This privacy notice tells you who we are and what to expect us to do with your personal information.

Please note that this notice may change periodically and will be published on the Coherent Healthcare website.

Who we are

We are Coherent Healthcare and we believe that profitability and exceptional patient care should go hand-in-hand. Efficient care is good care.  

With decades of experience building healthcare technology and improving provider operations, we are uniquely placed to act as the choice commercial partner to those seeking to launch, run, and grow thriving practices.

Our singular focus on healthcare means we understand your business inside and out, and we welcome the opportunity to collaborate with those committed to a future defined by efficiency and delightful patient experiences. 

Coherent Healthcare is the trading name of Coherent Healthcare Ltd, which is registered in the UK, company number 15067010.

Contact details for getting in touch with us

Email: support@coherenthealthcare.com

What information we collect, use, and why

Customers and buyers

Purpose: To provide services and goods, including delivery - for this we collect or use the following information:

• Names and contact details

• Addresses

• Date of birth

• Payment details (including card or bank information for transfers and direct debits)

• Account information

• Identification documents

Lawful basis: Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Purpose: For the operation of customer accounts and guarantees - for this we collect or use the following information:

• Names and contact details

• Payment details (including card or bank information for transfers and direct debits)

• Purchase history

• Account information, including registration details

• Information used for security purposes

• Marketing preferences

Lawful basis: Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Prospective customers and buyers

Purpose: For service updates or marketing purposes - for this we collect or use the following information:

• Names and contact details

• Marketing preferences

• Purchase or viewing history

• Website and app user journey information

Lawful basis: Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• Personal data may be processed for marketing purposes based on our legitimate interest in providing information about our products, services, and special offers that are considered relevant to our clients: business owners we have entered into contract with or who have indicated an interest in entering a partnership. This legitimate interest arises from the desire to maintain and enhance relationships with current and potential clients. By sending marketing communications, the goal is to provide updates that align with previous interactions or engagement with the business, which would benefit the efficiency of the client\'s business. Care is taken to ensure that marketing communications are appropriate and not excessive. Individuals are given clear and accessible options to update preferences or opt out of receiving marketing messages at any time. The rights and privacy of individuals are respected, and marketing activities are carried out in a way that does not infringe upon fundamental rights or freedoms.

Job Applicants and prospects

Purpose: For recruiting people to join our team - for this we collect or use the following information:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

Lawful basis: Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Your rights under data protection laws

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 

• Your right to erasure - You have the right to ask us to delete your personal information.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

• Your right to object to processing - You have the right to object to the processing of your personal data.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time..

If you wish to make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Where we get personal information from

• Directly from you

• Publicly available sources

How long we keep information

Our data retention periods for different groups are set out below. If you have questions about any categories of data not provided below, please contact us using the contact details at the tops of this privacy notice.

Type of information and Retention Period

1. Customers and buyers: As long as necessary for the purpose of selling or providing our service, subject to your rights

2. Prospective customers and buyers: Up to 48 months after last contact with your organisation.

3. Job applicants and prospects: 24 months 

Who we share information with and where

Data processors

Adyen NV

Reason: Payment Services Provider - Adyen helps Coherent facilitate payment services for Customers

Data Transferred: Name and financial information

Country: The Netherlands (EU)

Transfer Mechanism: Adequacy Decision under the EU GDPR

Amazon Web Services (AWS)

Reason: Cloud Hosting Provider - AWS hosts Coherent’s cloud infrastructure, including the servers that receive and store personal data. This is required in order to allow Customers to access the service.

Data Transferred: Contact and account registration information

Country: United Kingdom

Twilio

Reason: Communications Provider - Twilio provides text and email communications services, which are used to send payment links and receipts to the Customer’s clients.

Data Transferred: Name, phone number and email address.

Country: United Kingdom

We might share your data with other organisations we’re legally obliged to as required by law.

How to complain

You also have the right to lodge a complaint with us or the Information Commissioner's Office, the supervisory authority for data protection issues in England and Wales.