How we use your information and the law.

THE DOCTORS ADMIN will be what’s known as the ‘Controller’ of the personal data you provide to us.

We collect basic personal data about you which does include any special types of information or location-based information. This also includes name, address, contact details such as email and mobile number, etc.

Why do we need your information?
The experts who provide you with support services maintain records about your company and information about your registered manager or partners, we need this data in order for us to provide a support service. These records help to provide you with the best possible service on an ongoing basis.

These records may be electronic or on paper, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which THE DOCTORS ADMIN holds about you may include the following information.

• Details about you, such as your address, career, legal representative, contact details, your GP information, your CV, details about your company, types of your services, information regarding other professionals attached to your business.
To ensure you receive the best possible service, your records are used to facilitate the service you receive. Information may be used within THE DOCTORS ADMIN to monitor the quality of the service provided.

How do we lawfully use your data?
We need to know your personal, commercially sensitive, and confidential data in order to provide you with regulatory registration services or carry out mock inspections and admin services as you are the provider of regulated activities, under the General Data Protection Regulation we will be lawfully using your information in accordance with Article (5) of GDPR: –

Categories of Personal Data
The data collected by THE DOCTORS ADMIN staff in the event of registration with CQC, mock inspection, or admin services will be as much personal information as is necessary or possible to obtain in order to process your application.

Sources of the Data
THE DOCTORS ADMIN will either receive or collect information when someone contacts the organization with a view to requesting services to assist with registering with CQC, mock inspections, or admin services.

Recipients of Personal Data
The information is used by THE DOCTORS ADMIN to process applications to CQC, mock inspections, or admin services. We may share information accordingly to ensure duty of service to you and with other parties involved in your application (as sub-processors) with your consent.

How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
● Data Protection Act 2018
● The General Data Protection Regulations 2016
● Human Rights Act 1998
● Common-Law Duty of Confidentiality

Every member of staff who works for THE DOCTORS ADMIN has a duty and obligation to keep information about you confidential.

We will only ever use or pass on information about you if others involved in your application have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. you have entrusted us to share in your best interest), where the law requires information to be passed on.

Our policy is to respect the privacy of our clients, their associates, and our staff and to maintain compliance with the General Data Protection Regulations (GDPR) and all UK-specific Data Protection Requirements. Our policy is to ensure all personal data related to our clients will be protected.

All employees and sub-contractors engaged by our organization are asked to sign a confidentiality agreement and have data protection training. THE DOCTORS ADMIN will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a subcontractor acts as a data processor for THE DOCTORS ADMIN an appropriate contract will be established for the processing of your information.

In certain circumstances, you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection lead in writing if you wish to withdraw your consent. If some circumstances, we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.

Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual clients cannot be identified.

With your consent, we would also like to use your information to
We would however like to use your name, contact details, and email address to inform you of services that may benefit you, with your consent only. We may use your information for comments posted to our website for feedback purposes.
At any stage where we would like to use your data for anything other than the specified purposes and where there is no lawful requirement for us to share or process your data, we will ensure that you have the ability to consent and opt-out prior to any data processing taking place.

This information is not shared with third parties or used for any marketing, and you can unsubscribe at any time via phone, email, or by informing the DOCTORS ADMIN.

Where do we store your information Electronically?
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.

The organization uses the Google Suite to manage client information regarding your company and personnel. This system is provided by Google which acts as a data processor on behalf of the organisation.
No third parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place.

Who are our partner organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organizations.

Other Data processors will be determined through our arrangements with you – with your informed consent.

You will be informed who your data will be shared with and in some cases asked for consent for this to happen when this is required.

How long will we store your information?
We will retain your personal data under UK law to keep your information and data for the full retention period not exceeding 25 years including for company accounting purposes. Following the end of the relevant retention period, your files and the personal data covered by the retention period will be permanently deleted or destroyed.

How can you access, amend move the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communication to help us resolve any issues which you raise.

Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a pilot project), or consent to market to you, you may withdraw your consent at any time.

Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimize the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this with an electronic data transfer and transfer of your hard copy notes.

Access to your personal information
You have the right to ask us to confirm that we process your personal data, as well as having the right to request access to/copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this privacy policy.

We will provide the information free of charge unless your request is manifestly unfounded or excessive or repetitive, in which case we are entitled to charge a reasonable fee. We may also charge you if you request more than one copy of the same information.

We will provide the information you request as soon as possible and in any event within one month of receiving your request. If we need more information to comply with your request, we will let you know.

What should you do if your personal information changes?
You should tell us so that we can update our records.

Your right to complain about our processing.
If you think we have processed your personal data unlawfully or that we have not complied with UK GDPR, you can report your concerns to the supervisory authority in your jurisdiction. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website: https://ico.org.uk/concerns/.