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Privacy Policy

• Effective date 1 May 2018.
• Last updated 7 March 2023.

1. Hello there, I am David Petherick, trading as The Doctor is In (“The Doctor is In”) and welcome to my privacy policy. This policy sets out how I handle your personal information if you’re a customer or visitor to my web sites.
2. When we say ‘we’, ‘us’ or 'I' it means David Petherick, because that’s who I am, and I own and run the sites.
3. If I say ‘policy’ we’re talking about this privacy policy. If I say ‘user terms’ I am talking about the rules for using the sites.

The type of personal information I collect

4. I collect certain personal information about visitors and users of my sites.
5. The most common types of information I collect includes things like: names, email addresses, IP addresses, other contact details such as phone numbers, survey responses, blogs, payment information, support queries, blog comments, and web analytics data.

How I collect personal information

6. I collect personal information directly when you provide it to me, automatically as you navigate through the site, or through other parties when you use services associated with the sites.
7. I collect your personal information when you provide it to me when you complete an enquiry form or buy services from me, subscribe to a newsletter, email list, submit feedback, enter a contest, fill out a survey, or send me a communication.

Personal information I collect about you from others

8. Although I generally collect personal information directly from you, on occasion, I also collect certain categories of personal information about you from other sources. In particular:
   1. financial and/or transaction details from payment providers in order to process a transaction;
   2. third party service providers (like Google, LinkedIn, etc.), which may provide information about you when you link, connect, or login to your account with the third party provider and they send me information such as your registration and profile from that service. The information varies and is controlled by that service provider or as authorised by you via your privacy settings at that service provider; and
   3. other third party sources/ and or partners, whereby I receive additional information about you (to the extent permitted by applicable law), such as demographic data or fraud detection information, and combine it with information I have about you.

How I use personal information

9. I will use your personal information:
   1. To fulfil a contract, or take steps linked to a contract: in particular, in facilitating and processing transactions that take place on the site, like where you purchase a service from me.
   2. Where this is necessary for purposes which are in my, or third parties, legitimate interests. These interests include:
      1. operating the site;
      2. providing you with services described on the site;
      3. verifying your identity when you sign in to any of my sites;
      4. responding to support requests, and helping facilitate the resolution of any disputes;
      5. updating you with operational news and information about our sites and services e.g. to notify you about changes to our sites, website disruptions or security updates;
      6. carrying out technical analysis to determine how to improve the sites and services we provide;
      7. monitoring activity on the sites, e.g. to identify potential fraudulent activity and to ensure compliance with the user terms that apply to the sites;
      8. managing my relationship with you, e.g. by responding to your comments or queries submitted to us on the Sites or asking for your feedback or whether you want to participate in a survey;
      9. managing my legal and operational affairs (including, managing risks relating to content and fraud matters);
      10. training staff about how to best serve my user community;
      11. improving my products and services; and
      12. providing general administrative and performance functions and activities.
   3. Where you give me consent:
      1. providing you with marketing information about products and services which I feel may interest you; and
      2. customising my services and websites, like advertising or features that appear on the Site – where this involves the use of cookies or similar technologies – in order to provide a more personalised experience. See more information about use of cookies here.
   4. For purposes which are required by law.
   5. For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

When I disclose your personal information

10. I may disclose your personal information to the following recipients:
    1. companies or organisations that I am a director or officer of;
    2. manufacturers or providers of any items or services made available to you, so they can facilitate delivery and support, who may be located in any of the countries my products and services are available in;
    3. subcontractors and service providers who assist me in connection with the ways I use personal information (as set out above), in particular: website hosting providers which are located in the US and UK; technical and customer support services which are located in Scotland and the UK; marketing and analytics services which are located in the US, UK and Canada; security and fraud prevention services which are located in the US and UK; and payment processing services which are located in the US and UK;
    4. my professional advisers (lawyers, accountants, financial advisers etc.) who are located in Scotland;
    5. regulators and government authorities in connection with my compliance procedures and obligations;
    6. a purchaser or prospective purchaser of all or part of my assets or my business, and their professional advisers, in connection with the purchase;
    7. a third party to respond to requests relating to a criminal investigation or alleged or suspected illegal activity;
    8. a third party, in order to enforce or defend my rights, or to address financial or reputational risks;
    9. a rights holder in relation to an allegation of intellectual property  infringement or any other infringement; and
    10. other recipients where we are authorised or required by law to do so.

Where I transfer and/or store your personal information

11. My office is based in Scotland, which is currently part of the United Kingdom, so your data will be processed in the UK. Some of the recipients I have described in section 10 above, and to whom I may disclose your personal information, are based outside the UK in places like the US. We do this on the basis of your consent to this policy. In order to protect your information, I take care where possible to work with subcontractors and service providers who I believe maintain an acceptable standard of data security compliance.

How I keep your personal information secure

12. We store personal information on secure servers that are managed by us and our service providers, and occasionally hard copy files that are kept in a secure location in Scotland. Personal information that we store or transmit is protected by security and access controls, including username and password authentication, two-factor authentication, and data encryption where appropriate.

