BUSINESS AND WEBSITE PRIVACY & COOKIES POLICY

We’ve created this policy, which covers how Solaris Health

  • Collect
  • Use
  • Disclose
  • Transfer
  • Store

your data.

1.Introduction and general terms

Solaris Health is committed to protecting your personal information when you are using Solaris Health services.We want our services to be safe and enjoyable environments for our clients and contacts. This Privacy and Cookies Policy relates to our use of any personal information we collect from you via the following online services:

  • any Solaris Health website that links to this Privacy and Cookies Policy;
  • social media or official Solaris Health content on other websites.

It also relates to our use of any personal information you provide to us by phone, SMS, email, in letters and other correspondence, and in person.

In order to provide you with the full range of Solaris Health services, we sometimes need to collect information about you.

This Privacy and Cookies Policy explains:

  • what information Solaris Health may collect about you;
  • how Solaris Health will use information we collect about you;
  • when Solaris Health may use your details to contact you;
  • whether Solaris Health will disclose your details to anyone else;
  • your choices regarding the personal information you provide to us;
  • the use of cookies on Solaris Health websites and how you can reject cookies;
  • how you can change the way we hold and use your personal information.

Whenever you provide personal information, we are legally obliged to use it in line with all applicable laws concerning its protection, including the Data Protection Act 2018 and the UK General Data Protection Regulation (referred to collectively in this Privacy and Cookies Policy as the “data protection regulations”).

Solaris Health websites contain hyperlinks to websites owned and operated by third parties. These third-party websites have their own privacy policies and are also likely to use cookies, so we urge you to review their policies separately. They will govern the use of personal information you submit when visiting those websites, which may also be collected by cookies. We do not accept any responsibility or liability for the privacy practices of those third-party websites, and your use of them is at your own risk.

2.Who are we?

Solaris Health is a medical communications agency working in areas of unmet medical need.  We are a subsidiary of the listed UK company The Mission Group plc and we sometimes work with other companies in the group to help deliver services to clients.

3.What information will Solaris Health collect about me?

When you participate in, access or sign up to any of Solaris Health’s services, activities or online content we may receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, gender or date of birth.

4.How will Solaris Health use the information it collects about me?

Solaris Health will use your personal information for a number of purposes, including:

  • to provide our services, activities or online content, to provide you with information about them and to deal with your requests and enquiries;
  • to analyse the information you supply as well as your activity on our (and other) services so that we can offer a more relevant, tailored service where we provide personalised services;
  • to use IP addresses and device identifiers so we can identify the location of users, block disruptive use, establish the number of visits from different countries and determine whether or not you are accessing the services from the UK;
  • for analysis and research purposes so that we can improve the services offered by Solaris Health. This can include using geo-demographic information from external sources where this helps us;
  • we may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Where Solaris Health proposes using your personal information for any other use we will ensure that we notify you first. Please see section 15 for details.

5.When will Solaris Health contact me?

Solaris Health may contact you:

  • in relation to any correspondence we receive from you or any comment or complaint you make about Solaris Health products or services;
  • in relation to any services you are using;
  • to update you on any material changes to Solaris Health’s policies and practices; and
  • for marketing purposes, as set out in section 6.

6.Will I be contacted for marketing purposes?

We offer occasional emails to let you know about Solaris Health initiatives and services. We may personalise the message content based on any information you have provided to us and on your use of Solaris Health platforms.

We may use information we hold about you to show you relevant advertising on third-party sites (e.g. Facebook, Google, Instagram, Snapchat, Twitter and LinkedIn).

7.Will Solaris Health share my personal information with anyone else?

We will keep your information within Solaris Health except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies, including for child protection reasons) or as described in this section and section 8.

We may share your information where this is necessary to provide you with a service you have requested, or with other Mission Group agencies.

We will use your information within Solaris Health and will only share it outside the Mission Group where you have requested it or given your consent. However, we may share with third-party sites (e.g. Facebook, Google, MailChimp, credit reference suppliers, Instagram, Snapchat and Twitter) some data, with appropriate security measures, to show you relevant advertising on third-party sites, as set out in section 6.

Sometimes Solaris Health uses third parties to process your information on our behalf, for example to provide services or analysis. Solaris Health requires these third parties to comply strictly with our instructions and Solaris Health requires that they do not use your personal information for their own business purposes, unless you have explicitly consented to the use of your personal information in that way.

8.Offensive or inappropriate content on Solaris Health websites

If you post or send content which we consider offensive, inappropriate or objectionable anywhere on or to Solaris Health websites or otherwise engage in any disruptive behaviour, Solaris Health may remove that content and/or block access.

Where Solaris Health considers that you may be in breach of any applicable laws, for example on hate speech, Solaris Health may disclose your personal information to relevant third parties, including to law enforcement agencies or your internet provider. Solaris Health would only do so in circumstances where such disclosure is permitted under applicable laws, including data protection regulations.

