Privacy Notice

Hoiwa is the controller of this register. Hoiwa decides why and how the personal data collected through the Hoiwa MedSafe training platform is processed.

Contact person for matters concerning the register: info@hoiwamedsafe.com.

Hoiwa MedSafe learner and customer register.

For Hoiwa’s Malaysia freelancer pool, we process recruitment interest to review qualifications and experience, contact applicants, coordinate onboarding and identify suitable freelance opportunities. Processing is based on the permission given with the application, which you may withdraw by contacting fadumo.ali@hoiwa.fi.

Handling orders and licences for Hoiwa MedSafe courses, delivering the training, and processing and storing course progress and exam results. Responding to licence, partnership and webinar enquiries.

Recruitment applications include your name, email, mobile number, professional role, current area, experience, preferred service areas, optional date of birth, languages and proficiency, availability and experience description, professional registration status where applicable, your consent record, and any education or additional-training certificates you choose to attach. You may voluntarily self-describe your ethnic background with separate explicit permission. This sensitive information is stored only in your private applicant record, is not used for eligibility or assignment matching, and may be removed by withdrawing that permission. Attachments are stored privately and accessed only by authorised Hoiwa platform administrators through short-lived download links. Please do not submit identification numbers, identity documents, health information or patient details. Recruitment applications are accessible only to authorised Hoiwa platform administrators and are retained only while needed for recruitment and follow-up. Contact fadumo.ali@hoiwa.fi to request access, correction, deletion or withdrawal of permission.

• Account data— name, email address, login credentials, profession, country, and optional profile details.
• Learning data— course progress, practice answers, exam results, and completion records.
• Enquiry data— organisation name, contact details, and message content you send us through forms.
• Usage and device data— IP address, device identifiers, and usage telemetry for security and product improvement.

Payment data (card details, billing information) is collected and processed directly by Paddle as Merchant of Record; we do not store your card details.

Data is received from the registered person themselves, or from their employer when an organisation enrols staff into training.

Data is not disclosed to third parties without the consent of the registered person or their employer, except to the service providers needed to run the service (hosting, email delivery, payment processing, support tooling), to professional advisers where necessary, and to authorities where required by law.

Hoiwa MedSafe is built for learners and organisations outside the EU and EEA — for example in Malaysia and Indonesia. Your data is stored in the European Union and protected to European data protection standards, which provide a strong level of protection regardless of where you use the service.

Some of our service providers process data in other countries. Where data is transferred internationally, we rely on appropriate safeguards such as standard contractual clauses, and we honour the requirements of your local data protection law.

Access to register data is limited to trained personnel who need it for their work. Data is protected with encryption in transit, access controls, and row-level access rules in the database, so that each user can only reach their own records and administrators only what their role requires.

We keep personal data only as long as needed for the purposes above, including legal and accounting obligations. When data is no longer needed, it is deleted or anonymised.

This platform is designed for users outside the EU and EEA, and we honour the rights granted by your local data protection law: learners in Malaysia are protected by the Personal Data Protection Act 2010, and learners in Indonesia by the Personal Data Protection Law No. 27 of 2022. In every case you may access, correct, or delete your personal data, restrict or object to processing, receive your data in a portable form, and withdraw consent where processing is based on consent. You may also complain to your local data protection authority. To exercise your rights, contact info@hoiwamedsafe.com. We respond within one month.

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