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Terms & Privacy

1. Overview
At Otodynamics Ltd we are committed to keeping your personal data safe and secure, handling it in accordance with our legal obligations. This Privacy Policy sets out in detail the purposes for which we process your personal data, who we share it with, what rights you have in relation to that data and everything else we think it's important for you to know.

2. Who we are
Otodynamics Ltd was the first OAE company founded in 1988 with the discovery of Otoacoustic Emissions by Professor David T Kemp FRS. Being a privately owned and managed company, we are free to give top priority to research and development. Our in-house engineers and expert scientists are dedicated to producing quality, reliability and performance of all our products. Otodynamics Ltd stands out as the gold standard, consistently the first choice in audiology.
Otodynamics manufactures and distributes audiology instruments through a global network of approved and trusted distributors. Within the UK Otodynamics operates as the distributor.

3. Who’s in control
It is important that you understand who is responsible for keeping your data safe. We are the "controller" of all personal data collected and used for Otodynamics Ltd use and for any other purposes set out in this Privacy Policy. This means that we are responsible for deciding how and why your data is used and for ensuring that your data is handled legally and safely.
We have appointed a Data Compliance Officer (DCO) who has ultimate responsibility within Otodynamics Ltd for making sure your data is treated in accordance with this Privacy Policy and the law. Our DCO can be contacted by emailing datacomplainceofficer@otodynamics.com

4. What data we collect and where from

4.1 We collect data directly from you using the following methods: -

4.1.1 When you purchase our products and services
4.1.2 When you talk to us on the phone
4.1.3 When you use our websites,
4.1.4 When you complete Exhibition and Event contact form
4.1.5 In emails and letters
4.1.6 In customer surveys
4.1.7 If you take part in our competitions or promotions

4.2 This data includes the following:

4.2.1 Your full name
4.2.2 Your Organisation Name
4.2.3 Your Job title
4.2.4 Your organisation email address
4.2.5 Your organisation postcode and address
4.2.6 Areas of interest in testing methods (eg OAE, ABR, OAE+ABR)
4.2.7 Application methods (e.g. Clinical Audiology / Paediatrics Assessment/ Newborn Screening)
4.2.8 Your direct marketing preferences.

4.3 We also collect information that you voluntarily provide to us when you contact us with queries, complaints, comments or praise, or information that you voluntarily post about yourself on public areas of our platform (Market Research).

4.4 We collect information about how you use Otodynamics Ltd web site using cookies. This includes your viewing history, IP addresses, device identifiers and information about how long you have stayed on certain pages or what pages you have clicked on (Behavioural Data). You can find more detailed information about this in our Cookies Policy [requires linking once site is live]

5. What do we use your data for?

5.1 We may also use your personal information based on our legitimate interests. A legitimate interest is when we have a business or commercial reason to use your information (for instance to add value to our services or to improve our customer service). But even then, it must not unfairly go against what is right and best for you. To achieve this, we will ensure that the collection and processing of your personal information:

5.1.1 is kept to a minimum with regards to the amount of data collected and the extent of any processing;
5.1.2 will not be overly intrusive to you; and
5.1.3 will be proportionate in order to meet our legitimate interests, as described below

5.2 It is important that you understand how and why we use the personal data that we collect about you. This section sets out the different purposes for which we process personal data and the types of personal data we need for each purpose.
The information we hold about you may be used in any of the following ways:

5.2.1 To provide a quality service to you
5.2.2 To assist in improving our services to you
5.2.3 To send you further information about our services for which we think you may have an interest
5.2.4 To send you further information about our services based on a request we have received from you
5.2.5 To fulfil our obligations to you
5.2.6 To provide you with notification about any changes or improvements to our product and services relevant to you
5.2.7 Survey Data for the purposes of analysing insights and information to enable us to improve our services
5.2.8 We use Competition Data for the purposes of allowing you to participate in competitions and to carry out any activities required in relation to those competitions, for example contacting you to let you know you have won a prize and using your address to send your prize to you
5.2.9 Otodynamics ltd may capture a copy of the www.Otodynamics.com website occasionally to archive data that may be of historical or statistical value and to use this data in the future for internal purposes
5.2.10 We periodically review the data that we keep in our archive and we will delete your data held in the archive where we consider it is no longer relevant
5.2.11 We may use your email address to send you marketing material in line with your communications preferences

You can opt out of receiving marketing emails at any time by either following the instructions to unsubscribe in any of our email marketing or contacting our Data Compliance Officer; datacomplianceofficer@otodynamics.com
If you opt out of email marketing, we may still need to send you service communications by email from time to time, such as information about changes to our products and services.

