PRIVACY NOTICE

Vikand Medical Solutions, LLC ("VIKAND") is a leading provider of healthcare services to the maritime industry, committed to delivering our services while safeguarding your privacy. As the data controller of your personal data, this VIKAND Privacy Policy (“Privacy Policy”) explains how we collect, use, and protect the personal data you provide when using our website or entering into a prospective employment agreement or independent contractor agreement with us. 

As a data controller, we are responsible for determining the purposes and means of processing your personal data. This includes ensuring that your data is handled in accordance with applicable data protection laws and regulations, such as the Health Insurance Portability and Accountability Act (“HIPAA”) and the EU’s General Data Protection Regulation (“GDPR”). 

Topics: 

  1. What Data Do We Collect? 
  2. How Do We Collect Your Data? 
  3. How Do We Use Your Data? 
  4. How Do We Share Your Data? 
  5. How Do We Store your Data? 
  6. What Are Your Data Protection Rights? 
  7. What Are Cookies? 
  8. How Do We Use Cookies? 
  9. What Types of Cookies Do We Use? 
  10. How to Manage Your Cookies
  11. Changes to our Privacy Policy
  12. How to Contact Us?
  13. How to Contact the Appropriate Authorities?
1. What Data Do We Collect? 

VIKAND collects various kinds of information to operate effectively and provide products, services, and experiences tailored to your needs. Regardless of the source, it’s important to treat your personal information with care and to ensure you maintain your privacy. 

In correlation with your relationship with us, we may collect the following personal information from you: 

Name, gender, marital status, citizenship, and date of birth: Basic demographic details necessary for identification and communication purposes.

Physical attributes, protected health information, and medical records (if provided through our secure portal): We recognize the sensitivity and importance of Protected Health Information (PHI) and sensitive health data. Any medical information provided through our secure portal is handled with the highest level of security and confidentiality in accordance with HIPAA and GDPR requirements. 

Contact information: Including email addresses, mailing addresses, telephone numbers, and fax numbers, to facilitate communication and provide relevant updates. 

Financial information: Such as payment card numbers and billing addresses, necessary for processing transactions securely and efficiently. 

Government-issued IDs: Such as social security numbers (if provided), essential for identity verification and compliance with regulatory requirements. 

Education, qualifications, and previous experience for job applicants: Necessary information for evaluating eligibility and suitability for employment opportunities within VIKAND. 

2. How Do We Collect Data?

At VIKAND, safeguarding your privacy and ensuring compliance with stringent data protection laws, including HIPAA, GDPR, and other applicable data privacy regulations, is paramount. 

We collect your data through various methods when you interact with us, particularly when you engage with our employment application process. 

    A. Direct Data Collection:

You directly provide VIKAND with most of the data we collect, including when you submit an employment application to us.  

This may include: 

Personal Information: Details furnished in your employment application, such as your name, contact information, employment history, and educational background. 

Pre-Employment Medical Examination (PEME) Results and Medical Records: We may collect health-related data, including PEME results and medical records, crucial for assessing your suitability for employment in the maritime industry. The collection, storage, and handling of medical information adhere strictly to HIPAA regulations and GDPR guidelines to ensure confidentiality and protection of sensitive health data. 

Additional Voluntary Information: Any other details voluntarily provided during the application process or subsequent communications with VIKAND. 

Please note that the collection of medical information is subject to strict confidentiality and is handled in accordance with HIPAA, GDPR and other applicable privacy laws. 

     B. Indirect Data Collection: 

In addition to direct interactions via our website and application process, VIKAND may acquire data indirectly from various sources, in compliance with GDPR, HIPAA, and other applicable data privacy regulations: 

Referral Sources: Including recruitment agencies or partners, who may provide us with your information to evaluate your suitability for employment in the maritime industry. 

3. How Do We Use Your Data? 

We utilize your data for the following purposes, essential for fulfilling our contractual obligations and maintaining transparency: 

Evaluating Eligibility: We assess your qualifications, experience, and medical fitness to determine your suitability for employment in the maritime industry. Please note that providing certain personal data, including protected health information, is necessary for assessing your eligibility for employment, as it is a contractual requirement between VIKAND and our clients with whom we have entered into contracts. Failure to provide such data may result in the inability to process your application or consider you for employment. 

Facilitating Recruitment: We facilitate the recruitment and staffing process for our cruise line clients by sharing pertinent employment and medical information. This sharing is done in accordance with contractual agreements and applicable data privacy laws. 

Communication: We engage in communication with you regarding your employment application status, job opportunities, and other relevant matters pertaining to your engagement with VIKAND. Your data is handled with the utmost confidentiality and respect for your privacy rights. 

      4. How Do We Share Your Data? 

      When it comes to sharing your data, we adhere to strict protocols to ensure the protection of your sensitive information. 

      We may share your data with third parties, such as our cruise line clients, for the following purposes: 

      Recruitment and Staffing: Your employment and medical information may be shared with our cruise line clients to facilitate the recruitment and staffing process, essential for placing you on their ships. This sharing is conducted in strict adherence to GDPR, HIPAA and any other applicable data privacy regulations, ensuring the confidentiality and security of your data. 

      Compliance with Legal Obligations: In certain circumstances, we may be required to disclose your data to comply with legal obligations, respond to lawful requests from government authorities, or protect the rights, property, or safety of VIKAND, our clients, or others. Any such disclosures are made in accordance with applicable data privacy laws and regulations. 

      We take comprehensive measures to ensure that any sharing of your data is conducted in full compliance with GDPR, HIPAA, and other applicable data privacy laws. This includes implementing contractual safeguards and obtaining your explicit and unambiguous consent where necessary, particularly when sharing sensitive health data or protected health information (PHI) or other confidential information. 

      Any sharing of your data with our cruise line clients is strictly limited to the above purposes. Our clients are informed that any personal data received from VIKAND can only be utilized for the intended purposes as outlined above.  

      Our clients are informed that any personal data received from VIKAND can only be utilized for the intended purposes as outlined above, and the cruise line client with whom VIKAND will share your personal data will be the client listed in your independent contractor agreement or employment agreement. Should you choose to provide your explicit and unambiguous consent, VIKAND will proceed with sharing your data with such cruise line client, ensuring transparency and compliance with all applicable regulations. 

      5. How do We Store Your Data? 

      At VIKAND, safeguarding the confidentiality of your personal data is of utmost importance to us. We employ regulatory-compliant technology to securely store your data, ensuring the highest standards of protection. 

      To prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of information, we have implemented a range of physical, electronic, and managerial procedures. These measures are designed to safeguard and secure the information we collect online, in compliance with GDPR, HIPAA, and other relevant data privacy regulations. 

      Your personal data will be retained by VIKAND only for as long as necessary to fulfill the purposes for which it was collected, as outlined in this Privacy Policy. The specific retention period may vary depending on the nature of the data and the purposes for which it is processed. Once the data is no longer needed for these purposes, we will securely delete or anonymize it in accordance with our data retention policies and legal obligations. 

      This ensures that your data is handled responsibly and in accordance with the highest standards of data privacy and security. 

      6. What are Your Data Protection Rights? 

      VIKAND would like to make sure you are fully aware of all of your data protection rights. Every data subject is entitled to the following: 

      The Right to Access: You have the right to request VIKAND for copies of your personal data.  

      The Right to Rectification: You have the right to request that VIKAND correct any information you believe is inaccurate. You also have the right to request VIKAND to complete information you believe is incomplete. 

      The Right to Erasure: You have the right to request that VIKAND erase your personal data. This right is also known as the "right to be forgotten." 

      The Right to Restrict Processing: You have the right to request that VIKAND restrict the processing of your personal data under certain conditions. This means we will limit how we use your data while resolving any concerns you may have. 

