Privacy Policy

This Privacy Policy explains how we collect, hold and use your personal information in accordance with applicable data privacy legislation including the General Data Protection Regulation. By providing your personal information, you acknowledge that we will only use it in accordance with this Policy.

Why we need your Data

We require access to your personal data in order to fulfill our services including: Performance of a contract we have with you (such as Housing Agreements), Providing you with Proposals/Quotes, Payment Processing, Event Registration, compliance with a legal obligation (such as tax obligations), and to inform you of upcoming events and other important dates.

The Information we collect

When you sign up for or use our services, consult with our customer service team, send us an email, post on our blog, Request a Proposal/Quote, Book or Pay for a service, Sign a Housing Agreement, Fill out Event Registration, or communicate with us in any way, you are voluntarily giving us information that we collect.

In order to provide our services, we may need to collect the following types of information from you:

Contact details such as name, address, telephone number and email address (to secure your accommodation, arrange your travel, register you for an event and to keep in contact with you).

Identification information including institution, city, country of work or residence (if you participate in our education and are requesting CME credit).

Billing information such as credit card details and billing address.

We may receive information about how and when you use our websites, we store it in log files and data files. This information may include, for example, your IP address, time, date, browser used, and actions you have taken within the website. This type of information helps us to improve our services for both you and for all of our users.

By giving us this information, you consent to this information being collected, used, disclosed, transferred to the United States and stored by us.

Retention of Data

For Tax reasons we may keep your basic personal data (name, address, contact details) for a minimum of 7 years after which time it will be destroyed.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

We will also retain your information for as long as is needed to provide you with the contracted services.

We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our agreements.

Accuracy of Data

We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Information.

Sharing of Information

We disclose Personal Information only to the following types of third parties for the purposes described in this policy:

1) Rooming lists containing First and Last name provided to Housing Companies, Hotels, Restaurants and other Service Providers. This is required in order to complete your booking.

2) Payment details sent to our Payment Processing vendor or Bank.

Safeguarding Your Information

We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

Security measures employed included high grade SSL encryption, Password encryption, Secure Servers, Adherence to Payment Card Industry Data Security Standard (PCI DSS), Information Security Awareness and Acceptable Use Policies and Procedures.

All production data is housed in secure data centers protected 24/7 with on-site guards and CCTV surveillance. Facility is SSAE 16 and PCI DSS certified and staffed 24/7 by certified engineers.

Only approved staff may gain physical access to company systems. Identification at this location is verified through a combination of official picture ID and Biometric hand readers.

European Union Data Subject Rights

We will give an individual, access to any Personal Information we hold about them within 30 days of any request for that information.

Individuals may request to access, correct, amend or delete information we hold about them by contacting us at the address above.

Unless it is prohibited by law, we will remove any Personal Information about you from our servers at your request. There is no charge for an individual to access or update their Personal Information.

You may opt out of inclusion of your data in further marketing efforts.

We will export your account data to a third party at any time upon your request.

Contact Us

The Society for Worldwide Medical Exchange acts as the Data Processor of the personal data you provide to us, under data protection laws. Meaning we use the information to provide a service to you. If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, please use contact us by postal mail or email at:

Society for Worldwide Medical Exchange
1688 Meridian Ave, Suite 900
Miami Beach, FL 33139
Telephone +1-305-407-9222 | Fax +1-305-433-7128