you have visited our website and did not want cookies to be set, use your browser settings to delete the cookies. You can change your browser settings or use an add-on program to reject cookies in future.
We are committed to comply with the recent legislation changes for storing information on a user’s computer or mobile device which are detailed on the ICO website. We aim to be honest and clear about your privacy when using our website.
You can find out more about managing and deleting cookies from www.aboutcookies.org.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
Find out how to manage cookies on popular browsers:
- Google Chrome
- Microsoft Edge
- Mozilla Firefox
- Microsoft Internet Explorer
- Opera
- Apple Safari
To find information relating to other browsers, visit the browser developer’s website.
To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
Hubspot
Our Site also employs HubSpot, which collects personal identifying information by using javascript and cookies. It helps us analyse how visitors use the site and it helps users by remembering their details when they use forms so it is quicker and easier to contact ExtraMed or download documents (case studies, white papers etc). HubSpot’s products help us to identify returning website visitors and analyse email campaigns. Anonymous visitor tracking information may be shared with other HubSpot customers. For more information about HubSpot cookies, please visit legal.hubspot.com/privacy-policy.
We provide control options for all cookies on our website unless they are essential for its operation. Where some optional cookies are deactivated the user experience may be degraded.
E-newsletter and Marketing Communications
We use a third-party provider, Hubspot, to deliver our e-newsletters and emails. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.
To ensure our business to business marketing communications provide relevant information for recipients and can meet our legitimate interests of educating and informing our market and developing awareness of the contributions to healthcare which can be made by ExtraMed solutions we source current information about post holders with relevant responsibilities through Wilmington Healthcare Limited. Information sourced may include name, job title, types of responsibility held and contact details. For more information visit https://www.wilmingtonplc.com/privacy-policy. You have the right at any time to withdraw consent for this processing. Please let us know or follow the unsubscribe link if you no longer have an interest in information about ExtraMed and our services and products. We will retain the information while our legitimate interest use remains appropriate or until the lawful basis for use changes; for example you become a customer or we pursue discussions about an agreement for the provision of goods or services.
Online marketing, forms and reporting tool Hubspot
Contact and other forms on our website are implemented using Hubspot. This allows us to give site visitors access to documents such as reports, case studies, product information and thought leadership articles as well as add people who opt-in to receive email updates to our email system.
Business to business visitors who request information about a specific topic may be identified as having an interest in that topic and their information may then be processed for marketing communications purposes on the basis of legitimate interests. Please let us know or follow the unsubscribe link if you no longer have an interest in information about ExtraMed and our services and products. We will retain the information while our legitimate interest use remains appropriate or until the lawful basis for use changes; for example you become a customer or we pursue discussions about an agreement for the provision of goods or services.
Social media
We use Hubspot to track link clicks in our social media posts in order to help us understand what content is of most interest to our users.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
PEOPLE WHO REGISTER AS USERS OF ExtraMed BEDSIDE SYSTEMS
ExtraMed Limited (Data Controller) asks you to provide your name and date of birth so that we can set up and run your account and provide the bedside TV and phone service requested. We use the information so your service can move with you if you change beds or to another hospital with our services. We also use the information to keep our accounts and records, to help and manage our employees and to meet our legal obligations as a service provider. If you do not give us this information we will not be able to give you the services. If you have any questions about how we have used your information please call us on 0345 414 1234. You can also email customer.relations@extramed.co.uk.
We do not share your information with anyone unless we have to by law or regulation.
We keep your information for a year and a month after your service ends. You can ask what information we hold about you and to have your information corrected or removed. You can also ask us to restrict processing of your information or that your information is provided in a format suitable to give to another provider.
JOB APPLICANTS, CURRENT AND FORMER EMPLOYEES
ExtraMed is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at.
Job Applicants
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect our ability to process your application if you don’t.
Shortlisting
Our hiring manager’s shortlist applications for interview. Hiring Managers will not be provided with your name or contact details, unless you are invited for an interview As part of the interview phase you will be asked to attend our office with original documents to establish proof of your identity – we will take copies.
Assessments
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by ExtraMed.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
Conditional offer
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- For certain roles we will provide sufficient of your details provided to the DDC Online Service to confirm your criminal record status via the Disclosure and Barring Service, or Disclosure Scotland, which will verify your declaration of unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references.
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- National insurance number and P45/6
- Your legal status
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Vehicle details if required to drive for work
How long is the information retained?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. No use is made of automated decision making or profiling. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by email to recruitment@extramed.co.uk
DISCLOSURE OF PERSONAL INFORMATION
We do not share your information with anyone unless we have to by law or applicable regulation.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 14th May 2018.
How to contact us
If you want to request information about our privacy policy you can email us or write to: data.controller@extramed.co.uk.
ExtraMed Limited, Suite 3, 185 Fleet Road, Fleet, Hampshire, GU51 3BL
YOUR PERSONAL INFORMATION RIGHTS
ExtraMed tries to be as open as it can be respecting the rights of data subject with respect to their personal information. Dependent on the specific lawful basis for processing individuals can make ‘a request’ under the General Data Protection Regulation (EU) 2016/679 here. ExtraMed does not use automated decision making.
We will where appropriate and subject to suitable evidence of identity of the requestor be able to:
- confirm whether we are processing your data, what data we hold, the sources of information and basis of that processing,
- correct incorrect information,
- erase the information,
- restrict processing of the information,
- provide the information in a format suitable to transfer to another IT environment,
- cease using the data if you object to the processing, and
- the right to rectification.
COMPLAINTS OR QUERIES
ExtraMed tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of ExtraMed’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you are not happy with how ExtraMed has used your information you can complain to the Information Commissioner. You can also choose to complain to a different supervisory authority.
