1. Introduction
Midland Medical Group (“we”, “us”, “our”) is committed to protecting and respecting your privacy.
We process personal data, including special category data (health information), in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance from the Information Commissioner’s Office (ICO).
This Privacy Policy explains how we collect, use, store, and protect your information when you use our services, including firearms medicals, fostering medicals, and other occupational or private medical assessments.
2. Data Controller
Midland Medical Group is a trading name of KHALSAN UK LIMITED, which is the Data Controller responsible for your personal data.
Registered Office: 1a Davenport Road, Coventry CV5 6QA
Clinic Address: Osteopathic & Sports Injury Clinic, 312A Charter Ave, Coventry CV4 8DA, United Kingdom
Email: info@midlandmed.co.uk
3. Information We Collect
We may collect and process the following categories of data:
a) Personal Data
- Name
- Date of birth
- Contact details (email, phone number, address)
b) Special Category Data (Health Data)
- Medical history
- GP records (where required and with your consent)
- Clinical examination findings
- Reports for firearms licensing, fostering, employment, travel, or other purposes
c) Booking & Website Data
- Information submitted via website forms (WordPress, Amelia booking system)
- Appointment details
d) Payment Data
Payments are processed securely via Stripe. We do not store card details.
4. How We Obtain Your Data
We collect data directly from you and, where necessary:
- From your GP or other healthcare providers (with your explicit consent)
- From third parties involved in your assessment (e.g., laboratories)
5. Lawful Basis for Processing
Under UK GDPR, we rely on:
- Article 6(1)(b) – Contractual necessity (to provide booked services)
- Article 6(1)(c) – Legal obligation (where required for regulatory or medico-legal purposes)
- Article 9(2)(h) – Provision of health or social care (for medical assessments and reports)
- Explicit consent (Article 9(2)(a)) where required (e.g., GP record requests)
6. How We Use Your Data
We use your information to:
- Arrange and manage appointments
- Conduct medical assessments (including firearms and fostering medicals)
- Request and review GP records where necessary
- Produce medical reports for third parties (e.g., licensing authorities)
- Process payments
- Maintain accurate clinical records
- Improve our services and website functionality
7. Data Sharing
We do not sell your data.
We only share your information where necessary and appropriate:
- Examining Doctor: Only the doctor conducting your assessment has access to your clinical data
- GP Practices: When requesting or verifying medical records (with your consent)
- Laboratories: Where tests are required
- Regulatory or Licensing Bodies: Where reports are required (e.g., firearms licensing authorities)
- Payment Providers: Via Stripe
All sharing is done securely and in line with confidentiality obligations.
8. Data Storage, Security and Access Control
We implement strict technical and organisational measures to protect your data:
- Medical records are stored securely and encrypted where appropriate
- Access is strictly limited to the assessing doctor only
- Data is handled in accordance with doctor–patient confidentiality standards
- Electronic communications (including medical forms) are transmitted securely
9. Data Retention
We retain your data only for as long as necessary:
- Clinical records are typically retained for up to 10 years in line with UK medico-legal guidance
- GP records obtained for assessments are retained only as required for the purpose of the report and medico-legal obligations
- Non-clinical data (e.g., booking and payment records) is retained for legal, tax, and administrative purposes
Where data is no longer required, it is securely deleted or anonymised.
10. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate data
- Request erasure (subject to legal/medical retention requirements)
- Restrict processing
- Object to processing
- Data portability (where applicable)
11. Cookies and Website Tracking
We use cookies and similar technologies (including Google Ads and social media pixels) to:
- Improve website performance
- Understand user behaviour
- Support marketing activities
You can manage cookie preferences through your browser settings.
12. Complaints
If you have concerns about how we handle your data, please contact us first.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
13. Updates to This Policy
We may update this policy from time to time. The latest version will always be available on our website.
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