Medicalsec Services

Effective Date: 06/08/2025

MedicalSec Services Limited
Bloxham Mill Workspaces
Barford Road
Bloxham, Oxfordshire OX15 4FF
Email: info@medicalsecservices.co.uk
Phone: 020 3198 9826

1. Introduction

MedicalSec Services Limited (“we”, “us”, or “our”) is committed to protecting the privacy and confidentiality of our clients, patients, and website users. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

We are a UK-based provider of administrative and secretarial support services for medical consultants and private healthcare professionals.

3. The Information We Collect

We may collect and process the following types of personal information:

• Client Information: Name, contact details, professional information, and billing details.
• Patient Information: When acting on behalf of consultants, we may receive patient details (such as name, contact details, and information relevant to appointments or billing), but we do not request or require health or medical details via our website.
• Website Form Data: If you contact us via our website, we collect your name, phone number, email address, and your enquiry. Website form submissions are stored securely on our EU-based servers and are deleted automatically after 60 days.
• Website Analytics: We use analytics tools to collect non-identifying technical information about how visitors use our website (e.g. IP address, browser type, page visits). Please refer to our Cookie Policy for more information.

4. How We Use Your Information

• To provide administrative and secretarial support services to our clients and their patients.
• To respond to enquiries and manage client relationships.
• To manage appointments, communications, billing, and collections, as required by our clients.
• To process payments on behalf of consultants if required as part of our billing and collections service.
• To improve our website and monitor usage patterns (using analytics).
• To comply with legal or regulatory obligations where necessary.

5. Lawful Basis for Processing

We process personal data on one or more of the following lawful bases:

• Consent (where you have provided it, for example, via our website form)
• Contract (to provide our services to clients and fulfil agreed terms)
• Legitimate interests (to provide efficient support services and improve our website)
• Legal obligation (where we are required to retain data for regulatory purposes)

6. How We Store and Protect Data

• Website data is stored on secure, EU-based servers with access restricted to authorised personnel only.
• Internal client and patient data is processed and stored using secure systems as required for service delivery (please contact us for more details).
• We have processes in place to delete website form data after 60 days.
• Any paper records are securely stored in our office, if used.

7. Sharing Your Data

We do not sell or share personal data for marketing purposes. Your information may be shared with:

• Consultants and their authorised representatives, as required to provide our services
• Trusted service providers who help us operate our IT systems or maintain our website (for example, managed IT providers or website administrators)
• Third parties where required by law, regulation, or in response to legal process

Wherever possible, data is only shared on a strict need-to-know basis and subject to appropriate confidentiality agreements.

8. Data Retention

• Website form submissions are deleted after 60 days.
• Other data is retained only as long as necessary to provide our services or meet legal obligations. For specific retention periods relating to internal client and patient data, please contact us.

9. Your Rights

You have rights under the UK GDPR, including to access, correct, or request deletion of your personal data. To exercise these rights, or if you have any concerns about how your data is handled, please contact us at info@medicalsecservices.co.uk.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

10. Cookies

Our website uses cookies and similar technologies for analytics and service improvement. Full details can be found in our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the date of revision indicated.