Privacy notice

We may update this privacy notice from time to time to reflect changes in our legal obligations, services or business practices. Any updates will be published on our website and the revised version will include an updated revision date.

This privacy notice tells you what to expect us to do with your personal information.

 MedAccel Ltd (Company no. 15729244)

Telephone: 

(0044) 7443429304

Email:

hello@medaccel.co.uk

Postal address:

MedAccel Ltd, 55 Bryony Road, London, W12 0SP, United Kingdom

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Occupation
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Information relating to compliments or complaints
• Records of meetings and decisions
• Website user information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Information used for security purposes

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Purchase or account history
• Website and app user journey information
• IP addresses

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Client account information
• Any other personal information required to comply with legal obligations

We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

Where we process special category or criminal offence data, we do so only where permitted by applicable data protection law and maintain appropriate safeguards and policies where required.

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Payment details
• Account information
• Purchase or service history
• Call recordings
• Witness statements and contact details
• Photographs
• Relevant information from previous investigations
• Customer or client accounts and records
• Financial transaction information
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We have a legitimate interest in using business contact information to provide our services, manage client relationships, respond to enquiries, and improve the quality and effectiveness of our services. This use is limited to purposes that individuals would reasonably expect in a business context.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We have a legitimate interest in using business contact information to manage client accounts, maintain accurate records, support service delivery, and communicate with clients about their account and our services. Individuals would reasonably expect this use of their information in a business context.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We have a legitimate interest in using business contact information to send relevant updates about our services, areas of expertise, events, and business developments to existing clients and professional contacts. Individuals would reasonably expect to receive such communications in the context of an existing professional relationship and can opt out of receiving marketing communications at any time.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We have a legitimate interest in using personal information to administer recruitment activities, assess suitability for roles, communicate with applicants, and maintain records relating to recruitment decisions. Individuals would reasonably expect this use of their information when engaging with us regarding employment opportunities.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We have a legitimate interest in using personal information to respond to queries, investigate and resolve complaints, manage claims, maintain records of communications, and improve the quality of our services. Individuals would reasonably expect us to use their information for these purposes when they contact us or raise a concern.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Directly from you
• Audio, video and meeting recordings
• Publicly available sources
• Previous employment
• Providers of marketing lists and other personal information
• Suppliers and service providers
• Third parties including: clients, professional contacts, collaborators, recruitment agencies, event organisers, business partners and referral sources who may provide contact details or other relevant information in the course of professional activities.

Different retention periods apply to different types of records. Client, contractual and financial records are generally retained for up to six years after the end of the relevant relationship or financial year. 

Recruitment records are normally retained for up to 12 months after the recruitment process ends unless a longer period is required by law or agreed with the individual. Marketing information is retained until an individual unsubscribes or we determine it is no longer required.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Cloud productivity and document management providers (United States and United Kingdom)

This data processor does the following activities for us: They provide email, document storage, collaboration, communication and business productivity services.

Website hosting and website service providers (United Kingdom and\/or European Economic Area)

This data processor does the following activities for us: They host and maintain our website and may process information submitted through website forms.

Email marketing and customer relationship management providers (United Kingdom, European Economic Area and/or United States)

This data processor does the following activities for us: They help us manage business contacts, send marketing communications, administer mailing lists and record communication preferences.

Recruitment service providers (United Kingdom)

This data processor does the following activities for us: They help us advertise vacancies, identify potential candidates and manage recruitment activities.

Accounting and finance software providers (United Kingdom and/or European Economic Area)

This data processor does the following activities for us: They process invoicing, payment and financial record information on our behalf.

Learning management system and online training providers (United Kingdom, European Economic Area and/or United States)

This data processor does the following activities for us: They host, administer and monitor training programmes, educational content and user participation records.

IT support and cybersecurity providers (United Kingdom)

This data processor does the following activities for us: They provide technical support, system maintenance, security monitoring and data protection services.

Others we share personal information with

• Professional or legal advisors
• External auditors
• Organisations we’re legally obliged to share personal information with
• Suppliers and service providers
• Professional consultants
• Third parties involved in delivering, supporting or facilitating our services: Clients, project partners, collaborators, conference and event organisers, other organisations involved in delivering, supporting or facilitating our services.

For information about our use of cookies and similar technologies, please see our Cookie Notice.

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Microsoft 365

• Category of recipient: Cloud productivity, email, document storage and collaboration provider
• Country the personal information is sent to: USA
• How the transfer complies with UK data protection law: The recipient participates in the UK Extension to the EU-US Data Privacy Framework (UK-US Data Bridge). Where appropriate, additional contractual safeguards may also be used.

Organisation name: Zoom Video Communications

• Category of recipient: Video conferencing and online meeting provider
• Country the personal information is sent to: United States
• How the transfer complies with UK data protection law: The recipient participates in the UK Extension to the EU-US Data Privacy Framework (UK-US Data Bridge). Where appropriate, additional contractual safeguards may also be used.

Organisation name: Microsoft Corporation and affiliated service providers

• Category of recipient: Cloud infrastructure, data hosting and business technology services
• Country the personal information is sent to: United States
• How the transfer complies with UK data protection law: The recipient participates in the UK Extension to the EU-US Data Privacy Framework (UK-US Data Bridge). Where appropriate, additional contractual safeguards may also be used.

Organisation name: Zoom Video Communications and affiliated service providers

• Category of recipient: Video conferencing, cloud hosting and communications services
• Country the personal information is sent to: United States
• How the transfer complies with UK data protection law: The recipient participates in the UK Extension to the EU-US Data Privacy Framework (UK-US Data Bridge). Where appropriate, additional contractual safeguards may also be used.

MedAccel does not use automated systems to make decisions about individuals without human involvement.

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: Hello@medaccel.co.uk

Telephone: (0044) 7443429304

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint