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Privacy Policy
About this document
This Privacy Notice explains what happens with any personal data we gather from you in relation to:
- your use of the Medincle website;
- your use and/or licensing of Medincle software for the purpose of augmenting spellchecking, dictation and word prediction functionality in other programs (Software); and
- any customer service, support, sales, reseller, website or other enquiries you submit to us.
We recognise our obligations under data protection legislation and are committed to keeping your personal data safe and secure.
You should read this Privacy Notice so that you understand how personal data connected with Medincle is handled. Our aim is to use and hold personal data only in ways that are lawful, fair, transparent and reasonably expected.
Medincle products and services are operated in practice by CareScribe Limited. For more detailed information about CareScribe’s front-facing operational handling of personal data, please see the relevant CareScribe privacy policies and notices linked from the Medincle website footer.
We may amend this Privacy Notice from time to time. If we amend it, we will make the updated version available on the Medincle website or through another appropriate route.
Who we are
Medincle Ltd is a company registered in England and Wales with company number 08416822.
Medincle’s registered office is Unit 2.3 Temple Studios, Temple Gate, Bristol, England, BS1 6QA.
Medincle’s registration number with the Information Commissioner’s Office is ZA082001.
In the current operating model:
- CareScribe Limited is generally the front-facing operator for Medincle products and services; and
- Medincle Ltd remains the owner of Medincle intellectual property and may retain or access limited personal data where lawfully required.
If you have questions about this Privacy Notice or how personal data is processed, you can contact:
- Privacy and security contact: [email protected]
What personal data do we gather about you?
“Personal data” means any information about an individual from which that individual can be identified. It does not include information from which an individual cannot be identified, such as anonymised data.
The types of personal data we may collect, use, store or transfer may include:
| Data subject | Types of personal data |
|---|---|
| Website visitor / user | IP address, cookie or website usage data, device/browser information and information submitted through website forms |
| Individual employed by a licensee of the Software, such as a member of staff within a university or organisation | Full name, address, email address, telephone number, role or position, organisation details and licence/account details |
| User of the Software, such as a student, employee or authorised end user | Email address, account or access details and limited usage or support information where relevant |
| Assistive technology assessors | Name, address, email address, telephone number and professional or organisation details |
| Individual making enquiries | Name, address, email address, telephone number, organisation details and enquiry content |
| Reseller, distributor, supplier or business contact | Name, role, organisation, email address, telephone number, commercial communications and relationship records |
How do we collect your personal data?
We may collect personal data about you from the following sources:
- information you provide to us via the Medincle website;
- information provided to us by your university, employer, customer organisation, reseller, distributor or other organisation so that you may access or use the Software;
- information you provide when licensing, accessing, using or enquiring about the Software;
- information you provide when contacting support, sales, customer service or privacy contacts;
- information generated through use of the website, cookies or similar technologies; and
- information created or retained as part of legal, finance, compliance, security, contract, reseller, legacy-system or transition records.
How do we store your personal data and keep it secure?
We use appropriate and up-to-date security methods to:
- keep your data secure;
- prevent unauthorised or unlawful access to your personal data;
- prevent accidental loss of, damage to, or unauthorised disclosure of your personal data; and
- ensure personal data is only accessible by people or organisations who need access for a legitimate purpose.
Personal data may be stored in secure systems used by Medincle, CareScribe or approved service providers. We maintain policies, procedures and technical and organisational measures designed to protect personal data from the point of collection to the point of deletion or destruction, including processes to deal with security incidents.
We will only transfer personal data to a third party where there is an appropriate lawful basis and, where required, appropriate contractual, security and data protection controls.
How and why we will use your personal data
We will usually process personal data where:
- processing is necessary to comply with legal obligations;
- processing is necessary for the performance of a contract, such as a Software licence agreement or related service arrangement;
- processing is necessary for legitimate interests, including the legitimate interests of Medincle, CareScribe, customers, licensees, resellers or other relevant third parties;
- processing is necessary for the establishment, exercise or defence of legal claims;
- processing is necessary to protect security, rights, property or safety; or
- we have consent, where consent is required.
Examples of how we may use personal data include:
| Data subject | Purpose of processing | Legal reason for processing |
|---|---|---|
| Website visitor / user | To operate, secure and improve the website and respond to website enquiries | Legitimate interests; consent where required for non-essential cookies |
| Licensee of the Software | To provide the Software for use by the licensee, process payments, administer licences, manage accounts and enforce licence terms | Contract; legitimate interests; legal obligation |
| User of the Software | To provide access to the Software and related support | Legitimate interests; contract where applicable |
| Assistive technology assessors | To provide details of services and products and manage professional communications | Legitimate interests |
| Individual making enquiries | To respond to enquiries and provide details of services and products | Legitimate interests |
| Reseller, distributor, supplier or business contact | To manage commercial relationships, reseller arrangements, support routes, billing, operational administration and compliance records | Contract; legitimate interests; legal obligation |
Where the legal reason for processing is the performance of a contract with you, if you do not provide relevant personal data, we may not be able to fulfil our contractual obligations and this may affect access to the relevant product, service or support.
