Privacy Policy

See the separate 'Universal Terms' for applicable terms and conditions of the Services that Aikenist provides. Our Services include app.aikenist.com and scan.aikenist.com, platforms for free trial of our products, as well as proprietary software including QuickScan, QuickFlow, QuickRad and their allied renditions.

a. What is personal data?

"Personal data" means any information relating to an identified or identifiable natural person. It may include name, address, email, phone number, IP address, location data, and cookies. It may also include special categories such as health data, biometric data, or genetic data.

b. What data does Aikenist collect?

Aikenist processes two distinct sets of personal data on the Services:

• 1
  User profiles: First and last name, email address at time of sign-up.
• 2
  Technical usage data: URL, IP address, device ID, browser type, operating system, page interactions, visit duration, and navigation behaviour.
• 3
  Patient case data (via AikenistApp): Anonymised/pseudonymised DICOM images and embedded metadata uploaded by you as Data Controller. Aikenist acts as Data Processor for this data under the Data Processing Agreement.

Information about third parties should only be provided if you have demonstrable consent of the data subjects (your patients) or the information is in the public domain. You are solely responsible for obtaining all required consents.

Aikenist processes personal data for the following purposes:

• To verify accounts, administer your account, and provide the Services
• To send alerts or messages, including marketing of our products and services
• To inform you about updates to the Services or terms
• To improve and develop the Services and analyse usage
• To ensure technical functioning and prevent breach of Terms
• To enforce Terms and protect our rights, property, and safety
• To fulfil obligations as Data Controller and Data Processor
• To respond to queries and provide customer support
• To fulfil legal requirements

There are circumstances where we may be required to disclose your personal data to third parties:

• Our affiliates and sister companies
• Service providers who capture and store data collected through our website forms
• Advertising and marketing teams, subject to appropriate legal basis such as consent
• Public authorities where required by law
• Other third parties where you have provided consent

We confirm that we do not commercially exploit or distribute personal data to any third party for commercial purposes. Service providers are contractually bound not to share data with anyone else.

We use cookies and similar technology on our website to collect the information described in this Privacy Policy. You can disable or selectively turn off third-party cookies in your browser settings, which may affect your ability to interact with our website.

By contacting us or subscribing to our newsletter, you consent to the processing described in clause II(b), including processing of your name, gender, contact details, and preferences. By accepting Aikenist's Terms, we process your personal data to fulfil our agreement with you for the purposes listed in clause III.

Aikenist will process personal data where it has a legal obligation to do so, as set out in clause IX.

• Right to access (SAR): Request written copies of your personal data. Proof of identity may be required.
• Right to rectification: Request correction of inaccurate or incomplete personal data.
• Right to withdraw consent: Withdraw consent to processing at any time, without affecting prior lawful processing.
• Right to object: Object to processing including automated decisions and profiling.
• Right to erasure: Request erasure of your personal data, unless a lawful reason exists to retain it.
• Right to restriction: Request restriction of processing in various circumstances.
• Right to data portability: Request a copy of your data in a structured, machine-readable format where applicable.
• Right to lodge a complaint: Contact the relevant supervisory authority directly at any time.

We may access, preserve, and share your personal data in response to a legal request (such as a search warrant, court order, or subpoena), or when necessary to detect, prevent, and address fraud and other illegal activity — including as part of investigations described in Article 23(1) of the GDPR.

• Personal data about registered users is retained for as long as the user has an active profile on the Services.
• Users who have not used our Services will have all personal data deleted after 1 year of inactivity.
• Mailing list subscribers: data is kept until you unsubscribe. A record of opt-outs is maintained.

The AikenistApp and Services are not directed at, marketed to, nor intended for children under 18 years of age. We do not knowingly collect or solicit information from anyone under 18.

If you are a parent or guardian and believe a child has provided personal data without your consent, please contact contact@aikenist.com to exercise your access, rectification, erasure, and objection rights.

At Aikenist, we have gone to great lengths to manage the security and integrity of the Services, using best-in-class methods for secure transmission of information. Personal data is stored in secure environments not accessible to the public. Only duly authorised personnel who need access to do their jobs are permitted.

• Multi-layer firewall security
• Encryption of personal data at rest and in transit
• Disciplinary action, including contract termination, for policy violations

Please note: (a) there are security limitations of the Internet beyond our control; (b) the security of data exchanged over the Internet cannot be 100% guaranteed; (c) data may be viewed or tampered with in transit by a third party.

To exercise your rights, or if you have any questions or complaints regarding our processing of your personal data, please contact our Data Protection Officer (DPO):

• Email: contact@aikenist.com
• In your message, please state your full name, username (if applicable), and the institution you are linked to. Please sign the request personally.

If we make changes to this Privacy Policy, we will notify you by posting a copy of the updated policy on our Services prior to any change becoming effective. If your consent is required due to the changes, we will provide additional prominent notice and ask for your consent in accordance with applicable law.

Please contact contact@aikenist.com for information on Aikenist's information security measures.