Privacy Policy

Last Updated: 24/07/2024

1. Introduction

At Yoctobe Ltd (“we”, “our”, or “us”), we are committed to protecting the privacy and security of your personal information. This Privacy Policy applies to Promed HIS, our hospital information system, and explains how we collect, use, protect, and handle your personal data when you use our clinical and hospital management solutions and services.

Who we are: Yoctobe Ltd is a provider of AI-powered medical software, including Promed HIS, located at 49 Jamaica Street, Liverpool, L1 0AH, United Kingdom. Company No: 16256967.

About Promed HIS: Promed HIS is our modular hospital information system for clinics and hospitals — unifying electronic patient records, laboratory, pharmacy, imaging, telehealth and operational modules on one platform.

Our commitment: We are dedicated to maintaining the confidentiality, integrity, and security of any personal information about our users. Your privacy is of utmost importance to us, and we go above and beyond to ensure that your data is protected at all times.

2. Information We Collect

In the course of providing Promed HIS and our related services, we may collect various types of information:

2.1 Personal Identification Information

  • What: Your name, email address, phone number, and other contact details.
  • Why: To create and manage your account, authenticate your identity, and communicate with you about our services.

2.2 Professional Information

  • What: Your job title, organization, and professional credentials.
  • Why: To tailor our services to your professional needs and ensure that you receive the most relevant information and support.

2.3 Technical Data

  • What: IP address, browser type, device information, and other technology identifiers.
  • Why: To optimize our services for your device, troubleshoot technical issues, and enhance the security of our systems.

2.4 Usage Data

  • What: Information about how you use our services and interact with our systems.
  • Why: To improve our software, enhance user experience, and develop new features that meet your needs.

2.5 Health-Related Data

  • What: In the course of providing Promed HIS, we may process health-related data as instructed by our clients.
  • Why: To provide accurate and effective clinical workflow support as configured by your organisation.

Important Note: We do not collect more information than is necessary to fulfill the purposes outlined in this policy.

3. How We Collect Information

We collect information through various channels:

  • Direct Interactions: When you create an account, use our services, or communicate with us.
  • Automated Technologies: Through cookies and similar technologies when you use our website or services.
  • Third Parties: In some cases, we may receive information from third parties, such as your employer if they are our client.

4. How We Use Your Information

We use your personal information for the following purposes:

4.1 Provision of Services

  • To provide and maintain Promed HIS and related solutions
  • To process and complete transactions
  • To manage your account and provide you with customer support

4.2 Improvement and Development

  • To improve and personalize our services
  • To conduct research and development to enhance our capabilities in medical applications
  • To analyze usage patterns and trends to better understand how our services are used

4.3 Communication

  • To communicate with you about our services, including updates, security alerts, and support messages
  • To respond to your comments, questions, and requests

4.4 Legal and Security

  • To comply with legal obligations
  • To enforce our terms and conditions
  • To detect, prevent, and address technical issues or fraudulent activities

Important Note: We do not use your personal information for any purposes other than those specified in this policy.

5. Our Commitment to Data Protection and Security

Protecting your data is our top priority. We implement robust security measures to safeguard your personal information:

5.1 Encryption

All data is encrypted in transit and at rest using industry-standard encryption protocols.

5.2 Access Controls

We maintain strict access controls and authentication procedures to ensure that only authorized personnel can access your data.

5.3 Regular Audits

We conduct regular security audits and penetration testing to identify and address potential vulnerabilities.

5.4 Employee Training

All our employees undergo regular training on data protection and security best practices.

5.5 Compliance

We adhere to healthcare data protection standards such as HIPAA and GDPR, ensuring that your data is handled in compliance with applicable regulations.

6. Data Sharing and Transfers

We do not share your personal information with any third parties.

Your trust is important to us, and we believe in maintaining the confidentiality of your data. We do not sell, rent, or lease your personal information to any third party. Your data is used solely for the purpose of providing and improving Promed HIS and our related services.

In the rare event that we are required by law to disclose your personal information, we will notify you unless we are legally prohibited from doing so.

7. International Data Transfers

While we primarily store and process data within the United Kingdom, some of our technology providers may be located in other countries. In such cases, we ensure that any international transfers of data are conducted in compliance with applicable data protection laws, including the use of Standard Contractual Clauses approved by the European Commission.

8. Your Rights

We respect your rights over your personal data. Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Request deletion of your personal data
  • Object to or restrict the processing of your data
  • Data portability (receive a copy of your data in a machine-readable format)

To exercise these rights, please contact us using the information provided in Section 13.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. The criteria used to determine our retention periods include:

  • The length of time we have an ongoing relationship with you
  • Whether there is a legal obligation to which we are subject
  • Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation, or regulatory investigations)

10. Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small text files that are placed on your device when you visit our website. They allow us to remember your preferences and understand how you use our site.

You can manage your cookie preferences through your browser settings. However, please note that disabling cookies may affect the functionality of our website. See also our cookie policy.

11. Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child without parental consent, we will take steps to remove that information from our servers.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the new policy on this page and updating the “Last Updated” date. We encourage you to review this policy periodically to stay informed about how we protect your personal information.

13. Contact Us

If you have any questions about this Privacy Policy, our data practices, or if you want to exercise your data protection rights, please contact us:

Yoctobe Ltd
49 Jamaica Street, Liverpool, L1 0AH, United Kingdom

Email: contact@promedhis.com
Phone: +44 773 73 403 49
Business Hours: 09:00 AM – 06:00 PM (Local Time)

14. Supervisory Authority

If you are located in the European Economic Area and believe we are unlawfully processing your personal data, you have the right to complain to your local data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). However, we would appreciate the chance to address your concerns before you approach the ICO, so please contact us in the first instance.

Your privacy is important to us, and we are committed to addressing any questions or concerns you may have about our data practices promptly and transparently.