Privacy policy - Client

At Consultly, we respect your right to privacy. Ensuring the protection of the personal data you and your Clients provide to us is our top priority.

Main definitions

Personal data is any information about you that, alone or in combination, allows the person collecting and processing such information (controller) to identify you as a natural person.

Processing of personal data means any operation performed on your personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

A data subject is any identified or identifiable natural person whose personal data is processed by the controller responsible for the processing.

Consent of the data subject is any freely given, informed and unambiguous expression of the data subject’s wishes, signifying agreement to the processing of that person’s personal data.

Who is the controller of my personal data?

The controller of your personal data is Consultly Ltd with the address of its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. If you have questions about our Privacy Policy or data protection on our Portal, please email us at contact@consultly.com.

Apart from the controller mentioned above, does any entity process my personal data in connection with my use of the Portal?

Consultly uses a payment processor – Stripe Payments Europe, Ltd. (hereinafter: “Stripe”) based in Ireland – to handle all payment processes (including data collection and processing). The data collected by Stripe may vary depending on the Specialist’s country of operations and its applicable regulations. You can get all up-to-date information about the types of data collected by Stripe, the legal bases, purposes, methods, duration and safeguards of their processing here: https://stripe.com/privacy.

Consultly may also make personal data available in order to fulfill statutory obligations (e.g., at the request of law enforcement agencies), to process claims, and to protect the rights, property (including intellectual property) and safety of individuals.

What data are processed when using the Portal and for what purpose?

Please remember that providing your personal data to Consultly is voluntary, which means that you are not obliged to provide it. However, the provision of personal data is necessary to use the portal. If you do not provide your personal data to Consultly, you will not be able to use features of the Portal.

At Consultly, we collect the following personal data:

• email address, provided with your voluntary consent to the Specialist for the purpose of receiving a payment/meeting link, when booking a consultation or when drafting a message to the Specialist on the Specialist’s page. Without it, we are unable to handle the appointment process through the Portal. If you have paid for a Consultation through the Portal, you will also receive a bill from Stripe, Inc. (https://stripe.com) − the service responsible for processing payments at Consultly – at the email address provided. The email address will be visible in the schedule and history of consultations in the account of the Consultly Specialist whose services you intend to use or have used with the Portal. By default, it is stored in our database until an account is deleted by the Specialist whose services you used with the Portal.
• forename and surname, provided with your voluntary consent to the Specialist for the purpose of receiving a payment/meeting link, when booking a consultation or when drafting a message to the Specialist on the Specialist’s page. Providing your name is not mandatory and is only intended to facilitate contact with the Specialist and the Specialist’s management of the Clients base.
• IP address, type of appointment, date, as well as start and end time of your appointment with the Specialist, so that we know if the appointment you made with the Specialist was successful and that can process your complaint if necessary. The date and time of the start of the appointment are also visible in the schedule and history of consultations in the account of the Consultly Specialist whose services you intend to use or have used with the Portal. By default, this data is stored in our database until an account is deleted by the Specialist whose services you used with the Portal.
• financial transaction details (amount, payment cardholder's name, payment card number, CVC code, postal code in certain cases), collected and processed with your voluntary consent by Stripe Payments Europe, Ltd. (Stripe) (https://stripe.com) where the consultation, as agreed between the Client and the Specialist, is a paid Consultation. In this case, refusal to provide the data prevents payment through the Portal. The amount of the transaction and information about it is also visible in the schedule and history of consultations in the account of the Consultly Specialist whose services you intend to use or have used with the Portal.

For more information about Stripe’s financial data processing, visit https://stripe.com/payment-terms/legal under “Financial Services Terms” and “Payment Terms” and read Stripe's Privacy Policy at https://stripe.com/privacy.

How long is my data processed when I use the Portal?

The personal data we process is deleted as soon as the purpose for which it was collected is fulfilled. Personal data that we process based on a subject’s consent is processed until such consent is withdrawn.

Please note that we are obliged to keep some data longer, as required by applicable laws (e.g., for billing, tax or claim purposes). In this case, we process the data for a period which is in accordance with applicable law.

Is my data transferred outside the European Economic Area?

Your data may be transferred to countries outside the EEA.

Is my personal data profiled?

Your personal data will not be processed by automated means, including profiling.

How is my personal data safeguarded?

