At Medic Mentor, we are dedicated to providing a social healthcare network and online platform for healthcare professionals, both aspiring and current. Our Services offer valuable resources and opportunities for individuals to learn about the application processes for medical, dental, and veterinary schools, as well as opportunities to support their healthcare careers and develop skills that will positively impact their future practice. Our platform offers events, mentoring initiatives, and online networking opportunities for students and professionals to connect, share information, and learn from each other. Our Privacy Policy applies to all Members and Visitors to our Services. Members can engage with their network, exchange knowledge and professional insights, post and view relevant content, and find career opportunities. Some of our Services are viewable to non-members (“Visitors”). We use the term “Designated Countries” to refer to countries in the European Union (EU), European Economic Area (EEA), and Switzerland.

Our Privacy Policy, along with our Cookie Policy, applies to your use of all Medic Mentor Services. This includes our websites, online courses or books, events, related sites, apps, communications, and services. Off-site Services, such as our ad services, webinars on YouTube, newsletters, and other electronic publications, are also included, but services that state they are offered under a different privacy policy are excluded.

Medic Mentor Ltd. is the controller of your personal data if you reside in the “Designated Countries” and you are entering into the User Agreement with Medic Mentor. If you reside outside of the Designated Countries, Medic Mentor will still be the controller of your personal data. As a Visitor or Member of our Services, the collection, use, and sharing of your personal data is subject to this Privacy Policy, and any updates we make apply to your use of our Services after the “effective date.”

If we make any material changes to this Privacy Policy, we will provide notice through our Services or by other means, giving you the opportunity to review the changes before they become effective. If you object to any changes, you may close your account at any time by contacting us via our online contact form. We will delete your account and any personal information or data we hold for you within 28 days.

Information Posted by You or Others

Our Services may contain content posted by you or others that includes information about you, such as articles, posts, comments, and videos.

Data from Customers and Partners

We may receive personal data about you from our customers and partners, such as schools, universities, and other organizations, when you use their services in connection with our Services.

Related Companies and Third-Party Offerings

We respect your privacy and do not share your personal data with third parties. However, if you opt-in to receive information about third-party offerings, we may provide you with relevant information that we believe will benefit you.

We Monitor Your Use of Our Services

We collect usage data, including your visits and interactions with our Services, such as when you view or click on content, perform a search, or share articles. We use log-ins, cookies, device information, and IP addresses to identify you and track your use.

Collection of Data through Cookies and Similar Technologies

We use cookies and similar technologies, such as web beacons, pixels, ad tags, and device identifiers, to recognize you and/or your device(s) across different Services and devices. We also allow third parties to use cookies in accordance with our Cookie Policy. You can control cookies through your browser settings and other tools, and opt-out of our use of cookies that track your behavior on other websites for third-party advertising purposes. Visitors can opt-out of our use of cookies by sending a request using out online contact form.

We Collect Information When You Communicate with Us

We collect information about you when you send, receive, or engage with messages in connection with our Services. We may also use automatic scanning technology to ensure the safety of our users and visitors.

We May Receive Information from Your Employer, University, or School

When your employer, university, or school purchases our Services for your use, they may provide us with personal data about you, including your contact information, to facilitate your use of the Services.

We continually improve our services, which may result in changes to our privacy policy

As we continue to improve and add new features to our Services, we may collect new information and develop new ways to use it. If we make any material changes to our Privacy Policy, we will notify you and update the Policy accordingly.

At Medic Mentor, we use your data to provide, support, personalise and develop our Services. The way we use your data depends on which Services you use and how you use them. We use the data we have about you to provide and personalise our Services, including ads, so that they can be more relevant and useful to you and others. In this section, we’ll outline how we use your data for each of our Services.

Our Services are designed to help you connect with others, find and be found for application and career opportunities, stay informed, get training and be more productive. To achieve this, we use your data to authorise access to our Services.

Stay Connected

Our Services allow you to stay in touch and up to date with colleagues, mentors, and other healthcare professional contacts. To do so, you can choose to connect with other Members and exchange professional opportunities. You can also choose to invite others to join our Services or allow them to become your ‘friend’. When you invite someone to connect with you, your invitation will include your name, photo, and contact information. We’ll send invitation reminders to the person you invited. You can choose whether or not to share your own list of connections with your connections.

Visitors have choices about how we use their data. For example, if you wish to unsubscribe, you can simply reply to Medic Mentor email communication stating that you would like to unsubscribe or submit your request to us via our online contact form. Your personal data will be erased from our databases.

