When we refer to 'we', 'us', and 'our', we mean vdoc London Region Limited.
vdoc London Region Limited is a limited company registered in England under company number 08189359, whose registered address is 10 Norwich Street, London, United Kingdom, EC4A 1BD, and whose main trading address is 1 Westferry Circus, London, E14 4HD.
If you would like to know more about anything in this privacy statement, please email us at firstname.lastname@example.org.
or write to the Data Protection Officer:
Data Protection Officer
vdoc London Region Limited
1 Westferry Circus
What is Personal Data?
‘Personal data’ means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Personal Data we collect about you and what is it used for?
We will collect, store, and use the following categories of personal data about you:
How the information is collected
Direct - We collect person information by telephone or video consultation or when you visit one of our affiliate medical centres or hospitals and complete a patient registration form and/or medical questionnaire.
Affiliates & Third Parties - We collect personal data through our affiliates and third parties, where you have given your consent for us to provide our services to you.
We need all the categories of information identified above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal data to pursue legitimate interests of our own or those of third parties (provided your interests and fundamental rights do not override those interests).
Failure to provide information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as access to our private GP services), or we may be prevented from complying with our legal obligations (such as to ensuring that we keep adequate medical records).
Sensitive personal data
“Special categories” of particularly sensitive personal data require higher levels of protection. We may process special categories of personal data in the following circumstances:
1. In limited circumstances, with your explicit written consent.
2. Where we need to carry out our legal obligations and in line with our Data Protection Policy.
3. Where it is needed in the public interest, such as for equal opportunities monitoring.
4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
We may have to share your data with third parties, including third-party service providers (including contractors and designated agents); other entities in the group; in the context of a sale of the business; or with a regulator or to otherwise comply with the law; our insurers and/or professional advisers to manage risks legal disputes. The following activities are carried out by third-party service providers: healthcare support services, call handling, pharmacy services.
We do this where required by law; where it is necessary to administer the working relationship with you; or where we have another legitimate interest in doing so.
We require third parties to respect the security of your data and to treat it in accordance with the law.
Transfers of data outside of the EU
We may transfer relevant personal data we collect about you outside the EU in order to perform our contract with you. For example, if you require local GP services in a country outside of the European Economic Area while abroad. We will always obtain your explicit consent before proceeding. Further information is available from the Data Protection Officer.
We are committed to ensuring your personal data is kept securely across all our systems with appropriate access controls for all parties that interact with your personal data. All of our communication, data-sharing and cloud-based services are fully GDPR compliant and the majority meet several ISO certified standards for information security, communication and processing. All of your data is stored in the European Economic Area (EEA) with the exception of instances where you have given your explicit consent for relevant personal data to be shared with our affiliates or third parties to fulfil a specific requirement. For example, if you require medical assistance in a country outside of the European Economic Area while abroad.
We only keep your personal data for as long as necessary to provide our services to you and whether any legal requirements apply for the retention of any particular data, for example regulations regarding our medical practice (see table below). In the absence of any legal requirements, personal data may only be retained as long as necessary for the purpose of processing. This means data is to be deleted e.g. when:
you have withdrawn consent to processing;
a contract has been performed or cannot be performed anymore; or
the data is no longer up to date.
you have requested the erasure of data or the restriction of processing
Exceptions may apply to the processing for historical, statistical or scientific purposes.
During the retention period
We carry out periodical reviews of data retained.
We establish and verify retention periods for data considering the following categories:
the requirements of our business;
type of personal data;
purpose of processing;
lawful grounds for processing; and
categories of data subjects
If precise retention periods cannot be established, we identify criteria by which the period can be determined.
Medical Data Retention
Expiration of the retention period
After the expiration of the applicable retention period we will remove all instances of personal data where applicable. This will be achieved by means of:
erasure of the unique identifiers which allows information to identify you;
erasure of single pieces of information that identify the data subject (whether alone or in combination with other pieces of information);
separation of personal data from non-identifying information (e.g. an order number from the customer’s name and address); or
aggregation of personal data in a way that no allocation to any individual is possible.
Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Please contact us regarding our DSAR Procedure for more information.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal data to another party.
Please contact us if you wish to exercise any of the rights above.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Please contact the Data Protection Officer.
Complaints & questions
If you have any questions about this privacy notice or how we handle your personal data, please contact the Data Protection Officer. If we have breached our duty of care, we will take appropriate action.
If you are not satisfied by our response you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (Email: email@example.com)