Privacy Policy

POCUS Wales (“POCUS Wales”, “we”, “us”, or “our”) respects your privacy and is committed to protecting the personal information you provide when using our website.

This Privacy Policy explains what information we collect, how we use it, how we protect it, and the rights you may have in relation to your personal information.

POCUS Wales is an educational platform providing Point-of-Care Ultrasound (POCUS) education, clinical cases, courses, and learning resources for healthcare professionals.

1. Who We Are

POCUS Wales operates the website:

pocuswales.com

For privacy-related enquiries, you can contact us at:

Email: events@pocuswales.com

If the organisation’s legal name or contact email changes, this Privacy Policy will be updated accordingly.

2. Information We Collect

We may collect personal information that you voluntarily provide when you interact with our website.

This may include:

• Your name

• Email address

• Information provided through our contact forms

• Course or training enquiries

• Messages and correspondence you send to us

• Information you provide when registering interest in courses or educational activities

We may also collect limited technical information automatically when you use our website, such as:

• IP address

• Browser type

• Device type

• Operating system

• Pages visited

• Approximate usage information

• Date and time of website visits

The exact information collected may depend on the website features and third-party services in use.

3. How We Use Your Information

We may use your information to:

• Respond to enquiries

• Communicate with you about courses and training

• Process course or registration enquiries

• Provide information you have requested

• Manage communications with learners and healthcare professionals

• Improve our website and educational resources

• Maintain website security and functionality

• Understand how visitors use our website

• Meet legal and regulatory obligations

• Prevent misuse, fraud, or security issues

We will only use personal information where we have an appropriate legal basis to do so.

4. Legal Basis for Processing

Depending on the circumstances, we may process personal information on one or more of the following legal bases:

Consent

Where you have given us permission to use your information for a specific purpose.

You may withdraw consent where consent is the basis for processing.

Legitimate Interests

Where processing is reasonably necessary for operating and improving our educational platform, responding to enquiries, maintaining security, or managing our relationship with users.

Contract

Where processing is necessary to take steps at your request or to provide a course or other service you have requested.

Legal Obligation

Where we are required to process or retain information to comply with applicable legal obligations.

The appropriate lawful basis depends on the specific circumstances of the processing.

5. Information Submitted Through Contact Forms

If you contact POCUS Wales through a website form, the information you provide may be used to respond to your enquiry.

Please avoid submitting unnecessary confidential or sensitive medical information through general contact forms.

POCUS Wales is an educational platform and general contact forms should not be used to submit:

• Patient-identifiable information

• Medical records

• Patient photographs or scans containing identifiable information

• Confidential clinical information

• Information that you do not have permission to share

If you are submitting a clinical case for educational consideration, please follow any specific submission and anonymisation requirements provided by POCUS Wales.

6. Clinical Case Information

POCUS Wales may publish educational clinical cases containing ultrasound images, videos, clinical information, or other educational material.

Where patient information is used for educational purposes, appropriate steps should be taken to protect patient confidentiality and remove unnecessary identifying information.

POCUS Wales does not intend to publish personally identifiable patient information as part of ordinary educational case content.

If you believe that a case or other content contains information that could identify a patient, please contact us promptly.

7. Cookies

Our website may use cookies and similar technologies.

Cookies may be used for purposes such as:

• Website functionality

• Security

• Preferences

• Website performance

• Analytics

• Understanding how visitors use the website

Where required, non-essential cookies will only be used with appropriate consent.

The exact cookies and third-party services used by the website may change from time to time.

The ICO states that website visitors should be informed about cookies and that non-essential cookies generally require user agreement.

8. Analytics

We may use analytics tools to understand how visitors use our website and to improve its content, functionality, and user experience.

Depending on the analytics service used, information may include:

• Pages viewed

• General usage patterns

• Device and browser information

• Approximate geographic information

• Referring website

• Technical information

Analytics services may process information on our behalf as data processors or as independent controllers, depending on the service.

Where applicable, analytics cookies or similar technologies will be subject to the appropriate consent requirements.

9. How We Share Information

We do not sell your personal information.

We may share personal information where reasonably necessary with:

• Website hosting providers

• Website maintenance and development providers

• Email or communication providers

• Course administration providers

• Analytics or technology providers

• Professional advisers

• Regulators or authorities where legally required

Where third-party service providers process personal information on our behalf, we expect appropriate contractual and security arrangements to be in place.

10. International Transfers

Some third-party technology providers may process information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards will be considered and implemented where required by applicable data protection law.

11. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

The retention period may depend on:

• The nature of the enquiry

• Whether you have an ongoing relationship with POCUS Wales

• Course or administrative requirements

• Legal or regulatory obligations

• Our legitimate business and educational needs

We periodically review information held by us and remove information that is no longer required.

12. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access

• Loss

• Misuse

• Alteration

• Disclosure

• Destruction

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

13. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights including:

• The right to access your personal information

• The right to request correction of inaccurate information

• The right to request deletion of your information

• The right to restrict processing

• The right to object to certain processing

• The right to data portability where applicable

• The right to withdraw consent where processing is based on consent

These rights are subject to certain legal conditions and exemptions.

The ICO provides guidance on these individual rights under UK data protection law.

14. How to Exercise Your Rights

If you would like to exercise a data protection right or ask a question about how we use your information, please contact:

Email: events@pocuswales.com

Please provide enough information for us to understand your request and identify the information concerned.

We may need to verify your identity before completing certain requests.

15. Third-Party Websites

Our website may contain links to external websites, educational resources, organisations, journals, or other third-party services.

We are not responsible for the privacy practices, content, or security of external websites.

We recommend reviewing the privacy policy of any external website you visit.

16. Children’s Privacy

POCUS Wales is primarily intended for healthcare professionals and adult learners.

We do not knowingly seek to collect personal information from children through the website.

If you believe that a child has provided personal information to us unnecessarily, please contact us.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, technology, or legal requirements.

The latest version will always be published on this page with the relevant “Last Updated” date.

We recommend checking this page periodically for updates.

18. Contact Us

If you have questions about this Privacy Policy or how POCUS Wales handles personal information, please contact us.

POCUS Wales

Email: events@pocuswales.com