We do not sell or rent personal data.
If you have questions about our legitimate interests for a specific processing activity, please contact us.
How we keep your personal data accurate
We will take reasonable steps to keep personal data accurate and up to date.
We will take reasonable steps to erase or rectify inaccurate personal data without undue delay where required.
Please tell us if your personal details change or if you become aware of inaccuracies in personal data held about you.
How long will we keep your personal data?
We will not keep personal data for longer than is necessary for the purpose or purposes for which it is processed.
Personal data will be deleted, destroyed, returned or anonymised when it is no longer required, subject to any legal, regulatory, tax, accounting, audit, security, dispute, contractual, legacy-system, IP-protection or transition retention requirements.
Retention periods may vary depending on the nature of the data, the relevant relationship, the product or service, legal requirements and whether an ongoing complaint, dispute, audit, investigation or compliance matter exists.
What rights do you have in respect of your personal data?
Depending on applicable law and the context of the processing, you may have the right to:
- request access to personal data we hold about you;
- request that inaccurate personal data be rectified;
- request that personal data be erased;
- request that processing of personal data be restricted;
- request the transfer of personal data to another controller;
- object to certain types of processing, including processing based on legitimate interests, automated processing and processing for direct marketing; and
- withdraw consent where the legal reason for processing is consent.
If you wish to exercise any of these rights, please contact [email protected]. We may need to verify your identity before responding.
Some rights are restricted in certain circumstances.
Automated decision-making
We do not conduct automated decision-making, including profiling, in connection with your personal data where this would produce legal or similarly significant effects.
Who will have access to the data we hold?
Personnel who need to access personal data may view it so that Medincle, CareScribe and approved service providers can provide products, services, support and business operations.
Personnel with access to personal data are expected to understand the need to keep personal data confidential and to use it only for legitimate purposes.
In addition to Medincle and CareScribe personnel, personnel from approved service providers may process personal data on our behalf or in connection with the relevant service. Examples may include hosting providers, software developers, CRM providers, support providers, payment or billing providers, communications providers, analytics providers, security providers and professional advisers.
We may disclose personal data to third parties:
- if we sell or buy any business or assets, in which case personal data may be disclosed to the prospective seller or buyer of such business or assets;
- if Medincle, CareScribe, or substantially all relevant assets are acquired by a third party, in which case personal data may be one of the transferred assets;
- if we are under a duty to disclose or share personal data to comply with legal obligations or to protect rights, property or safety;
- where disclosure is necessary to provide, support, administer, secure or improve the Software, website, products, services, reseller arrangements or customer relationships;
- where disclosure is necessary for legal, finance, tax, audit, insurance, compliance, security, transition, corporate or internal governance purposes; and
- with corporate affiliates, subsidiaries, or sister companies where reasonably necessary to fulfil business operations, provide or support products and services, manage customer, licensee, reseller, supplier or business relationships, administer finance, billing, legal, compliance, security, transition, corporate or internal governance activities, or otherwise operate the Medincle/CareScribe business model.
Where personal data is provided to third parties, you may be entitled to request details of the recipients or categories of recipients of your personal data.
We carry out appropriate diligence on service providers and other relevant third parties and put contracts or safeguards in place where required by data protection legislation.
Apart from the situations referred to above, we will not disclose personal data to a third party without consent unless we are satisfied there is a lawful basis for doing so.
Transferring your data outside the UK or European Economic Area
We will not transfer personal data outside the UK or European Economic Area unless the transfer is compliant with data protection legislation.
This means that personal data may only be transferred internationally where:
- an adequacy decision or adequacy regulation applies;
- the transfer is subject to appropriate safeguards, such as standard contractual clauses, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism; or
- an exception applies, including where explicit consent is validly obtained for the proposed transfer.
Cookies
The Medincle website may use cookies or similar technologies to distinguish users, operate the website, provide a good browsing experience and improve the website.
Some cookies may process personal data. Where required, consent will be requested before non-essential cookies are placed.
For more detailed information, please see the relevant cookies policy or cookie banner.
Relationship with CareScribe privacy policies
Medincle products and services are operated by CareScribe Limited. For more information about CareScribe’s front-facing handling of personal data in connection with Medincle products and services, please see the CareScribe Privacy Policy and CareScribe Privacy Notice for Medincle Products and Services linked from the Medincle website footer.
If there is a difference between this Medincle Privacy Notice and a more specific CareScribe privacy notice, customer contract or data processing agreement that applies to a particular product, service, customer, licensee or user relationship, the more specific document will apply to that processing to the extent appropriate.
Right to make a complaint
If you have any issues with the processing of your personal data and would like to make a complaint, you may contact us at [email protected].
You may also complain to the Information Commissioner’s Office. The ICO can be contacted on 0303 123 1113 or through https://ico.org.uk.
Last updated
Last updated: 3 July 2026.