This privacy policy sets out how Mediright uses and protects any information that you give us when you use this website. Mediright is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 9/06/2014. For more information / enquiries regarding any details laid out in this privacy policy, please Contact Mediright Corporate Healthcare Services.
What we collect
We may collect the following information:
- Name and job title.
- Contact information including email address.
- Demographic information such as postcode, preferences and interests.
- Other information relevant to customer surveys and/or offers.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
Internal record keeping.
We may use the information to improve our products and services.
We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 2018 (GDPR). A small fee will be payable. If you would like a copy of the information held on you please contact us on enquiries@mediright.co.uk.
If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
GDPR Privacy Policy
Mediright Occupational health Ltd is committed to protecting your personal information and complying with GDPR reference Article 6(1)(f), Article 9(2)(b) and (h) and Article 9(3). This statement sets out how Occupational Health Service may use and process such personal information.
What Data will be collected?
The following data may be collected, held and shared by Mediright:
- Personal information (e.g. Name, Address, Date of Birth).
- Personal characteristics e.g. ethnicity, gender etc.; some of this may be classed as “special category data”.
- Past and present job roles.
- Health and medical information which is a “special category “of data”.
Why is it collected and the “lawful basis” for processing your data?
Our lawful basis for processing your data is:
1. Legal obligation: the processing of your information and data is necessary for us to comply with the law this includes health & safety legislation and employment legislation, and to support your Employer in complying with the same law as we are acting as their agent and occupational health provider:
- for the assessment of the working capacity of an employee.
- ensure the health & safety of the employees at work & allow consideration of any adjustments that may be required to support their ability to work.
2. Vital interests: Processing your data includes our interest in protecting life. Part of our work will be to help protect your health from harm that may potentially arise from work processes e.g. exposure to chemicals, noise.
3. Special category data is collected for the “purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health”. This processing is also subject to subject to conditions and safeguards specified by relevant nursing and medical professional bodies.
Who will it be collected from?
- You are the data subject “the Employee.”
- Your Employer e.g. Human Resources, line managers should receive your consent to share your personnel and medical information they hold and wish to pass to Occupational health.
- Our Occupational Health services including the commissioning of associate occupational health professionals that we may refer you to as part of our assessment processes and who will also follow our informed consent processes and safeguarding of your data.
- Your treating doctors/health professionals (with your consent) e.g. GP, Specialists.
How will it be collected?
- Verbally via telephone calls or Teams online, face to face conversations and appointments at your workplace or Mediright offices.
- In writing e.g. forms you and/or your Employer may complete e.g. health assessment forms, management referral forms, and from other parties e.g. GP letters etc. These may be sent to us electronically and/or by mail.
- All exchange of information will be subject to informed consent processes and safeguarding of your data.
Storage & Use of Records
- The information Mediright collects is stored on Mediright cloud-based server.
- Administrative support staff on a “need to know basis” can access your information to e.g. to book appointments, process reports etc. All administrative staff understand the need for confidentiality and their contractual obligation to preserve it.
How long we keep information
How long we store your information will depend on the type of record that we have been processing.
Your occupational health records are processed for the duration of our contract with your employer and for a further six years after you have left their employment. After this time your occupational health record will be securely deleted.
Under Health and Safety law, there is a requirement for employers to keep Health Surveillance records for forty years (“health records”) or longer in some cases. These are separate to the clinical records that will be stored on our system (“medical records”), and these will be kept for a further six years after you have left the relevant employment. Where records have been transferred from a previous provider and it is not possible to tell whether the records, we hold are Occupational Health records, Health Surveillance medical records, or fitness outcome reports for Health Surveillance health records that your employer should hold, we may decide that the longer retention period of forty years should be applied to avoid premature destruction.
If our contract with your employer terminates, we will stop processing your information and your Occupational Health records including any Health Surveillance records will be transferred to your employer’s next Occupational Health provider. Following the transfer, we will keep your records for a further 365 days following successful receipt of transfer before securely destroying them. If these records are not requested to be transferred, we will store them for six years following the end of the contract before they are securely destroyed.
Information that is processed about you, but that does not form part of your Occupational Health record, such as internal email communications may be securely deleted as part of our in-house ‘housekeeping’ procedure to ensure that we do not retain your data unnecessarily.
Your rights
1. You as an employee have a right to request a copy of the information that we hold about you at any time during your employment. If you would like a copy of some or all of your personal information, please contact Mediright on the details below in writing.
2. You have statutory right of access to your occupational health records (in full or in part) under the GDPR 2018, or to authorise a third party, such as a legal adviser, to exercise that right on your behalf.
3. If you feel uncomfortable providing any of the information requested by Mediright then please do not hesitate to raise your concerns with the Mediright employee requesting the information or speak to someone at Mediright. You have the right to complain to the ICO if you feel there is a problem with the way that we handle and store your information.
Personnel Data Breaches
Any Mediright occupational health staff dealing with personal and sensitive data are termed data processors. All data processors will report any data breaches to the data controller, (Michael Heath) This includes data both personal and sensitive that is: –
1. Accidentally or unlawfully destroyed.
2. Lost.
3. Altered.
4. Disclosed or released to parties where consent has not been given.
The controller will report this breach to the Information Commissioners office (ICO) within 72 hours.
Please email: admin@mediright.co.uk
In writing:
Data Protection Officer: Michael Heath
Mediright Occupational health
Albion Close
Worksop
Nottinghamshire
S80 1RA