Stay Informed

Our Services allow you to stay informed about news, events, and ideas regarding professional topics you care about, and from Mentors you respect. Our Services also allow you to improve your professional skills or learn new ones. We use the data we have about you, such as data you provide, data we collect from your engagement with our Services, and inferences we make from the data we have about you, to recommend relevant content, events, news, learning resources, and opportunities on our Services. For instance, if you let us know that you are interested in a new skill, we’ll use this information to personalise content in your feed, suggest certain members for you to follow on our site, or recommend related learning content to help you improve that skill.

Career

Our Services enable you to explore careers, evaluate educational opportunities, and seek out, and be found for, career opportunities. We’ll use your data to recommend CV boosting opportunities or events that support your career progression in medical, dental, and veterinary careers, and inform you of external information that is highly relevant to your UCAS applications. We may also use automated systems to profile and provide recommendations that help make our Services more relevant to our Members, Visitors, and customers. Keeping your profile accurate and up-to-date may help you better connect to valuable opportunities and Mentors through our Services.

Productivity

Our Services allow you to collaborate with colleagues, search for potential Mentors, and other partners who can support you on your career journey. Our Services also allow you to communicate with other Members and schedule and prepare meetings with them.

Our Services offer users the opportunity to pay for and register for a variety of events, courses, conferences, summer schools, professional networking events, and lectures.

When customers register to attend an event or course, or order a book or subscription, they agree to our service terms and are required to provide us with personal information to process their booking, purchase, or subscription. We will not use their personal information to provide marketing information unrelated to their event or purchase unless they opt-in by creating a Medic Mentor account and indicating that they would like to receive information about related products and career opportunities, such as competitions, applications for specific positions or programs run by Medic Mentor, and electronic learning resources and newsletters.

We facilitate communication between members and contact them via email, mobile phone, messages to their Medic Mentor account inbox, notices posted on our websites or apps, and other ways through our Services, including text messages and push notifications. We send messages regarding the availability of our Services, security, service-related issues, how to use the Services, network updates, reminders, career suggestions, and promotional messages from us and our partners. Members may change their communication preferences at any time. However, please note that they cannot opt-out of receiving service messages, including security and legal notices.

We enable communication between members through our online platform on the Medic Mentor website.

We display tailored ads on and off our Services. Members can choose whether to receive personalized ads, but they cannot opt-out of seeing other ads outside of the Medic Mentor website.

We use data from advertising technologies on and off our Services, like web beacons, pixels, ad tags, cookies, and device identifiers, as well as Member-provided information (e.g., profile, contact information, title, and workplace/school/university), and data from their use of our Services (e.g., search history, feed, content they read, who they ‘friend’ or accepted ‘friend’ requests from, group participation, page visits, videos they watch, clicking on an ad, etc.) to target (and measure the performance of) ads to Members, Visitors, and others, directly or through a variety of partners.

We do not share personal data with any third-party advertisers or ad networks for their advertising except with the Members’ separate permission (e.g., lead generation form) or data already visible to any users of the Services (e.g. profile).

We promote our Services to Members and others.

We use data and content about Members for invitations and communications promoting membership, network growth, engagement, and our Services.

We’re here to help you with any issues you encounter.

If you experience any problems or issues with our Services, our customer support team may use your data (including your communications) to investigate and resolve them. We may also employ virtual assistants provided by Time etc. to assist with administrative tasks. Rest assured that your personal information will be kept within the Medic Mentor organization and shared only with our GDPR-trained staff.

We use data to gain insights.

We use your data to create and share aggregated insights that do not identify you personally. These insights help us better understand our members, their professions, and the effectiveness of our programs and services. We may also publish our findings (containing anonymized participant data) in scientific papers to contribute to the understanding of medical education and mentoring.

We use data to maintain security and investigate potential fraud.

We may use your data (including your communications) if we believe it’s necessary to maintain security or to investigate possible fraud or other violations of our User Agreement or Privacy Policy. This includes any attempts to harm our members or visitors.

Your profile information and any content you post, like, follow, comment, or share on our Services will be visible to Medic Mentor staff.  Messages that you share with other students and members of the organisation on Slack will also be visible to other members contained within that group.

Profile

Your profile will be fully visible to Medic Mentor staff. Depending on your settings, it may also be visible to Medic Mentor members or people outside of our Services, such as Visitors or users of third-party search engines.

Posts, Likes, Follows, Comments, Messages

Our Services allow for viewing and sharing of information, such as through posts, likes, follows, comments, and messages.