9.What if I am a user under 18?

If you are aged 18 or under, please get your parent/guardian’s permission before you provide any personal information to Solaris Health.

10.How long will Solaris Health keep my information?

We will hold your personal information for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with Solaris Health.

11.Can I delete my data?

You can request that Solaris Health delete any personal information we hold about you at any time by contacting DPR@solarishealth.com with your request.

12.Can I find out what personal information Solaris Health holds about me?

Under the data protection regulations, you have the right to request a copy of the personal information Solaris Health holds about you and to have any inaccuracies corrected. We will use reasonable efforts consistent with our legal duty to supply, correct or delete personal information about you in our files.

If you are within the UK, please address requests and questions about this or any other question about this Privacy and Cookies Policy to the Data Privacy Team (Email: DPR@solarishealth.com)

Please note, we reserve the right to charge an administrative fee if your request is manifestly unfounded or excessive.

If we feel we need to establish your identity, we may ask for proof of such before providing any personal data.

13.Web browser cookies

a) What is a Cookie?

A cookie is a small amount of data, which often includes a unique identifier, that is sent to your computer, tablet or mobile phone (all referred to here as a “device”) web browser from a website’s computer and is stored on your device’s hard drive. Each website can send its own cookie to your web browser if your browser’s preferences allow it. Many websites do this whenever a user visits their website in order to track online traffic flows. Similar technologies are also often used within emails to understand whether the email has been read or if any links have been clicked. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies on the Solaris Health website. However, you can change your cookie settings at any time.

On Solaris Health websites, cookies record information about your online preferences and allow us to tailor our websites to your interests.

During the course of any visit to a Solaris Health website, the pages you see, along with a cookie, are downloaded to your device. Many websites do this, because cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before. This is done on a repeat visit by checking for and using the cookie left there on the last visit.

b) How does Solaris Health use cookies?

Information supplied by cookies can help us to understand the profile of our visitors and help us to provide you with a better user experience. Solaris Health uses this type of information to help improve the services it provides to its users. Certain areas of Solaris Health websites may use cookies for a specific reason.

c)Third-party cookies in embedded content on Solaris Health pages.

Below are details of cookies set by services we use to better understand the use of Solaris Health’s owned websites. You can customise your consent preferences at any time by following the cookies link available on every page.

Necessary

ID: cookieyes-consent

Domain: solarishealth.com

Duration: 1 year

Description: CookieYes sets this cookie to remember users’ consent preferences so that their preferences are respected on their subsequent visits to this site. It does not collect or store any personal information of the site visitors.

ID: vuid

Domain: .vimeo.com

Duration: 2 years

Description: Vimeo installs this cookie to collect tracking information by setting a unique ID to embed videos to the website.

ID: aka_debug

Domain: .akamaized.net

Duration: session

Description: Vimeo sets this cookie which is essential for the website to play video functionality.

Functional

ID: __cf_bm

Domain: .fonts.net

Duration: 30 minutes

Description: This cookie, set by Cloudflare, is used to support Cloudflare Bot Management.

Analytics

ID: _ga

Domain: .solarishealth.com

Duration: 2 years

Description: The _ga cookie, installed by Google Analytics, calculates visitor, session and campaign data and also keeps track of site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors.

ID: _gid

Domain: .solarishealth.com

Duration: 1 day

Description: Installed by Google Analytics, _gid cookie stores information on how visitors use a website, while also creating an analytics report of the website’s performance. Some of the data that are collected include the number of visitors, their source, and the pages they visit anonymously.

Performance

ID: _gat

Domain: .solarishealth.com

Duration: 1 minute

Description: This cookie is installed by Google Universal Analytics to restrain request rate and thus limit the collection of data on high traffic sites.

e) Other information collected from web browsers.

Your web browser may also provide Solaris Health with information about your device such as an IP address and details about the browser that you are using. When requesting specific services, it may be possible for you to choose to provide Solaris Health with access to your device’s location through the web browser. We use information provided by your browser or by the link that you have clicked to understand the webpage that directed you to Solaris Health, and this may be captured by performance cookies.

If you have any concerns about the way that we use cookies or respect your settings, then please contact us at DPR@solarishealth.com

14.Do not track (DNT) browser setting

DNT is a feature offered by some browsers which, when enabled, sends a signal to websites to request that your browsing is not tracked, such as by third-party ad networks, social networks and analytics companies. This website does not currently respond to DNT requests.

15.Changes to Solaris Health’s Privacy and Cookies Policy

This Privacy and Cookies Policy may be updated from time to time, so you may wish to check it each time you submit personal information to Solaris Health. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use Solaris Health websites to submit personal information to Solaris Health. If material changes are made to the Privacy and Cookies Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).

16.Contacting Solaris Health about this Privacy and Cookies Policy

If you have any questions or comments about this Privacy and Cookies Policy please contact: DPR@solarishealth.com

Last updated October 2023