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Privacy Notice
This Privacy Notice provides details of the personal data we collect from you, what we do with it, how you might access it and who it might be shared with.
Note: If you are an employee, contracted reporter or trainer working directly with us, please refer to our employee and contractor privacy notices published internally.
Why do we process your personal data?
We process personal data only for the purpose for which they are collected. The purpose is dependent on whether you use only our website, or additionally, are interested in accessing our services via links, where you will need to provide us with information as part of a registration or expression of interest. We may use your personal data for other related purposes through marketing and communications to you as part of our legitimate interests – but only where you have agreed to this.
Our Contact Information (as the Data Controller)
Data Protection Officer,
Medica Group,
6th Floor, One Priory Square,
HASTINGS,
TN34 1EA,
United Kingdom
Email: dpo@medica.co.uk
What personal data do we collect?
When you visit our website, you do not need to provide us with any personal data. However, your browser transmits some data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP (Internet Protocol) address. If you register for marketing or services, we will collect and hold that information on the website and in Medica systems for as long as there remains a purpose to do so and in compliance with the Medica Retention Policy.
Medica uses Google Analytics to review website traffic for marketing and business development purposes.
| Processing purpose | Legal basis |
| Site management and security | When processing data, it is our responsibility to provide appropriate technical measures to secure and protect the data processed on our website. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f). |
| Reporter and staff recruitment enquiries for radiology, telepathology, and Medica Head Office through ‘Reporting for Medica’ link or the ‘careers’ link and email to joinus@medica.co.uk | You can complete an online registration form to work from (i) the UK or (ii) abroad. We will store the information you provide (Name, email, contact telephone number, GMC specialism, post holding, and subspeciality interest’ for our legitimate interests. Similar information will be captured and recorded if you contact recruitment@medica.co.uk or contact us by telephone. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f). |
| Cookie Policy | The cookie policy is displayed at the bottom of the screen and provides full details of the cookies used and which categories they fall under in terms of essential and non-essential. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f). |
| Client and reporter support at support@medica.co.uk | Performance of a contract with a reporter (UK GDPR Art 6 (1) b) and Legitimate Interests (UK GDPR Art 6 (1) f), by contacting this email address you can provide free text and will be sharing your work or personal email address. |
| By emailing sales@medica.co.uk | Prospective clients who enquire about our services. Those contacting by email will be sharing their work email and any data in free text with Medica. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f). |
| Digital telepathology services via email to pathology@medica.co.uk | Prospective clients who enquire about our services. Those contacting by email will be sharing their work email and any data in free text with Medica. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f). |
| Feedback and complaints | If you make a complaint about our website through feedback@medicagroup.co.uk,
Medica will treat any complaint as confidential and only share your information with appropriate internal members of staff in an attempt resolve the matter. Data will be processed either under Prospective clients who enquire about our services. Those contacting by email will be sharing their work email and any data in free text with Medica. Data is processed under Legitimate Interests (UK GDPR Art 6 (1) f) or as a result of consent (UK GDPR Art 6 (1) a). |
Overseas processors
In order to improve your website experience some data is processed outside of the UK.
| Organisation | Function | Type | Country or Continent |
| Google Analytics | Logs IP addresses from Medica.co.uk website | Processor | UK & USA |
| CookieBot | Management of Cookies and Cookie notices | Processor | EU |
| Crisp (Chatbox) | To enable live chat with recruitment team | Processor | UK & EU |
How do we look after personal data?
We do not share or disclose your personal information with any third parties (with the exception of Google Analytics, CookieBot and Crisp) unless mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. Where feasible, we will consult with you prior to making such disclosure and, in order to protect your privacy.
What are your data protection rights?
The right to access (also known as a ‘Subject Access Request’)
You can ask Medica for copies of any personal data we hold about you
The right to have your information corrected
You can ask Medica to correct any information about you that you believe is inaccurate or incomplete.
The right to have your data erased
You can ask Medica to erase your personal data, under certain conditions.
The right to restrict processing
You must ask Medica to restrict the processing of your personal data, under certain circumstances.
The right to object to processing
You can object to Medica processing your personal data, under certain circumstances.
The right to data portability
You can ask Medica in some limited circumstances to transfer the personal data we have collected from you to another organisation or copy directly to you.
If you would like to exercise any of these rights, you may make a request via email to dpo@medica.co.uk, by telephone or in writing to our office as detailed at the bottom of this page.
Where it may have been necessary to get your consent to use your personal data, at any moment, you have the right to withdraw that consent. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.
Our Data Protection Officer can be contacted via:
Email: dpo@medica.co.uk
The UK Supervisory Authority is the ICO
You 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 (www.ico.org.uk).
The Information Commissioners Office (ICO),
Water Lane,
Wycliffe House,
Wilmslow,
Cheshire
SK9 5AF
Email: international.team@ico.org.uk
Telephone: 01625 545 745
Website: www.ico.org.uk
We would, however, appreciate the chance to deal with your concerns before you approach the ICO (or other relevant authority) so please get in touch with us in the first instance.
Links to other websites and services
Our website may contain links to other external websites and services. This privacy notice only applies to this website, so if you visit another website, please ensure that you read their privacy notice, such as when following Medica on Instagram regarding the use of your data for analytics and targeted products and services.
Changes to our privacy notice
We keep this privacy notice under regular review and any updates are published to this page. This notice was last updated on 15/01/2024.