Ontime Reports Limited Privacy Notice



Introduction

Ontime Reports Limited is a Medical Reporting Organisation and general provider of complementary services for legal firms to support compensation claims in a wide range of personal injury and clinical negligence cases.

In providing these services it is necessary to process the personal data of individuals in both the capacity of a Data Controller and Data Processor within the definition of the General Data Protection Regulation (EU) 2016/679 (GDPR). This Privacy Notice is intended to explain how and why we process data as a Controller and explains the rights of individuals whose data is being processed in this capacity.

Ontime Reports Limited’s registered address is 311-315 Palatine Road, Northenden, Manchester, M22 4HH. Telephone 0161 947 2490. Email advice@ontimereports.co.uk

Ontime Reports Limited is a Private Limited Company registered in England and Wales, registration number 06618385.

You can contact our Data Protection Office by writing to the above registered address or via email at dpo@ontimereports.co.uk

What personal data do we process?

We process the data of multiple classes of individual including individual experts and employees of companies we work with. In doing so we process personal data including but not limited to the following categories:

  • Name, Address and contact information;
  • Business and alternative addresses;
  • Professional credentials including Curriculum Vitae;
  • Details of Qualifications;
  • Bank details;
  • Details of Regulatory bodies and registration numbers;
  • Indemnity Provider name and registration number;
  • Trade Union membership details;
  • Voice Data via our telephone call recording system.

There may be additional information we require relating to you however we will only collect information from you that we feel is necessary for the purposes identified below. If you do not wish to provide data when requested, we will advise whether you have a statutory or contractual obligation to provide the data and of the consequences of not providing the data.

What do we use your data for?

Your personal data is collected and processed for the following purposes:

  • To locate and contact potential service providers. We do this on the basis that it is in our legitimate interests to expand the number of providers we use to increase our offering to our instructing Solicitor clients;
  • To discuss potential arrangements with service providers. We do this on the basis of a contract between parties or preparation to enter into a contract;
  • To communicate with individuals or individual contacts within organisations who are engaged as either clients or service providers in the delivery of our services. We do this on the basis of a contract between parties;
  • For the purposes of quality control and auditing. We do this in the legitimate interests of ourselves and our Solicitor clients to ensure that our service providers are suitable in respect of the services required;
  • To communicate information regarding Ontime Reports Limited’s services and activities to existing and prospective clients and service providers. We do this in our legitimate interests to develop business opportunities.

Sources of your personal data

In addition to personal data that you provide to us directly, we may collect information from third parties.

It is not possible to identify all specific third parties in advance however the following are the categories of third parties we most commonly collect or receive information from:

  • Other expert witnesses recommending you to us;
  • Databases of expert witnesses such as Specialist Info and the UK Register of Expert Witnesses;
  • Publicly available sources such as internet searches;
  • Social media including business related social media such as LinkedIn;
  • Regulatory bodies;
  • The National Health Service;
  • Solicitors and other legal service providers;
  • Medical treatment and investigation service providers;

Sharing your personal data

We will only share your data where it is required in order to effectively offer or provide our professional legal services to our clients or where there is a legal obligation by which we are bound. The following are common recipients or categories of recipients that we may share your data with:

  • Instructing Solicitors and Defendant Solicitors;
  • Claimants (Clients of instructing Solicitors);
  • Expert witnesses providing subsequent reports;
  • Medical treatment and investigation service providers;
  • Financial analysis, reporting and advice providers;
  • Document collection service providers;
  • Regulatory bodies and Ombudsmen.

There are also organisations who will have access to your data due to the services they provide to Ontime Reports Limited such as IT support companies, email and phone service providers and external auditors.  While we may not actively share your specific data with these firms we will ensure that when providing access to any data systems, the security of that data is considered and protected at all times.

Sharing your data outside the European Union

While your data will not ordinarily be shared with recipients outside of the European Union (EU), in respect of work we conduct for Solicitors in relation to personal injury claims, it may occasionally be necessary especially where an accident or illness has happened abroad, or where the claimant is currently or previously resident outside the EU but is pursuing a claim under English law.

In the event that a transfer of your data outside of the EU is required, we will check whether the country or international organisation has been deemed as adequate for the transfer of data by the European Commission (EC).  The finding of adequacy means that the recipient of the data is governed by a data protection framework offering adequate protection of your personal data.

In the absence of an adequacy decision we will transfer only information that is necessary and to the extent that it is required for the establishment, exercise or defence of a legal claim.

How long will we keep your data?

Our standard retention policy is 10 years from the date we close your file. We will not close your file while there is an ongoing relationship or any files on which you have provided a service remain open.

Your personal data rights

In respect of your personal data being processed by Ontime Reports Limited:

  • You have the right to ask us what personal data we are processing about you and request access to or copies of that information.
  • You have the right to request that your personal data which is inaccurate, or incomplete is rectified.
  • You have the right to request that your personal data is deleted however we may have the right to continue processing your data in certain circumstances.
  • You have the right to request that your data is given to you in a format that can be used by another controller and where possible that this is sent directly to the other controller by us.
  • You have the right to object to the processing of your data where the grounds we rely upon are our legitimate interests or the legitimate interests of a third party. Upon receiving an expression of objection, we will review the grounds for processing and respond accordingly. Where we are processing for direct marketing purposes you have the right to object at any time and we will cease processing for such purposes where an objection is received.
  • You have the right not to be subject to automated decision-making processes including profiling however Ontime Reports Limited does not employ any automated decision-making processes.
  • You have the right to restrict the processing of your personal data:
    • where the accuracy is contested while this is investigated;
    • where the processing is unlawful, but you do not want the data to be deleted;
    • where we no longer need to process the data, but you would like us to store it without further processing for the establishment, exercise or defence of legal claims;
    • where you have objected to the processing and we are processing for our legitimate interests while it is established if our interests override your rights.

We will respond to your request in relation to any of the above rights within one month of us receiving your request unless there is likely to be a delay providing the information or response in which case we will notify you within one month of receiving the request.  If a request is manifestly unfounded or excessive we may refuse to provide the data rather than charging a fee. Where a fee is charged it will reflect the administrative costs involved in providing you with the information.

Where you make a request to us electronically we will endeavour to respond electronically.  If you would prefer not to receive the information electronically you should request this.

If we are unable to comply with your request, we will inform you within one month of receipt of your request providing the reasons and advising you of your options to escalate the matter further.

All requests in relation to the above should be addressed to our Data Protection Officer by email to dpo@ontimereports.co.uk or in writing to: Data Protection Officer, Ontime Reports , 311-315 Palatine Road, Northenden, Manchester, M22 4HH.

You have the right to lodge a complaint with the Information Commissioners Office who regulate Data Protection compliance in the UK if you are not satisfied with any response provided by Ontime Reports Limited in relation to the exercise of your rights under the relevant English Data Protection law.

Changes to this Privacy Notice

This Privacy Notice will be reviewed and revised in line with further developments in data protection law.

This document was revised 3rd June 2018.