MyYearGroup.net – Privacy Policy
How we collect, use, and protect your personal information
Last updated: 16th October 2025
This Privacy Policy explains how MyYearGroup.net ("we", "us", "our") collects, uses, and protects your personal information when you use this website ("the Platform").
By using or registering with MyYearGroup.net, you agree to this Privacy Policy.
1. Who We Are
MyYearGroup.net is operated and managed by an individual based in Scotland, United Kingdom, who acts as the data controller for the purposes of UK data protection law (UK GDPR and Data Protection Act 2018).
📧 If you have questions or concerns, contact: admin@myyeargroup.net
2. What Information We Collect
We collect and process the following types of data:
a) Information you provide directly
- • Your name, email address, city, and GMC number (for verification)
- • Information in your profile such as university, graduation year, specialty, and workplace
- • Any text, images, or files you upload or share (posts, messages, documents)
- • Encrypted files stored in My Locker
b) Information we collect automatically
- • Log data (browser type, device, IP address, access times)
- • Cookies and similar technologies used for session management and security
c) Optional data
- • Photos or profile images you upload
- • Files and documents voluntarily shared via My Locker
3. How We Use Your Information
We use personal data to:
- • Verify that users are genuine medical professionals
- • Create and manage your user account
- • Provide access to Year-group discussions, messaging, and event features
- • Communicate administrative updates and notifications
- • Maintain platform security and prevent fraud
- • Respond to enquiries or support requests
Important: We do not sell or share your personal data with advertisers or unrelated third parties.
4. Legal Basis for Processing
We process your information under one or more of the following lawful bases:
📋 Contract
To provide you with access to the platform
⚖️ Legitimate interests
To maintain a safe and functional professional network
✅ Consent
For optional features such as email digests or file uploads
⚖️ Legal obligation
Where required by law or regulatory authorities
5. My Locker (Personal Storage)
🔒 Secure Personal Storage
- • The "My Locker" area is designed for personal file storage
- • Files are encrypted and accessible only by the account holder using a self-set passkey or PIN
- • We cannot view, access, or recover files or passkeys
- • Users are responsible for maintaining their own backups of important documents
6. How Long We Keep Data
Account information is kept for as long as your account remains active
Posts and discussions remain visible within your Year-group unless deleted
You may delete your own account at any time; this will remove your personal profile but may not erase contributions to group discussions
Backups and logs are retained for up to 90 days for security and restoration purposes
7. Data Security
We use appropriate technical and organisational measures to protect your data, including:
🔐 HTTPS encryption
Throughout the platform
🔑 Secure authentication
Password hashing and authentication
🛡️ Two-factor access
Optional for sensitive areas (My Locker)
📁 Encrypted storage
For uploaded files
Important: However, no online system is completely secure. Users acknowledge that they upload and share content at their own risk.
8. Sharing and Disclosure
We may share limited information:
With trusted technical providers (such as AWS or MongoDB Atlas) who host our infrastructure
If required by law, court order, or to comply with law enforcement
We do not sell, rent, or exchange personal information for marketing purposes.
9. Cookies
We use cookies for:
🔐 Security
Login sessions and security
⚙️ Preferences
Remembering user preferences
📊 Analytics
Analytics (anonymised)
You can manage or disable cookies through your browser settings, but some features may stop working if you do.
10. Your Rights (UK GDPR)
You have the following rights:
📋 Access
To request a copy of your data
✏️ Rectification
To correct inaccurate information
🗑️ Erasure
To delete your account and data
⏸️ Restriction
To limit how your data is used
📤 Portability
To request your data in a common format
🚫 Objection
To object to certain processing
📧 To exercise your rights, contact: admin@myyeargroup.net
11. Children's Data
This platform is intended only for verified medical professionals aged 18 or older. We do not knowingly collect information from anyone under 18.
12. International Transfers
All data is hosted securely in the United Kingdom or EEA. If we use international cloud services, they will meet the data protection standards required by UK GDPR.
13. Changes to This Policy
We may update this policy periodically. The latest version will always be available at MyYearGroup.net/privacy. Continued use of the site after updates means you accept the revised policy.
14. Governing Law
This Privacy Policy is governed by the laws of the United Kingdom (including Scotland). Any disputes arising under it shall be handled by the courts of the United Kingdom.
15. Contact
Questions or concerns?
📧 admin@myyeargroup.net