What information does Medicolegal Associates Limited process?
From our website
You may choose to provide personal information to us when you fill out a client questionnaire or request for us to contact you. You may be asked to provide certain information about yourself including your name, age, title, postal address, telephone number and/or email address. If you are attending a consultation at one of our clinics, you may also be asked to provide information about your medical history as part of the client questionnaire.
We may also collect information automatically about your usage of our websites using cookies and other technology (for full details of what we use see the section below on “Cookies”). To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect, among other things, internet traffic data and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings provided they are not necessary for delivery of our website or services to visitors (for help with how to do this see the section below on “Cookies”).
For medico legal activities
If you seek an estimate of costs for a report or other work, are provided with free initial advice or become a client of the company, we will also need information to confirm your identity e.g. your date of birth, about your matter and circumstances as well as contact information for you and other parties to the matter. The information that we need will be explained to you by our team and/or set out in our letter of engagement depending on the nature of your matter.
From third parties
We may also receive information about you from third parties if we are instructed to prepare a medico legal report this may include medical professionals, expert witness reports, courts, regulatory bodies and other advisors and specialists related to your matter. Our clients and matter contacts may also provide us with information about you if we are instructed on a medico legal case.
How does Medicolegal Associates Limited use this information?
We will use your information for the specific purpose(s) for which it has been provided to or collected by us e.g.:
- to provide information that you may request regarding the services that we offer e.g. whether we can assist with certain legal advice
- to contact you to introduce you to our experts
- to comply with our statutory and regulatory obligations
- to book you in for a consultation
- to administer your application for a vacancy
- to deal with your feedback, query or complaint
- to contact you for your views on our services
We also use your information to administer, support, improve and develop our business generally and to enforce our legal rights.
We may also use the information that we collect about you for marketing and hospitality purposes e.g.:
- to provide communications about us and other services we provide that may be of interest to you e.g. sending you newsletters
- to provide you with updates on relevant areas of medical conditions and law
- to contact you about other activities and events that we may undertake
Information gathered through cookies and similar technologies are used to measure and analyse information on visits to our websites, to tailor the websites to make them better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.
We must have a lawful basis for processing your information; this will vary on the circumstances of how and why we have your information, but typical examples include:
- the activities are within our legitimate interests as a medico legal company seeking to engage with and provide services to prospective and current clients and personnel
- you have given consent for us to process your information e.g. in relation to certain marketing activities
- we are carrying out necessary steps in relation to a contract to which you are party or prior to you entering into a contract e.g. because you wish to instruct us to carry out legal services for you
- the processing is necessary for compliance with a legal obligation to which we are subject e.g. for us to certify your identity under our anti-money laundering requirements including carrying out electronic ID checks
- to protect your vital interests e.g. if you were unfortunate enough to fall ill or suffer an injury on our premises
If we process any special categories of information i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, processing of genetic or biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation, we must have a further lawful basis for the processing. This may include:
- where you have given us your explicit consent to do so e.g. to cater for your medical or dietary needs at an event
- where the processing is necessary to protect your vital interests or someone else’s vital interests
- you have made the information public
- the processing being necessary for the establishment, exercise or defence of legal claims
- the processing being necessary for reasons of substantial public interest
If you become a client of the firm, we may use your personal information to invite you to hospitality events or other selected events for clients and/or to send you information that we think may be of interest to you or your business. This is within our legitimate interests as a medico legal company to use your information in this way.
We may also use personal information about our professional contacts to invite them to hospitality events or other selected events and/or to send them information that we think may be of interest to them or their business. This is also within our legitimate interests.
You will be given an opportunity to tell us whether or not you wish to receive direct marketing materials and communications from us either at the time you submit or provide your details to us and/or within the communication itself.
If you do not wish to receive any direct marketing material or communications after you submit or provide your details, please contact our Marketing team using the details below (stating UNSUBSCRIBE in the heading of any email message) indicating if you do not wish to be contacted for one or more of these marketing purposes and/or via particular forms of communication e.g. email or telephone. Please note that the preferences that you state will override any registrations you or your organisation may have with the relevant preference organisations (such as the telephone preference services).
