Scope
This privacy policy explains how we process, store, access and delete data streams created by data subjects interacting with our public facing systems including any links to, or integration with, third party systems and applications.
We process all personal data that you provide via such systems in accordance with the UK GDPR and the Data Protection Act 2018.
The purpose of this processing is to provide service users, potential service users and members of the public with information including but not limited to our services, clinic locations and career opportunities.
Definitions
Data – information held by Express Medicals Plc
Data controller – Express Medicals Plc
Data processor – relevant service providers with whom we have a data processing agreement
Data subject / you – the individual interacting with our systems
Information Commissioner’s Office / ICO - the UK's independent regulatory office in charge of upholding information rights
Personal data – any data from which an individual can be identified e.g. name, date of birth, National Insurance number
Results – the outcome of any medical assessment, screening or testing undertaken on a data subject
1. Website Terms Of Use
These terms of use (the “Terms of Use”) govern the use of www.expressmedicals.co.uk (the “Site”). The Site is owned and operated by Express Medicals PLC.
By using the Site, you indicate that you have read, understood and agreed to abide by these Terms of Use at all times.
Intellectual Property
All content published on the Site is property of Express Medicals PLC. This includes, but is not limited to, images, text, logos, documents and downloadable files.
Limitation of Liability
Express Medicals PLC and our directors, officers, agents, employees and affiliates will not be liable for any actions, claims, losses, damages, liabilities and expenses including legal fees from the use of the Site.
Indemnity
Except where prohibited by law, by using the Site you indemnify and hold harmless Express Medicals PLC and our directors, officers, agents, employees and affiliates from any claims, losses, damages, liabilities, actions and expenses including legal fees arising out of your use of our Site or your violation of the Terms of Use.
Applicable Law
These Terms of Use are governed by the laws of the United Kingdom.
Severability
If, at any time, any of the provisions set forth in these Terms of Use are found to be inconsistent or invalid under applicable laws, those provisions will be deemed void and will be removed from these Terms of Use. All other provisions will not be affected by the removal, and the rest of these Terms of Use will still be considered valid.
Changes
These Terms of Use may be amended from time to time to maintain compliance with the law and to reflect any changes to the way we operate our Site. We will notify users of such changes via email or post a notice on the Site.
Contact
Please contact us via the forms on the Site if you have any questions or concerns, or else our contact details are:
8 City Business Centre, Lower Road London SE16 2XB
marketing@expressmedicals.co.uk
+44 (0) 207 500 6900
2. Website Contact Forms
Data collected:
Name
Email address
Message
How did you hear about us?
Optional – phone number
Optional – company
Once submitted, this generates an email to our workhealth inbox (see Emails section) which will be actioned by a member of our Commercial Team. Forwarding of the enquiry to another internal department may be necessary depending on the nature of your enquiry.
3. Website cookies
See CookieYes Policy on website (“Consent preferences”)
4. Live and automated chat function on website
Provider: Tidio
How it works: when you interact with our website homepage you will be offered via pop-up notification the opportunity to submit an enquiry. If you choose “yes” a series of automated questions will apply to notify the agent of the nature of your enquiry. During office hours these are responded to by a member of the commercial team; outside office hours these will generate an email enquiry (see Emails section) to which a member of the commercial team will respond during office hours.
Any information you divulge via this platform, including uploads, will be stored on Tidio’s server and is accessible by Express Medicals’ Tidio agents.
Retention period: 2 years
5. Gateway bookings / results portal
Purpose: for clients and members of the public to make bookings and/or booking enquiries electronically
Name
Company / sponsor name
Address
Email
Phone number
Payment card details (via Stripe) if applicable – obfuscated from operator access, retained by Stripe for 7 years
Access to results via portal if applicable
Retention of bookings data: permanently
Retention of results data: various depending on type of assessment
6. Emails
Emails interacting with Express Medicals domain email accounts are stored in a tamper proof archive for 6 years, after which they are deleted. Retention includes any attachments sent from/received by Express Medicals domain email accounts; any protection applied to said attachments e.g. password protection will still apply in the archive.
Medium: Mimecast
7. Call recordings
All calls made and received on the company’s main phone system are recorded for training and monitoring purposes, and retained for 90 days.
8. Your Rights in Relation to your Data
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please direct all such requests for the attention of our Data Protection Officer, who can be contacted as below:
Data Protection Officer
Express Medicals Plc
8 City Business Centre
Lower Road
London
SE16 2XB
dpo@expressmedicals.co.uk
02075006900
Express Medicals are registered with the Information Commissioner’s Office (ICO) as a data controller. Our registration number is ZB498529.
9. How to complain
If you are unhappy with how we have used your data you can make a complaint to the ICO – contact details below.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
10. External links:
Please refer to respective privacy policies, which are out of Express Medicals Plc’s control:
· Stripe Privacy Policy
· Tidio Privacy Policy