Maitland Medical Service Ltd (“Maitland”) is engaged to deliver occupational health services and support to employers and the information that it collects from employees is “personal data”. Personal data is any data that identifies you or from which you can be identified and it includes special categories of data that reveal information about your health. This notice is a statement of how Maitland processes your personal data.
Maitland is committed to compliance with all relevant legislation including the Data Protection Act 2018 and The General Data Protection Regulations (“GDPR”) In providing our services, we are the “data controller” (as defined in the GDPR) of the data we collect and use about you. Maitland have registered with the Information Commissioner (ICO) confirming that we control and process personal data. Details are publicly available from the: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF ico.org.uk
Information is processed to enable your employer to act lawfully in the management of health issues within the workplace.
Information is also gathered in order to support and monitor services provided and optimise the delivery of high-quality healthcare. This type of information will usually be utilised in an anonymised form, so that any individual employee cannot be identified.
Maitland on account of the nature of its work handles ‘special category’ data. This can include:
The information Maitland will hold may include:
How it will be collected
Maitland will only collect and use information for the lawful purposes of administering:
The information will only be shared with other organisations where there is a statutory obligation to do so. This can be due to:
Each organisation is required to demonstrate that they are processing personal data fairly and lawfully. To do so we must have a lawful basis for processing personal data which is outlined below: The lawful basis on which Maitland processes information in respect of occupational health is based on: Article 6 (1) (f): the legitimate interests of an employer, requiring advice on fitness for work, ensuring the efficient and safe running of the business, compliance with health and safety legislation, employment law, ie: the Equality Act and all legal duties with respect to tax and social security legislation ie: pay sick pay etc.
In addition the basis on which Maitland processes special category data is: Article 9 (Special category data)(2)(h): Processing is necessary for the purposes of preventive or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis EU or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3.
Maitland will retain information only for as long as necessary. Records are maintained in line with the Faculty of Occupational Medicines retention schedule which determines the length of time records should be kept. This is throughout the duration of employment (if not transferred, destroyed within 7 years of leaving the company) and 40 years for health surveillance records. Information Governance Alliance/ Dept. of Health 2016 /Reg 11 COSHH Regs 2002 and ACOP 2013
Maitland are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. We ensure that the storage, handling and movement of health records does not in any circumstances compromise the confidentiality of patient/client information. These range from training for our staff through to technical security measures including encryption and cyber security software. All sensitive information exchanged electronically will be encrypted and/or password protected.
The law gives certain rights to you in respect of information that we hold about you. Below is a short overview of the key rights available:
Please contact us if you have any questions regarding this Privacy Notice: Julie Michalski, Managing Director or Sarah Paradine, Practice Manager, Maitland Medical Service, Milestones, Royal Parade, Chislehurst, Kent BR7 6NW.
Employees can ask for inaccuracies to be corrected or for additional information to be added. Data can be erased if the data is no longer necessary, consent is withdrawn consent (where the processing is based on consent and there is no other legal ground for processing), the data has been unlawfully processed. In the first instance, contact: Reeva Steadman, Lead Account Manager, Maitland Medical Service, Milestones, Royal Parade, Chislehurst, Kent BR7 6NW. If required a complaint can be made to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF ico.org.uk
When someone visits http://maitlandmedicaloccupationalhealth.com we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
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