If you change your mind about being contacted by us in the future, or change address, or if any information that we hold about you is inaccurate or out-of-date, please let us know by: emailing: email@example.com or writing to our Marketing team at: 1 Frances Cottages, Denby Road, Cobham, Surrey, KT11 1JT or calling us on 0207 118 0650 and asking for the Marketing team.
We tailor our marketing and hospitality communications to the interests of particular clients and contacts to ensure we provide information and invitations of interest and relevance to them.
Disclosure of your information
Some of the information you provide to Medicolegal Associates will be held on our computers in the UK and will only be accessed by or given to our staff working in the UK. Some of the information you provide to Medicolegal Associates may be transferred to, stored and processed by third party organisations which process data for us and on our behalf. These third parties are based (or store or process information) in the UK. These third parties may include third party IT platforms (including cloud based platforms), suppliers of administrative and support services and suppliers of other specialist products.
We may also transfer your information to other organisations or professional advisers with whom we are working on client matters or to whom we are referring you for additional or separate advice. If you agree to act as a referee for us in relation to other legal work for which we are tendering, we will only do this with your prior permission.
We may also be obliged to disclose data under certain laws or by order of court or other competent regulatory body or may be permitted to disclose it under applicable data protection laws.
Finally, if Medicolegal Associates merges with another business entity or divests a part of its business or carries out internal corporate restructuring, your information may be disclosed to Medicolegal Associates’ new business partners or owners or the new corporate entities.
Protection of your information
We have in place administrative, technical and physical measures on our website and internally designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.
Where we transfer information to third parties to enable them to process it on our behalf, we ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure.
We keep your personal information no longer than is necessary for the purpose for which it was collected. Information on our document retention policy is available here. Information for clients is provided in our engagement letter and terms of business including details on how we keep secure personal data received from clients about their tenants, employees, third parties or similar individuals. We work to the requirements of the ISO/IEC 27001 standard and our Information Security Management System (ISMS).
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights. Alternatively, the rights may not be enforceable until the General Data Protection Regulation comes into force on 25th May 2018. We will tell you if this is the case when you contact us.
You have the right to request that we:
- Provide you with a copy of your personal information that we hold
- Update your personal information where it is out-of-date or incorrect
- Delete personal information that we hold
- Restrict the way in which we process your information
- Consider any valid objections to our processing of your personal information
- Provide information you have given to us to a third party provider of services (where our lawful basis for processing is consent and where processing is automated)
We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are.
Changes to this policy
We may make changes to this policy from time to time as our business and internal practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by applicable law.
How to contact us
If you would like to get in touch to discuss this policy, how we use your personal information, to exercise your rights or to provide feedback or make a complaint about use of your information, please contact us as follows:
Jane Palliser, Risk and Compliance Partner
Jane.Palliser@medicolegal-assoiates.co.uk or 07774 829 297
Medicolegal Associates, 1 Frances Cottages, Denby Road, Cobham, Surrey, KT11 1JT
You can also contact the Information Office via firstname.lastname@example.org or call 0207 118 0650 for information, advice or to make a complaint.
Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g. to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes.
At Medicolegal Associates we use the following cookies:
- Google analytics. We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience.
- Privacy preferences. We use a tracking cookie, which is added to your computer, to remember your cookie preferences i.e. if you have allowed or disallowed them.
- Submission of contact forms or client questionnaires. We have the ability for you to request to be contacted and to fill out client questionnaires on the website. If you do so this information goes directly into our database. In order to register our database adds an essential cookie (reaction server) to your computer.
Shortly after arriving at our website we will add an ‘opt-in’ tracking cookie to your computer unless you specify otherwise. See above for further information on the types of cookies that we use.
If you choose to opt-out then an opt-out preference cookie will be added to your computer, however if you delete all your cookies or use a different device then you will need to set your cookie preference again.
If this is your first visit and you navigate away from this page without specifying your cookies preference then an ‘opt-in’ tracking cookie with be added to your computer.
Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery of our website or services to visitors.