To ensure the security of the processing of your personal data, including protection against unauthorized or unlawful processing and accidental loss, destruction or damage, we take, among other things, the following technical and organizational measures:

• access to the Specialist Account is password protected;
• passwords to the Specialist Account are encrypted;
• only the controller responsible for the personal data on the Portal has access to databases;
• connections on the Portal are encrypted using HTTPS/SSL protocols;
• backup databases are created;
• database keys are rotated.

Is information provided to the Specialist by the Client during video consultations, including sensitive data such as health, safe?

As a portal, we do not have access to the data the Client provides to the Specialist during video consultations, and therefore it is not processed by us in any way. Specialists are responsible for the safety and confidentiality of data concerning health provided by the Client during the video consultations, on the same basis as during an in-person visit. For our part, we ensure the security of the transmission of this data by establishing a network infrastructure that prevents third parties from intercepting the transmitted information. In accordance with the terms and conditions of the Portal, audio or video recording of consultations by either party without the written consent of the other party is prohibited. Consultly does not in any way enable or provide tools for either party to record consultations.

Is my data transferred to separate entities for marketing purposes?

Consultly does not transfer any personal data to other parties for marketing purposes.

Data collected by us automatically through third parties

For statistical purposes, Consultly collects some data automatically (including IP address, browser type, access time, operating system type, information about links that are clicked on or other actions taken on our Portal), using technologies that monitor actions taken on the website – i.e., Mixpanel and Sentry. This data is only material for statistical analysis and system error correction mechanisms, so this data is not combined in any way with other data you provide to us; thus we are not able to identify the data subject based on this data.

What cookies are used on the Portal?

A cookie is a text file containing information downloaded by your browser on your terminal device (computer or other mobile device) when you use our Portal. This information is then shared with us through your browser.

Consultly does not store Personal Data via cookies.

Consultly uses cookies to collect other, non-personal information. They are used to provide top-quality services, optimize the content available on the Portal, and for statistical purposes. These data are not personal data and do not uniquely identify the data subject.

Types of cookies used in Consultly:

1. Persistent cookies – stored even after a one-time visit to the Portal and,as a standard, used to obtain anonymous information about the User’s next visit to the Portal.

2. Analytical cookies – stored to allow Mixpanel to collect data about user behavior.

You can read about what data Mixpanel collects at https://help.mixpanel.com/hc/en-us/articles/115004613766-Default-Properties-Collected-by-Mixpanel .

If you refuse to use analytical cookies on Consultly, we will set a so-called opt-out cookie to remember your preferences and prevent us from sending you analytical content when you visit the Portal again.

You can read all the information about the cookies used by Stripe when handling financial transactions at Consultly at https://stripe.com/cookies-policy/legal.

What rights do I have regarding Consultly’s processing of my personal data?

Your rights in connection with their processing by Consultly vary depending on the law in your jurisdiction. If you live in the United Kingdom or the European Economic Area, you may request that we provide you with access to the data you have provided to us, rectify it, supplement it, and, with certain restrictions, erase it, restrict and stop its processing, or you may exercise the right to data portability. To do so, please send an email to: contact@consultly.com.

You also have the right to object to the processing of your personal data and to withdraw your consent at any time. However, the withdrawal of consent does not affect the lawfulness of the use (processing) of your personal data before its withdrawal.

To ensure the security of the processing of your personal data, in cases where we receive a request as mentioned above, we may ask you to provide additional information necessary to confirm your identity, such as an identity document with a recent photograph.

If you have reservations related to the processing of your personal data on the Portal, you may lodge a complaint with the President of the Personal Data Protection Office.

Final provisions

Stripe’s Privacy Policy available at https://stripe.com/privacy and Stripe’s Cookies Policy available at https://stripe.com/cookies-policy/legal is an integral part of this Privacy Policy.

Please note that we may update this privacy policy. If changes are made, we will notify you by email or through our Portal.

Any changes to this Privacy Policy become effective upon publication of the revised Privacy Policy. By continuing to use our Portal, you acknowledge that you have read and understand the latest version of this Privacy Policy.

If you have any questions, comments or concerns regarding this Privacy Policy, please contact our Data Protection Officer at contact@consultly.com.

This Privacy Policy is part of Consultly’s Terms and Conditions available here: Terms and Conditions.