Your privacy is important to you and Scotland Aeromedical respects your privacy. The information contained in this privacy notice applies to all our interactions with you for example through our website or the services that we provide to you. We encourage you to read this policy carefully and contact us if you have any concerns or questions about our privacy practices.
Who we are and what we do?
If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk/.
It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). When you visit our Site or use our services, you may correspond with us by phone, e-mail or otherwise and you may give us information that would be classed as personal data about you and others you are acting on behalf of. We may collect, use, store and transfer different kinds of personal data about you, when you do so, which we have grouped together as follows:
Identity Data which includes your first name, last name, username or similar identifier, marital status, title, date of birth and gender;
Contact Data which includes your billing address, delivery address, home address, email address and telephone numbers;
Health Data which includes any information about your health including your medical history and/or current health status including, but not limited to, data regarding test results, diagnoses and medications;
Financial Data which includes your bank account and payment card details;
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site;
Profile Data which includes your username and password for any accounts set up to access our products and services, purchases or orders made by you, feedback responses;
Usage Data which includes information about how you use our Site, products and service;
Marketing and Communications Data which includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Except for data about your health, we do not collect any Special Categories of Personal Data (as defined in GDPR) about you. This includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. Nor do we collect any information about criminal convictions and offences.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
Keeping your data secure
We know that data security is important to you and it is therefore important to us. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions in accordance with this policy and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. The procedures we have in place include procedures to:
protect data against accidental loss
prevent unauthorised access, use, destruction or disclosure
ensure business continuity and disaster recovery
restrict access to personal information
conduct privacy impact assessments in accordance with the law and our business policies
train staff and contractors on data security
manage third party risks, through use of contracts and security reviews
How we will collect your data
We use different methods to collect data from and about you including through:
Direct interactions. You may give us any of the categories of data identified above by filling in forms on our Site or by corresponding with us by phone, e-mail or otherwise. This includes personal data you provide when you:
register to use our Site;
make a request for our products or services;
request marketing communications to be sent to you;
give us some feedback.
Automated technologies or interactions. As you interact with our Site, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. We may also receive Technical Data about you if you visit other websites and apps employing our cookies.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as analytics providers, advertising networks and/or search information providers based inside OR outside the EU, including for example the United States;
Contact, Financial and Transaction Data (if applicable) from providers of technical, payment and delivery services based inside OR outside the EU.
Why we will use your data
The lawful bases for processing personal data are set out in Article 6 of the General Data Protection Regulation (GDPR). We may process your personal data on more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below. At least one of these must apply whenever we process personal data:
Consent: you have given clear consent for us to process your personal data for a specific purpose;
Contract: the processing is necessary for a contract we have with you (for example, to process and deliver goods or services to you and to manage our relationship with you), or because you have asked us to take specific steps before entering into a contract;
Legal obligation: the processing is necessary for us to comply with a legal or regulatory obligation (not including contractual obligations);
Vital interests: the processing is necessary to protect someone’s life;
Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;
Legitimate interests: the processing is necessary for our legitimate interests (for example to administer and maintain our website) or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us;
Healthcare provision: the processing of data concerning your health is necessary for us to provide you with a medical diagnosis and/or healthcare treatment.
Click here to find out more on the Information Commissioner’s Office website about the types of lawful basis that we will rely on to process your personal data. Generally we do not rely on consent as a legal basis for processing your personal data other than as described below.
However, where we do ask for your consent (for example in processing data relating to your health) we will do so in order to comply with the principle that any processing must be lawful, fair and transparent.
Disclosing your personal data
We may have to share your personal data with the parties below in order to provide our services to you. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Examples of our third parties include:
Sub-contractors for the performance of any contract we enter into with them or you. This may include third party clinical providers for example cardiologists who report on ECGs.
Service providers acting as processors who provide IT and system administration services;
Professional advisers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.
Regulators including the the UK Civil Aviation Authority (CAA) , European Aviation Safety Agency (EASA) and other national regulators including both those who have registered the pilot and also approved the AME such as Transport Malta Civil Aviation Directorate in the case of EASA medicals.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
How long we will keep your data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Generally, this means we will retain your personal data for as long as we are providing a service to you and/or as outlined by the relevant authority e.g. the UK CAA, EASA and other national regulators that have registered the pilot and approved the AME.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on this linkto access the Information Commissioner’s Office website to find out more about these rights:
If you wish to exercise any of the rights set out above, please contact us.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within 28 calendar days. Occasionally, it may take us longer than 28 calendar days if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.