Privacy Notice

Background

Medi 4 Ambulance Services Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.medi4.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Notice carefully and ensure that you understand it. Your acceptance of this Privacy Notice is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Notice, you must stop using Our Site immediately.

 

Information About Us

Our Site is operated by Medi 4 Ambulance Services Ltd, a limited company registered in England under company number 09487928.
Registered address:
Paje House, 164 West Wycombe Road,
High Wycombe,
Bucks, HP12 3AE.
Email address: enquiries@medi4.co.uk.
Telephone number: 03452 710020.

We are regulated by the Care Quality Commission
We are a member of the British Ambulance Association

 

As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data. 

If you have any concerns or questions, please contact us:

Chris Baxter, Data Protection Champion

Email: chris.baxter@medi4.co.uk

Phone: 03452 710020

Post: Paje House, 164 West Wycombe Road, High Wycombe, HP12 3AE

 

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may process the following types of data:

·        Your basic details and contact information e.g. your name, address, date of birth and next of kin;

·        Your financial details e.g. details of how you pay us for your care or your funding arrangements.

We also record the following data which is classified as “special category”:

·        Health and social care data about you, which might include both your physical and mental health data.

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

·        We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

We process your special category data because

·        It is necessary due to social security and social protection law (generally this would be in safeguarding instances);

·        It is necessary for us to provide and manage social care services;

·        We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time. 

Where do we process your data?

So that we can provide you with high quality care and support we need specific data. This is collected from or shared with:

·        You or your legal representative(s);

·        Third parties.

We do this face to face, via phone, via email, via our website, via post, via application forms, via apps.

Third parties are organisations we might lawfully share your data with. These include:

·        Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;

·        The Local Authority;

·        Your family or friends – with your permission;

·        Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;

·        The police or other law enforcement agencies if we have to by law or court order.

Staff

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data:

·        Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin;

·        Your financial details e.g. details so that we can pay you, insurance, pension and tax details;

·        Your training records

·        Your driving licence

·        Your identity documents

·        Your employment history

·        Your employer and personal references

We also record the following data which is classified as “special category”:

·        Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order for you to claim statutory maternity/paternity pay;

·        We may also, with your permission, record data about your race, ethnic origin, sexual orientation or religion.

 

As part of your application you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check).

Why do we have this data?

We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

We have a legal obligation under UK employment law;

·        We are required to do so in our performance of a public task;

·        We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

 

We process your special category data because

·        It is necessary for us to process requests for sick pay or maternity pay.

 

If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent. 

Where do we process your data?

As your employer we need specific data. This is collected from or shared with:

·        You or your legal representative(s);

·        Third parties.

We do this face to face, via phone, via email, via our website, via post, via application forms, via apps.

Third parties are organisations we have a legal reason to share your data with. These include:

·        Her Majesty’s Revenue and Customs (HMRC);

·        Our NEST Workplace pension scheme;

·        Our external payroll provider;

·        Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;

·        The police or other law enforcement agencies if we have to by law or court order.

·        The DBS Service via Civil & Corporate or Credentially

Friends/Relatives

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

·        Your basic details and contact information e.g. your name and address.

Why do we have this data?

By law, we need to have a lawful basis for processing your personal data.

We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and keeping emergency contact details for our staff.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent. 

Where do we process your data?

So that we can provide high quality care and support we need specific data. This is collected from or shared with:

·        You or your legal representative(s);

We do this face to face, via phone, via email, via our website, via post, via application forms, via apps

Third parties are organisations we have a legal reason to share your data with. These may include:

·        Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, and other health and care professionals;

·        The Local Authority;

·        The police or other law enforcement agencies if we have to by law or court order.

Our Website

In order to provide you with the best experience while using our website, we process some data about you.

How We Use Cookies
Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services]. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.
Before Cookies are placed on your computer or device, you will be shown a banner requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products or services. For more details, please refer to our Cookie Policy https://medi4.co.uk/about-medi-4-ambulance-services/accreditation-and-compliance/cookie-policy.

Your rights

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:

·        You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;

·        You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request;

·        You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with the Information Governance Alliance’s guidelines (https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016) If you do not follow these guidelines, you must provide people with your own retention schedule as you need to tell people how long you hold their data for.

·        You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.

·        You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.

·        If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

You may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month.

If you would like to complain about how we have dealt with your request, please contact:

           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

https://ico.org.uk/global/contact-us/

 

How the NHS and care services use your information

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

 

·        improving the quality and standards of care provided

·        research into the development of new treatments

·        preventing illness and diseases

·        monitoring safety

·        planning services

 

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

 

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.

 

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters.  On this web page you will:

·      See what is meant by confidential patient information

·      Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care

·      Find out more about the benefits of sharing data

·      Understand more about who uses the data

·      Find out how your data is protected

·      Be able to access the system to view, set or change your opt-out setting

·      Find the contact telephone number if you want to know any more or to set/change your opt-out by phone

·      See the situations where the opt-out will not apply

 

You can also find out more about how patient information is used at:

https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and

https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)

 

You can change your mind about your choice at any time.

 

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.