- Introduction
1.1 This Privacy Notice relates to users of the Virtual Science AI Ltd app. Virtual Science AI Ltd is a company registered in England and Wales with company number 13659736. Our registered office is at 20-22 Wenlock Road, London, England, N1 7GU.
1.2 We have appointed a DPO for the purpose of overseeing our compliance with data protection law. The DPO can be contacted by emailing support@virtualscienceai.com, and putting “FAO DPO” in the subject line.
1.3 We are committed to safeguarding the privacy of our users; this notice sets out how we will treat your personal information when you use our app. We are the data controller which means we are responsible for deciding how we collect and use your personal information.
2. What do we collect?
2.1 We collect data from your acceptance of the invitation to join the app (this gives us your contact details), and from the recorded virtual call. This includes any personal data you provide during the call, your email address, name, and the content you generated when using our platforms such as the navigation process, shared files, and text.
2.2 We may also collect your contact details from a client, where you are identified as an individual that they would like to participate in a meeting.
2.3 We will collect information about your use of the platform. This might include your device’s IP address, browser type, browser version, the time and date of the use, unique device identifiers and other diagnostic data. If you are using a mobile device, we may collect the type of mobile device you are using, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile internet browser you use, and unique devices identifiers.
2.4 We also collect scientific and medical literature data, examples of this include publications, papers, reports, product/project information.
2.5 We may also collect advisory forum interaction data such as recorded calls, files shared, and conversational text.
3 Why do we collect this information?
3.1 We collect this information to provide you with the services you have requested, which is for the purpose of scientific exchange benefits. We will use the data to:
- to provide scientific and patient insights;
- to provide any other results/insights requested by the client; and
- to further develop the effectiveness of our AI model.
3.2 The information we collect about your device and systems being used is for the purpose of assessing and improving the functionality of the app, and to give us insights into user behaviour to improve the app going forwards. Where possible, this information will be anonymised, but the use is only internal.
4. What is the legal basis for this?
4.1 The terms and conditions that you have agreed to when using the app form a contract between us. Where we are using the information you have provided for the purposes of fulfilling that agreement, then the legal basis that we rely upon is contract.
4.2 We will use your information to provide the scientific and patient insights requested by clients and to answer life science questions. When doing this we will rely upon the legal basis of public task.
4.3 It is a legitimate interest of ours to use your information for the purposes of improving the effectiveness of our AI model.
4.4 We may contact you from time to time in relation to our products and services. This is a legitimate interest of ours, and you can opt out of these communications at any time by following the instructions given, or contacting us via our DPO at support@virtualscienceai.com.
4.5 We may also use your information to deal with any feedback or complaint that you submit, or are submitted on your behalf. This is also a legitimate interest of ours in ensuring that our app operates effectively.
4.6 Finally, where we use technical information about your device and system to improve the services going forward, this is a legitimate interest of ours.
5. Who has access to the data?
5.1 We will share your information with our client, where it is necessary to provide the insight reports requested.
5.2 Our staff may have access to your data if they need it in the course of their duties.
5.3 We will share your information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
5.4 If ever in the future, we are considering restructuring the company, we may share your information with the other parties involved and with the relevant professional advisors. This is for our legitimate interest in making sure that potential buyers and partners have the information that they need about the company to facilitate the changes.
5.5 We may also share your information with third parties if we have a legal obligation to do so or for the purposes of fraud protection and credit risk reduction.
5.6 We may share your information with third party service providers who act on our behalf such as IT services providers and any professional advisers. Where it is necessary to do so, we may need to share your information with them, so that they can carry out the services we have requested.
6. Overseas Transfers
6.1 The personal data that you submit to us is stored securely on servers based within the UK.
7. How long do we keep the information?
7.1 We only retain your personal data for as long as necessary to fulfil the purposes we collected it for.
8. Your rights
8.1 You have various rights in relation to your information, including:
- The right to access the information we hold;
- the right to request rectification or erasure of the information that we hold;
- the right to request that we restrict what we are doing with your information;
- the right to object to what we are doing; and
- the right to request your information in a portable format.
8.2 Please note that some of these rights may not apply to the information that we hold about you, and we may need to collect some form of proof of identity before acting on your request.
8.3 If you would like to exercise any of these rights, or have any other questions about this notice, please contact our DPO at support@virtualscienceai.com, and add “FAO DPO” in the subject line.
8.4 You also have the right to make a complaint to the Information Commissioner’s Office about how we use your information, although we would ask that you get in touch with us first in order that we can try to put things rights. How to contact the Information Commissioner’s Office can be found at https://ico.org.uk/concerns/
