Privacy Policy (updated May 2023)
This is the privacy policy notice issued by Viking Medical Services Ltd, 1 Marischal Square, Broad Street, Aberdeen AB10 1BL through the website www.vikingmedicalservices.co.uk. This policy describes how your personal data is managed and protected by Viking Medical Services Ltd both during use of this website and in business activity.
Data protection of your personal information is important to Viking Medical Services Ltd. This privacy policy may change. The current version will be displayed on our website and becomes effective immediately on publishing. If you do not agree to this policy you may wish to stop accessing this website, and/or not to provide your personal data to us.
Our contact details
Name: Viking Medical Services
Address: 1 Marischal Square, Broad Street, Aberdeen AB10 1BL
Phone Number: 01224 002572
E-mail: info@vikingmedicalservices.co.uk
The type of personal information we collect
We currently collect and process the following information:
· Personal identifiers including name, address, e-mail address, phone numbers, employment information, personal description and characteristics, financial and credit card information.
· Medical and occupational history past and current.
· The content of any enquiry submitted via our website
· Web usage information, e.g. IP address
Viking Medical Services Ltd do not store any bank or credit card details, these are held securely by our nominated payment partner TimelyPay.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
· Making enquiries as a potential customer
· Through your interaction as a client.
Personal data may be provided by you in a telephone call, email, SMS or by completing a form.
We also receive personal information indirectly, from the following sources in the following scenarios:
· From your employer or another third party if they have contacted us to make an enquiry or appointment for you.
We use the information that has been given to us in order to:
· Communicate with you, e.g., using contact details such as the email address of phone number supplied by you via online forms
· Communicate with other appropriate medical professionals, e.g., when seeking advice or opinions from relevant consultants or specialists.
· Operate our business for effectively, e.g., by asking for your feedback to help us improve our services
We will not sell or distribute your information to third parties, unless we have your permission, or we are under a legal obligation to do so.
We may share this information with selected third parties, only for the provision of occupational health services.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
· Your consent. You are able to remove your consent at any time. You can do this by contacting Dr Gillian Hawkley via the website contact form.
How we store your personal information
Your information is securely stored. 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 your personal data. These include:
· access limited to those with a genuine and demonstrable need, which for the vast majority of the time is just the doctor and nurse;
· secure storage of all records – those in paper form are kept in locked cabinets, whilst electronic records are password protected on a firewalled server which is automatically backed up to two separate physical locations for redundancy;
· industry standard anti-virus software on all computers with access to records.
Policies and procedures are in place to deal with any suspected data breach so that any loss of data, or consequential damage is minimised.
Current legislation requires retention of medical records for a minimum of seven years. To determine the appropriate period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We will not store your information for longer than is reasonably necessary or required by law.
Your information will be kept securely at all times, and at the end of the retention period, your files and personal data will be permanently deleted or destroyed.
Your data protection rights
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 personal 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 personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
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, 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 contact us via the contact form on the website or by emailing info@vikingmedicalservices.co.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, please in the first instance contact the Data Protection Officer (Dr Gillian Hawkley) by using the contact form on our website.
However, you also have the right to complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk