Privacy policy

PRIVACY POLICY

Reflect & Revalidate
Effective Date: 6th October 2025

1. WHO WE ARE

Reflect & Revalidate ("we," "us," or "our") provides professional NMC revalidation confirmation services to UK healthcare professionals worldwide.  We are the data controller for the personal information we collect about you.

Contact Details:

2. INFORMATION WE COLLECT

Personal Information:

  • Name, professional registration details, and contact information
  • NMC PIN number and registration status
  • Professional qualifications and employment history
  • Payment information (processed securely through Shopify)

Professional Documents:

  • Reflective accounts and professional portfolios
  • CPD (Continuing Professional Development) evidence
  • Practice hours documentation
  • Professional development records
  • Certificates and qualifications

Technical Information:

  • IP address, browser type, and device information
  • Website usage data and cookies
  • Video call recordings (with consent) for consultation services

3. HOW WE USE YOUR INFORMATION

Legal Basis for Processing:

Contract Performance: To provide NMC revalidation confirmation services you've purchased

Legitimate Interest: To improve our services, prevent fraud, and maintain professional standards

Consent: For video consultations, marketing communications, and non-essential cookies

Legal Obligation: To comply with professional regulatory requirements and data protection laws

Purposes:

  • Providing professional NMC revalidation confirmation services
  • Reviewing and assessing professional portfolios
  • Conducting video consultations and providing feedback
  • Processing payments and managing customer accounts
  • Communicating about your service and providing support
  • Maintaining professional standards and regulatory compliance
  • Improving our services and website functionality

4. INFORMATION SHARING

We do NOT sell, rent, or trade your personal information. We may share information with:

Service Providers:

  • Shopify: Our e-commerce platform (hosting, payments, order management)
  • Video Conferencing Providers: For consultation services (with your consent)
  • Email Services: For secure document transmission and communications
  • Payment Processors: For secure payment processing

Professional Requirements:

  • NMC or Other Regulatory Bodies: If required by law or professional obligations
  • Legal Authorities: If required by court order or legal process

International Transfers:

Your data may be transferred outside the UK/EEA to countries with adequate data protection (e.g., Canada) or under appropriate safeguards. Shopify processes data globally with appropriate protections in place.

5. DATA SECURITY

We implement robust security measures:

  • Encrypted email transmission for sensitive documents
  • Secure document storage with access controls
  • Regular security audits and updates
  • Staff training on data protection
  • Professional indemnity insurance coverage

6. DATA RETENTION

  • Professional Documents: Retained for 7 years after service completion (professional requirement)
  • Customer Information: Retained for 6 years for accounting and legal purposes
  • Marketing Data: Until you unsubscribe or withdraw consent
  • Video Recordings: Deleted within 30 days unless you request retention

7. YOUR RIGHTS UNDER UK GDPR

You have the right to:

  • Access: Request copies of your personal data
  • Rectification: Correct inaccurate information
  • Erasure: Request deletion (subject to professional retention requirements)
  • Portability: Receive your data in a portable format
  • Restriction: Limit how we process your data
  • Objection: Object to processing based on legitimate interests
  • Withdraw Consent: For video calls and marketing communications

To exercise your rights: Contact us at [Your Email] with your request and proof of identity.

8. COOKIES AND TRACKING

We use cookies for:

  • Essential: Website functionality and security
  • Analytics: Understanding website usage (with consent)
  • Marketing: Personalised advertising (with consent)

You can manage cookie preferences through your browser settings or our cookie banner.

9. THIRD-PARTY SERVICES

Shopify:

Our store is hosted by Shopify Inc. Your data is also processed according to Shopify's Privacy Policy. Shopify may use your data for their Enhanced Services including analytics and advertising.

Customer Opt-Out:

You can opt out of data sharing for advertising purposes at https://privacy.shopify.com

10. MARKETING COMMUNICATIONS

We may send you:

  • Service updates and important information
  • Educational content about NMC revalidation
  • Special offers and new services (with consent)

Unsubscribe: Click the unsubscribe link in any email or contact us directly.

11. PROFESSIONAL STANDARDS

As a service for healthcare professionals, we maintain:

  • Confidentiality standards equivalent to healthcare settings
  • Professional indemnity insurance
  • Compliance with NMC guidance on data handling
  • Regular training on professional and data protection standards

12. COMPLAINTS

If you're unhappy with how we handle your data:

  1. Contact us directly at support@revalidationforms.co.uk
  2. Contact the Information Commissioner's Office (ICO) at ico.org.uk

13. CHANGES TO THIS POLICY

We may update this policy to reflect changes in law or our services. We'll notify you of significant changes via email or website notice.

14. CONTACT US

Data Protection Queries:

For service-related queries, please use our main contact methods.