Consultantcare strives to protect the privacy and the confidentiality of Personal Data that the company processes in connection with the services it provides to clients and individuals’ use of the Consultantcare websites. Consultantcare’s services consist primarily of the provision of practice management support from medical specialists including patient liaison administration billing and financial requirements.
To enable this, Consultantcare is required to use and share Personal Data. Consultantcare’s use of Personal Data is consistent with GDPR and current legislation.
To carry out its services Consultantcare will receive Personal Data relating to clients, their family members, and in certain circumstances claimants and other parties involved in a medico legal claim. Therefore, references to “individuals” in this notice include any living person from the preceding list, whose Personal Data Consultantcare receives in connection with the services it provides under its engagements with its clients. This notice sets out Consultantcare’s uses of this Personal Data and the disclosures it makes to other third parties.
Identity of controller and contact details
Consultantcare Limited of is both the controller and processor in respect of the Personal Data it receives in connection with the services provided under the relevant engagement between Consultantcare and its client.
Personal information that we process
We collect and process the following Personal Data although this list is not exclusive:
Individual details – name, address (and proof of address), other contact details (e.g. email and telephone details), gender, marital status, family details, date and place of birth, employer, job title and employment history, relationship to the client or claimant;
Identification details – identification numbers issued by government bodies or agencies (e.g. depending on the country you are in, social security or national insurance number, passport number, ID number, tax identification number, driver’s license number);
Financial information – payment card number, bank account number and account details, income and other financial information.
Health data – current or former physical or mental medical conditions, health status, injury or disability information, medical procedures performed, relevant personal habits (e.g., smoking or consumption of alcohol), prescription information, medical history;
Previous claims – information about previous claims, which may include health data;
Current claims – information about current claims, which may include health data;
Website and communication usage – details of your visits to our websites and information collected through cookies and other tracking technologies, including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location data, web logs and other communication data, and the resources that you access.
Where we collect such information directly from individuals, we will inform them of whether the information is required and the consequences of not providing it on the relevant form.
Sources of personal data
We collect and receive Personal Data from various sources, including (depending on the service provided and country you are in):
- Individuals and their family members, online or by telephone, or in written correspondence;
- Individuals’ employers;
- In the event of a claim, third parties including the other party to the claim (claimant/ defendant), witnesses, experts (including medical experts), loss adjusters, lawyers and claims handlers;
- Credit reference agencies (to the extent Consultantcare is taking any credit risk);
- Claim forms;
- Open electoral registers and other publicly available information;
- Business information and research tools;
- Third parties who introduce business to us; and
- Forms on our website and your interactions with our website.
How we use and disclose your personal data
In this section, we set out the purposes for which we use Personal Data, explain how we share the information, and identify the “legal grounds” on which we rely to process the information. These “legal grounds” are set out in the General Data Protection Regulation (the GDPR), which allows companies to process Personal Data only when the processing is permitted by the specific “legal grounds” set out in the GDPR.
Please note that in addition to the disclosures, we will disclose Personal Data for the purposes we explain in this notice to third parties with whom we partner.
To facilitate the provision of our services we rely on the data subject’s consent to process special categories of Personal Data, such as medical records. This consent allows us to share the information with third party partners with whom we work in order for Consultantcare to be able to provide the services the client requests.
Where you are providing us with information about a person other than yourself, you agree to notify them of our use of their Personal Data and to obtain such consent for us.
Individuals may withdraw their consent to such processing at any time by contacting the Data Protection Officer using the contact details in the Questions, Requests or Complaints section below. However, doing so may prevent Consultantcare from continuing to provide the services to the relevant client. In addition, if an individual withdraws consent to any third-party partners processing of their special categories of Personal Data, it may not be possible for Consultantcare to continue.
We have in place physical, electronic, and procedural safeguards appropriate to the sensitivity of the information we maintain. These safeguards will vary depending on the sensitivity, format, location, amount, distribution and storage of the Personal Data, and include measures designed to keep Personal Data protected from unauthorised access. If appropriate, the safeguards include the encryption of communications, encryption of information during storage, firewalls, and similar security protocols. We restrict access to Personal Data to personnel and third parties that require access to such information for legitimate, relevant business purposes.
Limiting collection and retention of personal information
We collect, use, disclose and otherwise process Personal Data that is necessary for the purposes identified in this Privacy Notice or as permitted by law. If we require Personal Data for a purpose inconsistent with the purposes we identified in this Privacy Notice, we will notify clients of the new purpose and, where required, seek individuals’ consent (or ask other parties to do so on Consultantcare’s behalf) to process Personal Data for the new purposes.
Our retention periods for Personal Data are based on business and clinical needs and legal requirements. We retain Personal Data for as long as is necessary for the processing purpose(s) for which the information was collected, and any other permissible, related purpose.
Cross–border transfer of personal information
Consultantcare transfers Personal Data to, or permits access to Personal Data from, countries outside the European Economic Area (EEA). These countries’ data protection laws do not always offer the same level of protection for Personal Data as offered in the EEA. We will, in all circumstances, safeguard Personal Data as set out in this Privacy Notice.
Certain countries outside the EEA have been approved by the European Commission as providing essentially equivalent protections as EEA data protection laws. EU data protection laws allow Consultantcare to freely transfer Personal Data to such countries.
If we transfer Personal Data to other countries outside the EEA, we will establish legal grounds justifying such transfer, such as model contractual clauses, individuals’ consent, or other legal grounds permitted by applicable legal requirements.
Individuals can request additional information about the specific safeguards applied to the export of their Personal Data.
Accuracy, accountability, openness and your rights
We strive to maintain Personal Data that is accurate, complete and current. Individuals should contact us at [email protected] to update their information.
Questions regarding Consultantcare’s privacy practices should be directed to the Data Protection Officer using the contact details at the Questions, Requests or Complaints section below.
Under certain conditions, individuals have the right to request that Consultantcare :1
- provide further details on how we use and process their Personal Data;
- provide a copy of the Personal Data we maintain about the individual;
- update any inaccuracies in the Personal Data we hold;
- delete Personal Data that we no longer have a legal ground to process; and
- restrict how we process the Personal Data while we consider the individual’s enquiry.
In addition, under certain conditions, individuals have the right to:
- where processing is based on consent, withdraw the consent;
- object to any processing of Personal Data that Consultantcare justifies on the “legitimate interests” legal grounds, unless our reasons for undertaking that processing outweigh any prejudice to the individual’s privacy rights; and
- object to direct marketing (including any profiling for such purposes) at any time.
These rights are subject to certain exemptions to safeguard the public interest (e.g., the prevention or detection of crime) and our interests (e.g., the maintenance of legal privilege). We will respond to most requests within 30 days.
If we are unable to resolve an enquiry or a complaint, individuals have the right to contact the UK data protection regulator, the Information Commissioner’s Office.
Questions, requests or complaints
To submit questions or requests regarding this Privacy Notice or Consultantcare’s privacy practices, please write to the Data Protection Officer at the following address:
The Data Protection Officer
25A Whitbarrow Road
Phone: 07715 420935
Email: [email protected]
Links to third party websites
Our websites may contain links to other third-party websites. If you follow a link to any of those third-party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third-party websites.
Changes to this privacy notice
This Privacy Notice is subject to change at any time. If we make changes to this Privacy Notice, we will update the date it was last changed. Where we have an engagement with you, we will notify you of any changes we make to this Privacy Notice in accordance with the notice provisions in the terms of our engagement. In other circumstances, we will rely on the revised Privacy Notice on our website.