Privacy Policy
A website privacy policy sets out the purpose of data collection on your website, the types of information collected and the scope and limitation of data processing on your website. It should outline your business' practices in relation to the collection, storage and use of personal data gathered on your website
Privacy Policy
PRIVACY NOTICE This privacy notice explains how we collect and use personal information about you. The information we collect will be different depending on the relationship we have with you.
Who we are
123 medical Services is a trusted partner to the legal profession, providing reliable and comprehensive medico-legal reporting.
We are the data controller for the personal data we process.
How to Contact Us
If you have any questions about this privacy notice or want to exercise your rights under data protection, please email help@123medicalservices.co.uk
If you are a legal partner
To be able to provide our medico-legal reporting services to you we may be required to collect and process personal information about your clients.
We collect, use and store different types of personal data about your clients. Detailed below is the data we may collect, what it is used for and our legal basis for processing this data.
We process the personal data of individuals who are processing legal claims in relation to personal injury.
The personal data may include:
- Names, contact details and dates of birth;
- Health information;
- Information about race, ethnic origin and sex;
The personal data is generally provided by the person instructing us in relation to the legal issues, who is usually a solicitor.
We process the data because it is in our legitimate interests as an expert witness to do so. We need to see and analyse documents containing this information in order to provide our expert advice.
In relation to any special category personal data, such as health records or information concerning, race, ethnic origin, or sex is, we rely on the legal claims basis for processing this data, in addition to our legitimate interest.
In many cases, an individual has consented to the transfer of their personal data to us. Where an individual has consented, he or she may easily withdraw it by notifying by email either their solicitor.
Other personal data
We also process personal data pursuant to our legitimate interests in running our business such as:
- Invoices and receipts;
- Accounts, VAT and tax returns;
- Insurance policies and related documents;
We require the details of practitioners/clinicians and as such, we process our associates personal data which includes:
- Names, addresses and contact details;
- Pay and bank details;
- Curriculum vitae and contracts of engagement;
- Health information where relevant;
If you make an enquiry
If you make an enquiry directly to us by contacting our contact centre or completing an enquiry form on our website, or contact us via social media, make an enquiry via a third party or at one of our events, we may require to collect and process personal information about you.
We collect, use and store different types of personal data about you. Detailed below is the data we may collect.
- Personal Contract details (including, name, address, email and telephone number.);
- Information related to your potential case;
- Communications (information we may learn about you from emails, calls and letters;
Our legal basis for processing this data is to potentially enter into a contract with you.
If you attend one of our events
If you attend one of our events, we may collect and process personal information about you. Detailed below is the data we may collect;
- Personal Contract details (including, name, address, email and telephone number);
Our legal basis for processing this data is to potentially enter into a contract with you.
If you apply for a job with us
We have a separate Privacy Notice that explains what we do with your personal data when you apply for a job with us. This can be obtained by contacting help@123medicalservices.co.uk.
If you work with us
We have a separate Privacy Notice for our employees. This can be obtained by contacting management@123medicalservices.co.uk
We may collect personal information about you from the following sources:
- Directly from you;
- From other organisations who refer you to us e.g. Trade unions, charities, other solicitors;
- Credit reference agencies and fraud prevention agencies;
- Witnesses who provide information about you relevant to your case;
- Professional experts e.g. medical experts, occupational health providers, GPs;
- Department of Work and Pensions and HMRC;
- Recruitment agencies;
- Employers / Former employers;
Sharing your personal information
Opening Hours
Monday – Friday 9.00 – 17.00
Saturday – Sunday Closed
Contact Us
0330 133 8398
Our team will be happy to assist any of your enquiries
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We may share your personal information with the following third parties:
- Third parties relevant to your case, e.g. opposing party and their solicitors, counsel, mediators, witnesses, courts, search agents;
- Trade Unions or third-party organisations that are supporting you through your case;
- Professional experts, such as medical professionals;
- The police or other law enforcement agencies, government or regulatory bodies where it is necessary to do so for the purpose of your case, or where we have a legal or regulatory obligation to do so;
- Our Insurers;
- Our professional advisors such as lawyers and accountants;
- Third parties to whom we outsource certain services such as IT system or software providers, confidential waste disposal, translation services, postal/ courier services;
If you choose not to give your personal information
If you do not provide us with requested information that we need to collect to meet our legal obligations, or under the terms of the contract we have with you, it may delay or prevent us from being able to perform the contract and/or comply with our own legal obligations.
In some cases, we may be unable to progress your case you or may have to withdraw from representing you.
Maintaining accuracy of your records
You should contact us and let us know if any of your personal information changes to allow us to maintain accurate records for your case. It is important that you always inform us if you change address, email address and/or phone number. Please advise us in writing to help@123medicalservices.co.uk
You should contact us and let us know if any of your personal information changes to allow us to maintain accurate records for your case. It is important that you always inform us if you change address, email address and/or phone number. Please advise us in writing to help@123medicalservices.co.uk
Data Retention
For those who make enquiries with us for medico-legal reporting, and where we are unable to proceed to open a file and act in any substantive legal manner, we will retain your personal information for a period of 5 years.
We require to retain this information to satisfy any enquiries or legal actions which may arise following any advice given or view taken by us. We also require to retain this information in order to follow guidelines set out by the Law Society of Scotland.
We will retain client files (which will contain personal information) for the length of time that we are acting for in the legal contract in which we have been instructed by you and for a period of ten years after closure of your file.
We require to retain these files to satisfy any enquiries or legal actions arising after the end of your claim and to follow the guidelines set out by the Law Society of Scotland.
International Transfers
The information you provide to us will be transferred to and stored on our secure servers in the European Economic Area (“EEA”).
Data Subject Rights
You have the following rights in respect of the personal information we process about you:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – you have the right to ask for the data we hold about you to be erased from our records. However, our retention requirement may not allow complete erasure. The legal basis for retaining data may be for the defence of legal claims.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – in some circumstances you have the right to have the information we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
- Right to withdraw your consent – if you have given your consent for us to process your information, you have the right to withdraw this at any time.
Please note that some of these rights may be limited where we have an overriding interest or legal obligation to continue to process your personal information, or where personal information may be exempt from disclosure due to reasons of legal professional privilege.
If you would like to exercise any of these rights, please email help@123medicalservices.co.uk.
Complaints
We aim to resolve all complaints about how we handle personal information directly and would like you to give us the opportunity to address any concern you have by contacting us at management@123medicalservices.co.uk
Our Data Protection Officer can be contacted by email at management@123medicalservices.co.uk
You also have the right to make a complaint directly with the Information Commissioner’s Office (ICO). https://ico.org.uk/ 0303 123 1113.
This Privacy Notice was last reviewed September 2023. We may require to update this Privacy Notice occasionally and we will notify you of any significant changes that we make.