Privacy policy

Last updated: February 2015

Best Doctors UK Ltd (“Best Doctors” or “we” or “us” or “our”), 68 King William Street, London, EC4N, 7DZ, United Kingdom, email: arco@bestdoctors.com respects the privacy rights of its customers and recognises the importance of protecting their personal information.

This Privacy Policy provides you with information about the collection and use of the personal information that you provide to us when you use our services. This Privacy Policy was last updated on the dated stated above. We may change this Privacy Policy from time to time so please feel free to check in with us every so often to be kept informed of any updates.

1. Information Collected and its Uses

1.1 What personal information do we collect?

Best Doctors only collects personal information that is necessary for us to be able to provide our services to you. Therefore the type and volume of personal information we collect varies according to the service. In general, to provide our services, we need to collect the following information from you: your personal (contact and identification) details, and information relating to your medical history. Personal information relating to your medical history will likely be sensitive in nature. You have explicitly consented to the collection of such information by signing the terms and conditions of our services and a specific authorisation for the collection of your medical records by us and subsequent overseas transfer. Best Doctors will put in place adequate safeguards for the protection of your personal information.

Best Doctors may also collect personal information such as contact and identification details of relatives or friends who may represent you. You confirm that you have informed them of our identity and the purposes (as set out below) for which their personal information will be used and that you have obtained their consent to sharing their information with us.

Best Doctors may record the telephone conversations it has with you to improve the quality of our services. You will be notified at the start of the telephone conversation that it may be recorded. In certain cases during a telephone conversation you may provide verbal authorisation for the following purposes:

  • to process your personal data to use the services;
  • to allow a third party to represent you during the provision of the services;
  • or to engage in promoting our services.

Such verbal authorisation shall only be asked for where it is not practical or possible to obtain written authorisation.

1.2 How do we use your personal information?

Best Doctors uses the personal information we collect from you to provide, improve and promote our services. This includes, but is not limited to, using the information:

  • To check your eligibility for the services;
  • To provide a virtual second opinion;
  • To recommend hospitals and/or doctors;
  • To send you management and administrative information such as changes to our services;
  • If required or permitted to do so by law.

2. Who has access to your personal information?

Best Doctors may share your personal information in the following circumstances:

  • we may disclose your personal information (including medical information) with your insurer only where you have requested a specific service whose purpose is to undertake an assessment of whether you are suitable for a particular insurance policy;
  • we may disclose your personal information to any law enforcement agency, court, regulator, government authority or other third party where this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party;
  • we may share your information with trusted third parties (including contractors and service providers) to help with certain functions of providing you with the services. We will share your information with these trusted third parties only to the extent required to help with these functions and only pursuant to binding contractual obligations requiring such third parties to protect this information;
  • we may share your information with our current or future parent company, any subsidiaries, joint ventures, or other companies under a common control ("Affiliates"), in which case we will require our Affiliates to honour this Privacy Policy. If our business is sold, we may share your information with the purchaser.

At no stage will we sell your personal information to third parties.

3. International data transfers:

In order to provide our services, your personal data may be transferred out of your country of residence and even the European Union, depending on where the medical provider is located. Some of these countries may not have the same level of data protection as where you reside. When we transfer your personal information internationally we will take reasonable steps to ensure it is treated in accordance with our Privacy Policy. We will request your authorisation for such an international transfer. Your personal information may be sent to our headquarters, Best Doctors Inc. in the United States of America. Best Doctors Inc. is qualified as a “safe harbor” according to the data protection laws of the United States of America and the European Union. Best Doctors Inc. may transfer your personal information to trusted third parties to help with certain functions of providing you with the services. This will be pursuant to binding contractual obligations requiring such third parties to protect this information.

4. Your rights

You can request a copy of any personal information that we hold about you (for which we may charge a small fee specified by law) and to correct any inaccuracies. You can also request that we delete your personal information, unless we are required or permitted to retain it by law. Please use the contact details listed at the beginning of this policy to email or write to us should you wish to exercise any of these rights. Please provide proof of your identity when making such a request.

5. Keeping your personal information up-to-date

In order to ensure we provide the best service, please report to us any changes to your personal data that might be relevant for provision of the services.

6. Requests on behalf of others

If you contact Best Doctors on behalf of a third party to request that the services be performed, for example, for the benefit of your child/ spouse/ neighbour/ friend, Best Doctors will only accept such a request if you can provide proof of authorisation from that third party. Such authorisation must also state that the third party has been duly informed about this Privacy Policy and consented to its provisions.

7. How long do we hold your personal information for?
Applicable legislation requires us to hold your personal information for certain periods of time, for example, 10 years in the United States of America and 15 years in the European Union. We safeguard your personal information using the measures described below.

8. How do we safeguard your personal information?
We are committed to protecting your personal information. We have appropriate technical and organisational measures in place to protect the personal information you provide to us against unauthorised or unlawful use and against accidental loss, damage or destruction. Such measures include but are not limited to:

  • Training staff on data protection;
  • Disposing of personal data in a secure manner;
  • Ensuring the physical security of the premises where personal information is processed;
  • Signing confidentiality agreements with staff, providers and clients;
  • Using effective password protection;
  • Encrypting or password protecting emails and other communications containing sensitive personal data;
  • Implementing a disaster recovery plan, that includes making backups of personal data; and
  • Undertaking regular data security audits in order to detect errors and implement improvements