Terms & Conditions

Visit Doctor Limited (Trading as Essential Medicals)

1. Introduction and Key Definitions

Visit Doctor Limited, trading as Essential Medicals, is committed to protecting your personal data. This Privacy Notice explains how we collect, process, and store personal information in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), particularly your Right to be Informed.

1.1 Who We Are

• Legal Name: Visit Doctor Limited
• Trading Name: Essential Medicals
• Company Registration Number: 11268525
• ICO Registration Number: ZB709462
• Registered Office:
  Unit 28, Wenta Business Centre,
  Electric Avenue, Enfield, EN3 7XU

Visit Doctor Limited operates as the primary legal entity responsible for data processing.

1.2 Key Terms Explained

• Data Subject: An individual whose personal data is processed.
• Personal Data: Information identifying an individual directly or indirectly.
• Data Controller: Decides how and why personal data is processed.
• Data Processor: Processes personal data on behalf of a controller.
• Special Category Data: Sensitive data like health, ethnicity, or beliefs.
• Lawful Basis: Legal justification for processing data (e.g. consent).
• ICO: The UK’s Information Commissioner’s Office – data protection regulator.

2. Scope

This notice applies to all personal data we process, whether:

• Collected directly or via employer referrals
• Stored digitally or on paper

We follow the seven core principles of UK GDPR:

1. Lawfulness, Fairness & Transparency
2. Purpose Limitation
3. Data Minimisation
4. Accuracy
5. Storage Limitation
6. Integrity & Confidentiality
7. Accountability

3. Legal Role & Lawful Basis

Depending on the service provided, we may act as:

• Data Controller – e.g., for our clinic’s own records
• Joint Data Controller – e.g., when working with employers
• Data Processor – e.g., processing employer referrals

Lawful Bases We Rely On:

• Contractual obligation
• Legal obligation
• Legitimate interest
• Consent

Special Category Data Is Processed For:

• Occupational health assessments
• Fitness-for-work evaluations
• Clinical advice and recommendations

4. Individual Rights

Under UK GDPR, you have the right to:

• Be informed
• Access your data
• Correct inaccurate data
• Request deletion (limited cases)
• Restrict or object to processing
• Data portability
• Object to automated decision-making

To exercise these rights:
📧 Email: info@essentialmedicals.co.uk

5. Fair & Transparent Processing

We are transparent about our data usage via:

• Referral/consent forms
• This privacy notice
• Client agreements

We only collect relevant, necessary, and proportionate data.

6. Why We Process Your Data

We collect data to:

• Conduct occupational health assessments
• Support fitness-for-work decisions
• Create reports for employers (with your knowledge)
• Maintain clinical and legal records
• Meet regulatory and professional obligations

With your explicit permission, we may also refer you to:

• OH Physicians
• Physiotherapists
• Diagnostic laboratories

🚫 We never sell or commercially exploit your data.

7. Data Sources

We collect personal data through:

• Direct forms (online/paper)
• In-person, phone, or video consultations
• Employer referrals
• Surveys and feedback
• Medical reports (with your consent)

Your employer must notify you if they share your data with us.

8. Data Minimisation & Accuracy

We ensure all data is:

• Adequate for its purpose
• Relevant and limited
• Reviewed periodically

📢 Please notify us if your data needs updating.

9. Data Retention

We retain data only as long as necessary:

• A formal retention policy guides storage periods
• Data is securely destroyed or anonymised after expiry
• Paper records are shredded by certified providers

10. Security & Data Transfers

We apply strong data security measures:

• Regular cybersecurity reviews
• Data encryption and secure backup
• Cyber Essentials certified
• Staff training and access controls
• Encrypted sharing protocols

Data Transfers Outside the UK

• Performed only with appropriate legal safeguards
• Consent obtained where necessary

11. Accountability

We uphold compliance through:

• Staff data protection training
• Regular audits
• A named Data Protection Lead
• Contracts with all data processors

12. Contact Us

Visit Doctor Limited (Trading as Essential Medicals)
Unit 28, Wenta Business Centre
Electric Avenue, Enfield, EN3 7XU
📧 info@essentialmedicals.co.uk

Concerns?

You can contact the Information Commissioner’s Office (ICO):
📞 0303 123 1113
🌐 www.ico.org.uk