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Privacy Policy


Document Overview


© Copyright VacScene 2023 The information and ideas contained within this document are the copyright of VacScene.  No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying without written permission of VacScene.


Version Control

Version Author Date Comments

0.1 Wendy Francis 07/05/2018 First draft.

0.2 Wendy Francis 14/05/2018 Updated the following sections:


Personal Data That We Collect

How We Use Personal Data

Reasons We Share Your Personal Data

Retention of Personal Data

0.3 Wendy Francis 31/01/2023 Due to the audit review amended the following sections

Personal Data That We Collect

How We Use Personal Data

Reasons we share your personal data

Retention of personal data

How to access and control your data

Security of personal data

 Retention of personal data




Document Overview 2

Copyright 2

Version Control 2

Introduction 5

Personal Data That We Collect 6

How We Use Personal Data 7

Reasons We Share Your Personal Data 8

How to Access & Control Your Personal Data 8

Subject Access Request 8

Removal of Personal Data 8

Security of Personal Data 9

Retention of Personal Data 9

Changes to This Privacy Policy 10




Your privacy is important to us. This privacy statement explains what personal data VacScene Limited ("VacScene", "we") collects from you through interactions, through our services and how we use that data.

We are committed to protecting your data that we collect concerning you. By using our services, you agree to the use of the data that we collect in accordance with this Privacy Policy.

VacScene offers a wide range of services, from immunisation training and advice. References to Vacscene services in this statement include VacScene services, the website and devices.

This statement applies to VacScene's interactions with you and the services offered.

VacScene adheres to applicable data protection laws in the European Economic Area, which if applicable includes the following rights:

If the processing of personal data is based on your consent, you have a right to withdraw consent at any time for future processing

You have a right to request from us, a "data controller" as defined in the law, access to and rectification of your personal data

You have a right to object to the processing of your personal data

You have a right to lodge a complaint with a data protection authority


Personal Data That We Collect

VacScene collects data to operate effectively and provide you the best experiences with our services. You provide some of this data directly, such as when you register for a course, enquire about a course, contact us for support or attend a course. By registering for a service you are providing consent to receive future communication relating to the service offered.

We also obtain data from third parties. We protect data obtained from third parties according to the practices described in this statement, plus any additional restrictions imposed by the source of the data. These third-party sources vary over time, but have included:

Publicly-available sources such as open government databases or other data in the public domain.

" Commissioners of the service who are the controllers of the data

You have choices about the data we collect. When you are asked to provide personal data, you may decline. But if you choose not to provide data that is necessary to attend a course, you may not be able to use service.

The data we collect depends on the context of your interactions with VacScene, the course you register on, including any support enquiries you make whether it is through email, postal services or through the website contact us form. The data we collect can include the following:

Name and contact data. We collect your first and last name, email address, practice/organisation postal address, phone number and job title.

Payment data. We collect data necessary to verify payment information when registering for a course. This includes Account Number and Ref when sent via BACS transfer.

Contacts and relationships. We collect names and email addresses of the authorised practice management team, commissioners of our services such as primary care training hub, and secondary care commissioners. (Organisations, individuals, who are part of immunisation, communicable disease, public health fraternity)

How We Use Personal Data

VacScene uses the data we collect to operate our business and provide you the services we offer, which includes using feedback data through evaluation forms to improve our services. We also may use the data to communicate with you, for example, informing you about new course content

To carry out our obligations arising from any contracts entered into between you and us and to provide you with information, products and services that you request from us. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request to enter in to such a contract

We process this data to supply the goods and /or services you have purchased and to keep records of such transaction. Our lawful grounds for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract

Examples of such uses include the following:

Customer support. We use data to verify a delegate has attended a course and provide other customer care and support services.

Service improvement. We use data to continually improve our services, including improving course content or personalisation based on feedback received through an evaluation form.

Communications. We use data collected to communicate with you. For example, we may contact you by phone or email or other means to inform you when you are due a refresher course, future courses, update you or enquire about a support request, invite you to participate in a survey, or tell you that you need to take action to keep your account active. We also use feedback collated through evaluation forms for the website if consented to on the form. We communicate with commissioners of our service regarding immunisation courses. The legal basis for this processing is our legitimate interests, namely marketing our services.

To provide you or your employer organisation with information about services we offer and they can opt out of this by contacting

To notify you of any changes to our services. The legal basis for this processing is our legitimate interests, namely keeping you up to date of any changes that are you are interested in or have contracted to participate.

Reasons We Share Your Personal Data

We share your personal data with your consent or as necessary to complete any transaction or provide any services you have requested or authorised. For example, we share data with your practice manager if requested and verified to confirm you have attended a course or have secured a place on a course. We also share data with the commissioners of our services regarding courses and attendance


Additionally, we should share your data if required by applicable law or respond to valid legal process, including from law enforcement or other government agencies

How to Access & Control Your Personal Data

You can request to view, edit or delete your personal data via email for any VacScene services at anytime.

Subject Access Request

Please email your Subject Access Request (SAR) in writing to and we will process within 40 calendar days.

We will provide:


Confirmation whether any personal data is being processed

A description of the personal data, the reasons it is being processed, and whether it has been given to an authorised practice manager

A copy of the information comprising the data; and given details of the source of the data (where this is available)


Practice managers can request confirmation of the date a delegate attended a course, however no other details would be shared. The commissioners will request the date a vaccinators attended a course.

Removal of Personal Data

We would respond to any requests to remove personal data via email within 40 calendar days

Security of Personal Data

VacScene is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure. For example, we store the personal data you provide on computer systems that have limited access and are in controlled facilities. We store the attendance sheets and evaluation forms as hard copies.

Retention of Personal Data

VacScene retains personal data for as long as necessary to provide the services or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements. Because these needs can vary for different data types in the context of different services, actual retention periods can vary significantly. The criteria used to determine the retention periods include:


How long is the personal data needed to provide the products and operate our business? This includes such things as maintaining and improving the performance of those products, keeping our systems secure and maintaining appropriate business and financial records. This is the general rule that establishes the baseline for most data retention periods. We will retain the application forms and evaluation forms for three years, but will be required to keep records of attendance of each delegate for 6 years from the end of the last tax year.

We will retain data for commissioners according to their retention requirements.

We keep your data for 6 years from the end of the last tax year they relate to or the end of your membership or the expiry/termination of any contract we have with you.

Has the user provided consent for a longer retention period? If so, we will retain data in accordance with your consent. For example, opt-in for future courses and communication.

Is VacScene subject to a legal, contractual or similar obligation to retain the data? Examples can include mandatory data retention laws in the applicable jurisdiction, government orders to preserve data relevant to an investigation or data that must be retained for the purposes of litigation.

Changes to This Privacy Policy

We will update this privacy statement when necessary to reflect customer feedback and changes in our products. If there are material changes to the statement or in how VacScene will use your personal data, we will notify you either by prominently posting a notice of changes by publishing the privacy policy on their website. We encourage you to periodically review this privacy statement to learn how VacScene is protecting your information.