Privacy Policy- Contract Management
This Privacy Policy applies to any collection and/or processing of personal data (hereinafter “Personal Data”) performed as a result of the contracting process initiated with Koa Health. All data collected will not be processed for any other reason than what is outlined in this policy.
Who are we?
The personal data controller is Koa Health Digital Solutions Limited, a company registered in the United Kingdom (registered number 13298286) with registered address at 55 Baker Street, London WU1 7EU, UK.
Koa is the Data Controller for purposes of all Personal Data collected and processed through the contracting process. Regardless of your location, your data will be processed as indicated in this Privacy Policy.
You can contact Koa at privacy@koahealth.com for any privacy related matter. The Data Protection Officer (Judith Vieberink) for Koa may be contacted at dpo@koahealth.com.
How do we use your personal data?
As part of the contracting process
When you enter into a contractual agreement with Koa, we require the following information in order to comply with the legal and contractual obligations:
- Contact data, such as:
- First name
- Last Name
- Company name
- Business email address
- Business phone number
- Business address
- Billing data, such as:
- Billing contact
- Billing email address
- Billing phone number
You will be solely responsible if these fields are filled in with false, inaccurate, incomplete or out-of-date information.
This information is collected to be able to put in place and maintain our contract with you and as part of the billing process. This information will also be used to comply with obligations and administrative requirements of public authorities.
How long do we keep your data?
We will keep the contract data with us for as long as the contract is still valid, and for a period of six years after the contract has ended, unless we are required to retain specific information by law for longer.
Will we make automated decisions that might affect you?
No, we will not make individualised, computerised decisions and/or create profiles with legal effects or significantly affecting you in a similar way.
Do we share personal data about you with others?
We do not share any personal information about you with other Data Controllers, unless we have your consent or obliged to by law. We may share some of your personal data with service providers for specific activities. We only authorise our service providers to process your information following our instructions. We make sure that our service providers erase all your personal information right after their services are finished.
Some of our service providers may be located outside the EEA, including in countries (such as the United States) whose level of data protection may not be the same as that of the country of origin of our customers. We take the appropriate measures to ensure those providers comply with EEA standards in every processing of personal data they perform on our behalf, by requiring guarantees such as Standard Contractual Clauses.
Internal team members shall process your personal data following professional responsibilities and contractual obligations only for the purposes established in this Privacy Policy. We take appropriate measures to guarantee the fair and confidential use of all personal data by our employees.
How do we keep your data safe?
Koa is responsible for ensuring the security, integrity and confidentiality of your personal information. Therefore, as part of our commitment and in compliance with current legislation, we have adopted the most demanding and robust security measures and technical means to prevent their loss, misuse or access without your authorisation.
Also, we promise to act quickly and responsibly in the event that the security of your data may be in danger, and to inform you if necessary
Your rights over your information
The data protection laws give you a series of rights regarding the personal information that we manage about you. Specifically, the rights of access, rectification, erasure, limitation, objection, portability, as well as not being subject to automated decisions and to removing your consent at any time.
You have the right to withdraw consent at any time, unless this is an obstacle to the proper development of and compliance with the contractual relationship between the parties.
You can exercise these rights by contacting us at privacy@koahealth.com. In the event that you decide to exercise one of these rights through a representative, it will be necessary to provide with the request, the documentation that proves this condition.
Effective From: September 28th 2023