When you publicly share an article or a post, it can be viewed and re-shared by anyone. Your publicly shared content, including your name and photo (if provided), can be found and seen by Members, Visitors, and others. Posts in a group are visible to other members of the group, and your group membership is public information that is part of your profile. You can change the visibility of this information in your account settings. Any information you share on companies’ or other organizations’ pages on our Services will be viewable by them and others who visit those pages. When you follow a person or organization, your profile will be visible to others and to the owner of the page. We let senders know when you take action on their message, subject to your applicable settings. When you like, re-share, or comment on someone else’s content, others will be able to view these actions and associate them with you (e.g., your name, profile, and photo if provided).

Members may use third-party services to store their communications outside of our Service.

Some Members may choose to archive their communications and social media activity using third-party services. For example, if you link your profile to your email account, you may receive notifications of messages or friend requests that you may wish to store in your email account.

We may use third-party providers to help us with our Services.

We may use third-party providers for tasks such as maintenance, analysis, audit, payments, fraud detection, marketing, and development. These providers may have access to your information as necessary to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose. For example, we use Gmail accounts to send and receive email communications from our customers, and personal data may be stored on Gmail servers as a result. We also use Feel Design software to manage subscriber lists for email campaigns, and only emails and first names of members who have consented to receive our newsletter and information will be stored on Feel Design servers. Both Google and Feel Design have taken steps to be GDPR compliant, and Medic Mentor cannot be held responsible for any GDPR-related issues affecting Google, Gmail, Airtable or Feel Design.

At times, we may be required by law or have a good faith belief that disclosure of your personal data is necessary to investigate, prevent, or take action against illegal activities, protect our rights and safety, and that of our Members and others. In such cases, we may need to share your information when required by a subpoena or other legal process. We make efforts to inform our Members about any legal demands for their personal data unless prohibited by law or court order or in emergency situations. While we may challenge such demands when necessary, we do not guarantee to challenge every demand.

In the event of a sale, merger, or change in control of our business, we may share your personal data as part of this transaction or in preparation for it. However, any entity that buys us or part of our business will be bound to use your data only in accordance with this Privacy Policy unless you agree otherwise.

We keep your personal data as long as necessary to provide you with our Services and while your account is open. This includes any data you or others provided to us, as well as data generated or inferred from your use of our Services.

You have choices about how your data is collected, used, and shared. We provide settings for you to control and manage your personal data, including options to delete or correct data in your profile, control the visibility of your posts, and manage communication and advertising preferences.

You also have the right to:

• Request the deletion or erasure of all or some of your personal data by submitting your request to us via our online contact form.
• Edit or update some of your personal data through your account or ask us to correct it if it’s inaccurate
• Object to or limit the use of your personal data, or ask for a copy of your personal data in machine-readable form

Visitors can make these requests via our online contact form, and we will consider your request in accordance with applicable laws.

When you close your Medic Mentor account, your personal data will stop being visible to others within 24 hours. We generally delete closed account information within 30 days, unless we need to retain it to comply with legal obligations, meet regulatory requirements, prevent fraud and abuse, enforce our User Agreement, or fulfill your request to “unsubscribe” from further messages.

If you’ve shared information with others, such as through messages, updates, or group posts, that information will remain visible even after you close your account or delete the information from your own profile. We do not control data that other Members copied out of our Services, and groups content and ratings or review content associated with closed accounts will show an unknown user as the source. Your profile may continue to be displayed in search engine results until they refresh their cache.

We take the security of your data seriously and have measures in place to protect it. We encourage you to use the security features we provide.

To protect your data, we have implemented various security measures such as HTTPS and regularly monitor our systems for potential vulnerabilities and attacks. However, we cannot guarantee that unauthorized access, disclosure, alteration, or destruction of your data will not occur despite our best efforts.

We only collect, use, and share your data when we have a lawful basis to do so. You have the right to make choices about your data.

We will only collect and process your personal data when we have a lawful basis to do so, such as with your consent or when it is necessary for us to fulfill our contract with you. If you have any questions about the lawful bases we use for collecting and processing your data, please contact our Data Protection Officer via our online contact form. You can withdraw your consent or object to our use of your data where applicable.

We respect your choices when it comes to direct marketing.

We will not share your personal data with third parties for their direct marketing purposes without your permission.

We are here to help you with any questions or concerns you may have.

If you have any questions or complaints about this Policy, please contact us using our online contact form. If we cannot resolve your complaint, you may contact the EU Data Protection Authorities.