      The Right to Object to Processing: You have the right to object to VIKAND's processing of your personal data under certain conditions. This includes the right to opt-out of certain types of data processing, such as direct marketing. 

      The Right to Data Portability: You have the right to request that VIKAND transfer the data we have collected about you to another organization or directly to you. This allows you to move, copy, or transfer your personal data easily between IT systems or platforms. 

                If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us our Data Protection Officer, Daniel Gonzalez at Daniel.gonzalez@vikand.com  

                7. What Are Cookies? 

                Cookies are small text files placed on your computer or device when you visit our website. They are commonly used to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar tracking technologies. 

                For further information, visit allaboutcookies.org 

                8. How Do We Use Cookies? 

                VIKAND uses cookies for various purposes to enhance your experience on our website, including but not limited to: 

                Authentication: We use cookies to keep you signed in to your account and to personalize your experience.

                Website Analytics: We use cookies to understand how you interact with our website, such as which pages you visit and how long you spend on each page. This helps us improve the performance and usability of our website.

                Customization: We may use cookies to remember your preferences and provide you with customized content and advertising based on your interests. 

                Personalization: We may use cookies to tailor your experience on our website based on your browsing history, preferences, and interactions with our site. 

                Advertising: Cookies may be used to deliver targeted advertising messages to you based on your interests and browsing behavior, both on our website and on third-party websites. 

                Performance Monitoring: We may use cookies to monitor the performance of our website, including tracking error messages and page load times, to ensure optimal functionality and user experience. 

                Security: Cookies may be utilized to enhance the security of our website and detect any fraudulent or unauthorized activities. 

                Third-Party Integrations: We may use cookies in conjunction with third-party services and integrations to provide additional functionality or features on our website. 

                  By using our website, you consent to the use of cookies as described in this notice. You can control and manage your cookie preferences through your browser settings. Please note that blocking certain types of cookies may impact your experience on our website. 

                  9. What Types of Cookies Do We Use? 

                  There are several different types of cookies, but on our website, we primarily use the following: 

                  Functionality Cookies: VIKAND utilizes these cookies to recognize you on our website and remember your previously selected preferences. This may include language preferences and your geographic location. These cookies may be first-party or third-party cookies. 

                  Advertising Cookies: These cookies are used to collect information about your visit to our website, including the content you viewed, the links you followed, and information about your browser, device, and IP address. VIKAND may share limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. As a result, you may see targeted advertisements on other websites based on your browsing patterns on our website. 

                  Analytics Cookies: We use analytics cookies to gather information about how visitors use our website, such as which pages they visit most frequently, how long they spend on each page, and any error messages encountered. This data helps us analyze and improve the performance and usability of our website. 

                  10. How to Manage Your Cookies? 

                  You have the option to manage cookies through your browser settings. Most web browsers allow you to control cookies through their settings preferences. You can typically find these settings in the "Options" or "Preferences" menu of your browser. For detailed instructions on managing cookies in your specific browser, you can refer to the help documentation provided by your browser's manufacturer. 

                  11. Changes to Our Privacy Policy 

                  VIKAND keeps its Privacy Policy under regular review and places any updates on this web page. This privacy policy was last updated on 1 April 2024. 

                  12. How to Contact Us 

                  If you have any questions about VIKAND's Privacy Policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us. 

                  Email us at: info@vikand.com 

                  Call us: +17547154961 

                  13. How to Contact the Appropriate Authorities? 

                  Should you wish to report a complaint or if you feel that VIKAND has not addressed your concern in a satisfactory manner, you may contact the appropriate data protection authority. 

                  Please refer to the following link on how to contact the Information Commissioner’s Officer: https://ico.org.uk/global/privacy-notice/how-you-can-contact-us/.  

                  To contact the European Data Protection Board please use the following link: https://www.edpb.europa.eu/about-edpb/more-about-edpb/contact-