DATA PRIVACY STATEMENT

  1. Introduction

WEEKEND DOCTOR LTD wants everyone who supports us, uses our services or enters into contracts with us to feel confident in how personal information will be looked after or used.

This statement sets out how we collect, use and store personal data.

  1. Personal data

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the ‘GDPR’).

 

  1. Data Controller

WEEKEND DOCTOR LTD is the data controller (contact details below) for the purposes of the EU General Data Protection Regulation 2016/679 (“Data Protection Law”).  This means that we are responsible for, and control the processing of, your personal information. We are committed to protecting your personal data and will ensure that it is processed in a fair, open and transparent manner.  

  1. How do we process your personal data?

WEEKEND DOCTOR LTD want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls.

WEEKEND DOCTOR LTD complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We collect personal data for the following purposes:

  • to administer staff records;
  • to maintain our financial accounts and records;
  • to provide news and information about events, activities and the services and products we provide;
  • to promote the interests of WEEKEND DOCTOR LTD;
  • to manage relevant individuals;
  • to enable WEEKEND DOCTOR LTD to provide the services and products we offer;
  • for any other reasonable reason in connection with WEEKEND DOCTOR LTD
  1. What is the legal basis for processing your personal data?
  • As a limited company we process personal data that has a legal basis, for example:
    • To fulfil a contract with you;
    • To meet a legal obligation;
    • With consent of the data subject
    • To protect any person’s ‘vital interests’
    • Meet government or judicial functions
    • In order to carry out our obligations under employment, social security or social protection law, or
    • With explicit consent of the data subject
    • to a third party with explicit consent;
  1. Marketing

We will only contact you about our work by phone, email or text, if you have agreed for us to contact you in this manner.

You can update your choices or stop us sending you these communications by clicking unsubscribe at the bottom of the relevant communication.

 

  1. Sharing personal data
    Your personal data will be treated as strictly confidential and will only be shared with staff and suppliers when relevant to do so. We will only share your data with third parties with your consent or if required to do so by law.

 

  1. How long do we keep data?

We only keep data as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations, see below for examples:

 

Record Type

Retention Period[1]

Insurance Records

Indefinitely

Safeguarding records

Indefinitely or until advised otherwise by our Local Safeguarding Authority

Accident Books

3 years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 21)

Complaints

3 years after resolution of complaint (unless further action is anticipated)

Financial Records

7 years or as required by law

Employee Personnel Records

3 years after the date of termination of employment

Client & Supplier Electronic Communication

3 years after cessation of contract

Website and Social Media Data

3 years after cessation of contract where practical to do so

 

  1. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of the personal data which WEEKEND DOCTOR LTD holds about you (a Subject Access Request or ‘SAR’);
  • The right to request that WEEKEND DOCTOR LTD corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data;
  • The right to lodge a complaint with the Information Commissioners Office.

 

  1. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

 

  1. Contact Details

 

To exercise all relevant rights, queries of complaints please in the first instance contact rosie@weekenddr.co.uk

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.