6.  The legal basis for using your data
There are different lawful grounds that we rely on to use your personal information and we will collect and use your personal information in the following situations:

where our use of your personal information is necessary to perform a contract or contracts that you are a party to, or to take steps that you request before entering into a contract. These contracts could include the conditions on which you enter a competition or agreements you enter into for service products, for example;
where our use of your personal information is within our legitimate interests or the legitimate interests of the organisation with which we have shared your personal information and we have made sure that your personal information, and your rights in relation to that information, are protected. For example, we may rely on this legal ground if we and/or the companies within the Otodynamics Ltd approved distributor network use your personal information to: understand and improve our (or their) products, services and/or marketing strategies; for research purposes; to manage and improve our relationship with you and for administrative purposes; to help find out what information, products and services are most likely to interest you and to send or show you information, offers, and online advertisements for these products or services; to personalise your experience of our products and services; to ensure that our products and services are delivered and used in accordance with the law and the terms and conditions that apply to them; and where necessary to protect or defend our or another's rights or property, or to detect, prevent, or otherwise address fraud, security, safety or privacy issues.
Where we believe it is necessary to use your personal information to comply with a legal or regulatory obligation to which we are subject.

In limited circumstances where we believe it is necessary to protect someone's safety or vital interests.
Where we have your consent. We will rely on your consent to, for example, collect technical information such as data from cookies and similar technologies as we describe in Otodynamics Ltd cookies guide and to use your personal information for marketing to you by email and text message. Where we rely on consent to use your personal information, you have the right to withdraw that consent at any time. Please see the 'What rights do you have' section of this policy for more details.

7. Who we share your data with
Otodynamics Ltd may share your data with one of its distributors/partners relevant to your country or region where Otodynamics Ltd is not the direct seller.

8. How long we retain your data
All data will be securely retained for 7 years in accordance to our industry product life cycle and in accordance with legal, regulatory or contractual obligations.

9. What rights do you have?
You have a number of rights under data protection law. These rights and how you can exercise them are set out in this section. We will normally need to ask you for proof of your identity before we can respond to a request to exercise any of the rights in this section and we may need to ask you for more information, for example to help us to locate the personal data that your request relates to.

We will respond to any requests to exercise your rights as soon as we can and in any event within one month of receiving your request and any necessary proof of identity or further information. If your request is particularly difficult or complex, or if you have made a large volume of requests, we may take up to three months to respond. If this is the case we will let you know as soon as we can and explain why we need to take longer to respond.

You also have a right to ask us to send you a copy of your personal data that we hold about you (subject to some exceptions). A request to exercise this right is called a "subject access request" and must be made in writing via email to datacomplinanceofficer@otodynamics.com or by post to Data Compliance Officer, 36-38 Beaconsfield Rd, Hatfield AL10 8BB

9.1 A right to object to us processing your information
You have a right to object to us processing any personal data that we process where we are relying on legitimate interests as the legal basis of our processing. This includes all of your personal data that we process for all of the purposes set out in this Privacy Policy, with the exception of our use of your email address to send you marketing communications with your consent (but you can withdraw your consent to this at any time).

If we have compelling legitimate grounds to carry on processing your personal data, we will be able to continue to do so. Otherwise, we will cease processing your personal data. You can exercise this right by emailing datacomplinanceofficer@otodynamics.com

9.2 A right to ask us not to market to you
You can ask us not to send you direct marketing or advertising. You can do this by using the "unsubscribe" option in any of our email marketing communications.
Please note that it can take a short time for opt-out requests to take effect. The time taken to opt out of each type of marketing and advertising is detailed at How do we use your data for marketing and advertising purposes? above.
More information about opting out of marketing and advertising is provided at How do we use your data for marketing and advertising purposes? above.

9.3 A right to ask us to correct inaccurate data that we hold about you.
If we are satisfied that the new data you have provided is accurate, we will correct your personal data as soon as possible.

9.4 A right to have your data erased.
You have a right to ask us to delete your personal data in certain circumstances, for example if we have processed your data unlawfully or if we no longer need the data for the purposes set out in this Privacy Policy.

We will fully anonymise any personal data we hold about you when you close your account, as set out under How long do we keep your data for? above. This means that it will no longer identify you and ceases to be “personal data”.

If you ask us to delete your personal data we will fully anonymise your personal data as set out above.

If you would like to make a request to exercise this right, please contact our Data Compliance Officer; datacomplianceofficer@otodynamics.com. If we are required by law to comply with your request, we will fully anonymise your data it so that it is no longer personal data and cannot be used to identify you.

9.5 A right to have processing of your data restricted
You can ask us to restrict processing of your personal data in some circumstances, for example if you think the personal data is inaccurate and we need to verify its accuracy, or if we no longer need the data but you require us to keep it so that you can exercise your own legal rights.

Restricting your personal data means that we only store your personal data and don't carry out any further processing on it unless you consent or we need to process the data to exercise a legal claim or to protect a third party or the public.

10. How can you contact us?
If you have any questions or concerns about this Privacy Policy and/or our processing of your personal data, please contact our Data Compliance Officer: datacomplianceofficer@otodynamics.com

11. What if you have a complaint?
You have a right to complain to the Information Commissioner's Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data.

You can find out how to do this by visiting www.ico.org.uk (opens in a new window).

12. What if this policy changes?
We may make changes to this Privacy Policy from time to time. Any changes we make will be posted on this page. We may also notify you by email if significant changes are made.