Last updated 09/03/2024
This Privacy Notice explains what happens with any personal data we gather from you in relation to:
We recognise our obligations under data protection legislation and we are committed to keeping your personal data safe and secure.
You should read this Privacy Notice so that you understand how we will handle your personal data.
Our aim is to only use and hold your personal data in ways that you would reasonably expect us to.
We reserve the right to amend this Privacy Notice from time to time. If we amend this Privacy Notice we will make you aware of this via updates posted on our website.
We are CareScribe Ltd, based at 33b Springmeadow Lane, Uppermill, Oldham, OL3 6HW, company registered number 11309937.
Our registration number with the Information Commissioner’s Office is ZA775354.
If you have any questions regarding this Privacy Notice or how we process your personal data please contact us using the details below:
Data Protection Representative
[email protected]
“Personal data” is any information about an individual from which that individual can be identified. It does not include data from which an individual cannot be identified, for example anonymised data.
The types of personal data we may collect, use, store and transfer in relation to you may consist of the following:
Data Subject | Types of Personal Data |
Website visitor/user | IP address Data that the visitor/user chooses to disclose or upload when using our chatbot1 |
A Licensee of our Software (where the Licensee is an individual) or an individual employed by a Licensee of our Software (where the Licensee is a company or organisation) | Full name, address, e-mail, telephone number, position within company or organisation |
User of our Software (e.g. an individual Licensee or and employee or student) | Full name , e-mail address, Software usage data (e.g. time and date of Software download and activation).For Caption.Ed (but not TalkType Dictation) minutes of captioning used per user (for billing purposes). |
Assistive technology assessors | Name, address, e-mail, telephone number |
Individual making enquiries | Name, address, e-mail, telephone number |
 1We advise against uploading sensitive or special category personal data.
If you are under the age of 16, you are not allowed to use our software without adult supervision. We request that children do not provide us with any personal information. If you are under 16 years of age, you may use our services only with the presence and guidance of your parents or guardians.
Children who are under the age of 13 are not permitted to use our Services. Only parents or legal guardians are allowed to provide us with personal information about their children. By visiting our Site and/or using our Services, or by allowing children who are under the age of 13 to use our provided services, you are agreeing to the terms of this Privacy Policy and the accompanying Terms of Use.
If we learn we have collected Personal Information from a unduer the age of 13 without parental consent, we will delete that information as quickly as possible.
We may collect personal data about you from the following sources:
We use reasonable and up to date security methods to:
All personal data you provide to us is stored on our secure servers and in secure filing systems.
We have in place policies, procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction including procedures to deal with a security breach.
We will ensure your personal data is only accessible by those who need to see it for their specific role.
We will only transfer your personal data to a third party if that third party agrees to comply with our procedures and policies or if they have put in place equivalent policies and procedures of their own.
We will usually only process your personal data where:
The table below provides examples of the various ways in which we may use your personal data and which of the legal reasons we rely on when processing your personal data.
Data Subject | Purpose of Processing | Legal Reason for Processing |
Website visitor / user | To assist or improve the individual’s use of the website | Legitimate Interests |
License of our Software | To provide our Software for use by the Licensee; to process payments for Software licence fees; to enforce the terms of our Software licence. | Contracts Legitimate Interests Legal obligation |
User of our Software | To provide access to our Software; to improve our Software products and the user experience; to ensure all use of our Software is properly licenses. | Contracts Legitimate Interests Consent |
Assistive Technology Assessors | Providing details of our services/products | Legitimate Interests |
Individual Making Enquiries | Providing details of our services/products | Legitimate Interests |
We will keep the personal data we store about you accurate and up to date.
We will take every reasonable step to erase or rectify inaccurate data without delay.
Please tell us if your personal details change or if you become aware of any inaccuracies in the personal data we hold about you.
We will contact you if we become aware of any event which is likely to result in a change to your personal data.
You have the right to:
If you wish to exercise any of the rights set out above, you must make the request in writing to our Data Protection Representative. Please note some of these rights are restricted in some circumstances.
We do not conduct automated decision making (including profiling) in connection with your personal data.
Our personnel who need to access your personal data will view it in order that we can provide our services to you.
All of our personnel have received data protection training and understand the need to keep your personal data confidential and to use it only for legitimate purposes.
In addition to our own personnel, other personnel from our service providers may process your personal data on our behalf (for example, third party hosting companies; external software developers who assist us to further develop the Software).
We may disclose your personal information to third parties:
If your personal data is provided to any third parties you are entitled to request details of the recipients of your personal data or the categories of recipients of your personal data.
We carry out due diligence on our service providers / other third parties and make sure we have a contract with them which satisfies the requirements of data protection legislation.
Apart from the situations referred to above, we will not disclose your personal data to a third party without your consent unless we are satisfied that they are legally entitled to access your personal data.
We will not transfer your personal data outside the UK/ EEA unless such transfer is compliant with data protection legislation.
This means that we cannot transfer any of your personal data outside the UK/ EEA unless:
Our website uses cookies to distinguish you from other users of our website. These cookies sometimes process personal data. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website.
For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy which can be found at www.carescribe.io/cookie-policy/.
If you have any issues with our processing of your personal data and would like to make a complaint, you may contact us via our Data Protection Representative or the Information Commissioner’s Office on 0303 123 1113.
We reserve the right to change this Privacy Policy at any time by posting revisions on this web page. Such changes will be effective immediately upon posting and the most current version published on our website will apply.
Please be sure to check this page frequently for updates. If the Privacy Policy forms part of an agreement with you, we will contact you via email or other appropriate means if any changes are made.
This Privacy Notice was last updated on 01.02.2024