How you can access your personal information

13. You can access and amend some of the personal information that I collect about you by logging in to your account as part of our contact and booking mechanism provided by vCita. You also have the right to make a request to access other personal information I hold about you and to request corrections of any errors in that data. To make an access or correction request, contact our privacy champion using the contact details at the end of this policy.

Marketing Choices regarding your personal information

14. Where I have your consent to do so (e.g. if you have subscribed to one of our newsletters or have indicated that you are interested in receiving offers or information from us), I send you marketing communications by email or other methods about products and services that I feel may be of interest to you. You can ‘opt-out’ of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.
15. You also have choices about cookies, as described below. By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set, or to reject all cookies. If you choose to reject cookies some parts of our Sites may not work properly in your case.

Cookies and web analytics

16. For more information about how we use cookies, and for more general information on cookies, see http://www.allaboutcookies.org.
17. When you visit my Sites, there’s certain information that’s recorded which is generally anonymous information and does not reveal your identity. If you’re logged into your account some of this information could be associated with your account. I'm talking about the following kinds of details:
    1. your IP address or proxy server IP address’;
    2. the domain name you requested;
    3. the name of your internet service provider is sometimes captured depending on the configuration of your ISP connection;
    4. the date and time of your visit to the website;
    5. the length of your session;
    6. the pages which you have accessed;
    7. the number of times you access our site within any month;
    8. the file URL you look at and information relating to it;
    9. the website which referred you to our Sites; and
    10. the operating system which your computer uses.
18. I reserve the right to use third party advertising companies to serve ads based on prior visits to our Sites.  For example, if you visit our Sites, you may later see an advert for our products and services when you visit a different Site.

Information about children

19. Our Sites are not suitable for children under the age of 14 years, so if you are under 14 we ask that you do not use our Sites or give us your personal information (if you are a young tech wiz, please direct your nearest responsible adult to use the sites for you!). If you are from 16 to 18 years, you can browse the sites but you’ll need the supervision of a parent or guardian to subscribe to our newsletters. It’s the responsibility of parents or guardians to monitor their children’s use of our sites.

Information you make public or give to others

20. If you make your personal information available to other people, I can’t control or accept responsibility for the way they will use or manage that data. There are lots of ways that you can find yourself providing information to other people, like when you post a public message on a blog, or share information via social media. Before making your information publicly available or giving your information to anyone else, think carefully. If giving information to another user via our Sites, ask them how they will handle your information. If you are sharing information via another website, check the privacy policy for that site to understand its information management practices as this privacy policy will not apply.

How long I keep your personal information

21. I retain your personal information for as long as is necessary to provide the services to you and others, and to comply with our legal obligations. If you no longer want me to use your personal information or to provide you with services, you can request that I erase your personal information. Please note that if you request the erasure of your personal information I will retain information from deleted accounts as necessary for our legitimate business interests, to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce the terms of service and take other actions permitted by law. The information we retain will be handled in accordance with this Privacy Policy.

When I need to update this policy

22. I will need to change this policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to my privacy management practices.
23. When I do change the policy, we’ll make sure to notify you about such changes, where required. A copy of the latest version of this policy will always be available on this page.

How you can contact me

24. If you have any questions about my privacy practices or the way in which I have been managing your personal information, please contact the privacy champion in writing at Privacy Champion, Doctor is In, c/o David Petherick, 3 Craigcrook Terrace, Edinburgh EH4 3QN or send an email to david[at]doc[dot]scot
25. I am really glad you made it to the end of the privacy policy, because knowing this stuff is the best way to understand how your personal information is used and how to best manage it!

If you’re a user or visitor in the European Economic Area these rights also apply to you:

1. For the purposes of applicable EU data protection law (including the General Data Protection Regulation 2016/679 (the “GDPR”), we are a ‘data controller’ of your personal information.

How you can access your personal information

2. You are also entitled to ask me to port your personal information (i.e. to transfer in a structured, commonly used and machine-readable format, to you), to erase it, or restrict its processing. You also have rights to object to some processing that is based on our legitimate interests, such as profiling that we perform for the purposes of direct marketing, and, where we have asked for your consent to process your data, to withdraw this consent as more fully described below.
3. These rights are limited in some situations – for example, we can demonstrate that we have a legal requirement to process your personal information. In some instances, this means that we may retain some data even if you withdraw your consent.
4. Where we require your personal information to comply with legal or contractual obligations, then provision of such data is mandatory: if such data is not provided, then we will not be able to manage our contractual relationship with you, or to meet obligations placed on us. In all other cases, provision of requested personal information is optional.
5. If you have unresolved concerns you also have the right to complain to data protection authorities. The relevant data protection authority will be the data protection authority of the country: (i) of your habitual residence; (ii) of your place of work; or (iii) in which you consider the alleged infringement has occurred.

Both personal information and personal data have the same meaning in the context of this Privacy Policy.

• Doctor is In Terms of Use and Privacy Policy
• Effective date 1 May 2018.
• Last updated 7 March 2023.