Privacy notice

Who we are

Ukraine Medical Admissions (“we”) operates https://ukrainemedicaladmissions.com. Contact: info@ukrainemedicaladmissions.com.

• Operated by: [to be supplied by the owner: the legal name of the person or company that runs this service]
• Legal form: [to be supplied by the owner: the legal form of the business (for example sole trader or limited company)]
• Country: [to be supplied by the owner: the country where the business is registered or, for an individual, where you operate the service from]
• Registration number: [to be supplied by the owner: the registration number, or "not applicable" if the business has none]
• Postal address for formal requests: [to be supplied by the owner: a postal address for formal requests (a business or correspondence address; it is published, so never a residential address you do not want public, and never called a registered office unless it is one)]
• Data controller: [to be supplied by the owner: the name of the data controller]
• Representative in the UK or the EU: [to be supplied by the owner: whether the law requires a representative in the UK or the EU]

What we collect and why

• Enquiries (contact form): your name, email address and message, with the date and time we received them and a note that you ticked the consent box. Used to reply to you. Legal basis: your consent and steps taken at your request before any contract [proposed in the draft, not yet approved by the owner].
• Candidate profiles (the application form, stage 1): your name and email; your study plans (field of study, level, preferred universities and preferred start); your education history (highest level, qualification, awarding country, year, grading scale, and the subjects and grades you choose to enter, including results still outstanding); which documents you say you have, still need or are not sure about (we do not collect the documents themselves at this stage); the country where you live; your nationality, if you choose to give it; your preferred language for our emails; and your questions. Used to reply to you and to suggest next steps. Legal basis: your consent and steps taken at your request before any contract [proposed in the draft, not yet approved by the owner].
• Website analytics: none installed. We use no analytics or advertising trackers today; if we add privacy-respecting measurement, this notice will name the tool before it is switched on.

Giving us information is your choice. To reply, we need your name and email address, your message (contact form) or your field of study (application form), and your tick in the consent box. Every other question is optional. Without the required details, the form cannot be sent.

We do not make decisions about you by automated means. Our form handler only runs automatic spam checks: a form that looks automated, for example one sent faster than a person could fill it in, is not stored, and too many submissions within an hour are refused.

Sharing

We do not send your enquiry or candidate profile to any university, and this website does not make applications to universities. Your information stays with us and with the service providers listed below. We do not sell personal data and we do not use it for advertising.

Service providers that store or carry your data for us:

• Website hosting and storage of form submissions: Hostinger
• Business mailbox that receives a copy of each submission: [to be supplied by the owner: the company that provides the business mailbox]
• Where these providers store your data: [to be supplied by the owner: the countries where the hosting and mailbox providers store the data]
• Transfers to other countries: [to be supplied by the owner: whether personal data is sent to other countries, and the safeguard used]

Retention

• Enquiries: up to 12 months after our last contact [proposed in the draft, not yet approved by the owner].
• Candidate profiles: up to 12 months after our last contact [proposed in the draft, not yet approved by the owner].
• Copies of each submission in our business mailbox: the same period as the stored record [proposed in the draft, not yet approved by the owner].
• Backups: [to be supplied by the owner: whether backups contain form submissions, and how long backups are kept].

Your rights

You can ask for a copy of your data, correction, deletion, or restriction of processing, and withdraw consent at any time by emailing us. Where UK or EU data-protection law applies, you also have the right to complain to the relevant supervisory authority.

Supervisory authority: [to be supplied by the owner: the data-protection authority people can complain to, with its web address].

Applicants under 18

[to be supplied by the owner: the rule for applicants under 18]

Security

Your browser sends our forms over an encrypted connection (HTTPS). Form submissions are stored outside the public web directories, in files that only our hosting account can read. Access to that account and to our business mailbox is limited to the people who need it. We do not accept documents through this website; please do not email us documents either.

What else is stored with a submission

With each enquiry or candidate profile we store a reference number, the date and time we received it, a note that you ticked the consent box with a short description of what you agreed to and, where our abuse protection is switched on, a pseudonymised code made from your IP address. The code is a keyed hash that changes every month; your IP address itself is not stored with your submission. We use the code only to detect abuse, for example to refuse repeated submissions from the same connection within an hour; for this, the code and the times of recent submissions are also kept in a separate file, which is deleted once it is more than an hour old, at the next submission. If the email copy of your submission could not be sent, we note that too. Legal basis: [to be supplied by the owner: the lawful basis for keeping the submission time and the keyed IP code to detect abuse]. Each submission is also delivered by email to our business mailbox and kept there for the period given under Retention above.