Privacy Statement


The aim of the ECQI Group is to raise awareness of the need for improvement in colonoscopy standards across Europe. Therefore, the ECQI Group have developed an online data collection instrument for recording colonoscopy procedures which may provide useful information on colonoscopy, enabling the identification and improvement of quality issues. As a result, we collect, process and store your Personal Information as you use our website and services (collectively the “Services”).

Personal Information is information that can identify you, such as your name and email address, or it may be information that could reasonably be linked back to you, such as the name of your institution.

This Privacy Statement describes our practices for collecting, storing and processing your Personal Information and the controls we provide you to manage it within our Services. In addition, we have a Cookie Policy that describes our use of browser cookies and similar tracking technologies which is considered a part of this Privacy Statement.

Account creation and your engagement with the ECQI Group audit

The Personal Information required to create an account is your country, institution name, your name, an email address, and a password.

By applying to participate in the ECQI Group audit, as part of the account activation process, you implicitly agree to comply with our Terms and this Privacy Statement.

At any time, you can request that the ECQI Group provide you with a copy of the personal information it holds for you and, if you wish, you can request that your personal information be deleted. Please see Access to your personal information and correction, and How can I delete my Personal Information? below, for details on how to do this.

What personal information do we collect from you?

The list below describes the information we collect from you to provide the Services. In this Privacy Statement, we refer to this as your “Personal Information”.

Account Information

This is the information required to provide you with access to the Services:

  • Your country;
  • The name of your institution;
  • Your name;
  • An email address;
  • A password that your provide when you activate your account.

User-provided content

This is the information you provide about:

  • Your institution;
  • Yourself, as a practitioner;
  • Your patients, and the colonoscopy procedures they undergo.

What information do we collect through your use of the Services?

We will record the internet protocol (TCP/IP) address of your computer, mobile device, or the proxy server that you use to access the internet, in addition to other technical information such as:

  • Your computer operating system;
  • Your web browser.

How will we use the personal information about you?

Primarily, we use your Personal Information to:

  • Authenticate your access to the Services;
  • Conduct scientific and statistical research;
  • Detect and protect against error, fraud, or other criminal or malicious activity;
  • Enforce our Terms.

We also use your Personal Information to communicate with you about the Services, such as when we:

  • Respond to your enquiries;
  • Inform you of changes to the Services;
  • Provide you with information or request action in response to technical, security or other operational issues.

What we won’t do with your data

We will always treat your Personal Information with respect. We will never:

  • Sell it;
  • Leave it unprotected;
  • Collect it unnecessarily;
  • Transfer it to a destination ourside the United Kingdom and the European Union.

When do we share your information and who are the recipients?

We will never share your Personal Information with external companies other than those selected to process it for the purposes of research and statistical analysis.

Service providers

We use other companies to help us provide our Services to you. As a result, these partner companies will have some of your information in their systems. Our partners are subject to contractual obligations governing data security and confidentiality consistent with this Privacy Statement and applicable laws.

These providers are:

  • Aspen Medical Media Limited, whose functions are:
    • Secretariat to the ECQI Group;
    • Medical writing
    • Data analysis.
  • Healthcare Evaluation Associates Limited (t/a Pharmatelligence), whose functions are:
    • Provider of electronic data capture software to the ECQI Group;
    • Website provider;
    • Data processing;
    • Data analysis;
    • Helpdesk support.

Legal or regulatory processors

We may share your Personal Information if we believe it is reasonably necessary to:

  • Comply with valid legal processes (e.g. subpoenas, warrants, etc.);
  • Enforce or apply our Terms;
  • Protect the security or integrity of the Services;
  • Protect the rights, property, or safety of the ECQI Group, its members and users.

If we are compelled to disclose your Personal Information to law enforcement, we will do our best to provide you with advance notice, unless we are prohibited under the law from doing so.

A note about aggregated data

The ECQI Group may disclose user information in an aggregated form as part of our Services or in scientific publications published by us or our research partners. For example, we might note the percentage of colonoscopy procedures that are from a particular geographic region or country. Such disclosure will never include Personal Information.

Access to your personal information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your Personal Information, please email or write to us using the contact information given below. We aim to respond within 10 working days.

We want to ensure that your Personal Information is accurate and up to date; you may ask us to correct or remove information you think is inaccurate.

Retention practices

Our Services are fundamentally premised on the notion that improving quality in colonoscopy is not a one-time event, but it continues over a lengthier period of time. As a result, our data retention practices reflect this ongoing value by retaining your Personal Information on our systems until you inform us of your wish to remove it.

Account information

We will retain the Personal Information you provide until such time as you ask us to delete it.

User-provided content (questionnaire data)

Normally, when you ask us to close your account and delete your Personal Information, we will still retain your user-provided content, i.e. the Institution, Practitioner and Procedure data you have recorded, for research purposes. However, should you wish also to delete these data, please explicitly state this in your deletion request.

Please note:

  • There may be some latency in deleting your user-provided content from our servers and backup storage;
  • Your data may already have been aggregated in published research. If this is the case, we will provide you with the details of the journal(s) or congress(es) concerned.

How can I delete my Personal Information?

You can delete your Personal Information by submitting a deletion request to the ECQI Secretariat. Please go here for contact details.

Cookies and similar technology

Tracking and analytics

Public parts of the ECQI website store a cookie on your computer to track user traffic patterns. We do this to determine the usefulness of our website and to see how effective our navigational structure is. We do not release this information to third parties.

If you are a registered participant of our audit and wish to sign in to the password-protected area of the website, you will need to allow cookies otherwise you will be unable to sign in.

Our website also uses Google Analytics. Google Analytics is a tool that allows the behaviour of users on a website to be analysed, to help us to provide the best user experience. Google Analytics generates cookies that identify whether you've visited the website before, which pages you visit, etc. These cookies cannot be used to identify individuals; they are used for statistical purposes only and the data never shows any confidential information. The data itself is only visible to us, our website provider (Pharmatelligence) and the data processor (Google). Both Pharmatelligence and Google conform to the GDPR. Note that the collection of Personal Information is against the Google Analytics Terms of Service (see section 7 – Privacy).

How to turn off cookies

If you prefer not to receive cookies while browsing oour website, you can set your browser to refuse cookies from it. You do not need to have cookies turned on to use or navigate through many public parts of our website, but you will need to allow cookies to sign in to the password-protected area of our website.


We take security very seriously. Information is protected from unauthorised access and we are confident no-one will be able to access your Personal Information unlawfully. We protect your information in the following ways:

Data at rest

Our Services are built on industry standard security protocols. This means that:

  • All data at rest is encrypted to at least the AES256 standard;
  • All account passwords are stored using one-way encryption.

Data in transit

We also protect data being transferred. To use our Services, your web browser must support the Secure Sockets Layer (SSL) protocol so that all data transmitted, either from your browser to our Services or from our Services to your browser, will be encrypted.

Other websites

Our website contains links to third party websites. This Privacy Statement only applies to this website so, when you link to other websites, you should read their own privacy policies.

Changes to our Privacy Statement

We keep our Privacy Statement under regular review and we will place any updates on this web page. This privacy policy was last updated on 23rd May 2018.

People who email us

You should be aware that any emails we send or receive may not be protected in transit.

We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of law.

How to contact us

Please contact us if you have any questions about this Privacy Statement or the information we hold about you. You can do this via:



ECQI Secretariat, Aspen Medical Media, 50 High Street, Haddenham, Buckinghamshire, HP17 8ET, United Kingdom.