Privacy Policy
This privacy policy tells you what to expect us to do with your personal information.
Contact details
Email: contact@essentiallymedical.co.uk
Mailing address: 11 Park Way, London, England, NW11 0EX
What information we collect, use, and why
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- Recorded images, such as photos or videos
- Call recordings
- Website and app user journey information
- Information relating to sponsorship
- Records of consent, where appropriate
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:
Your right of access
You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification
You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure
You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing
You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing
You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
For providing and improving products and services for clients:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
For information updates or marketing purposes:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
For dealing with queries, complaints or claims:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
- Directly from you
- Publicly available sources
How long we keep information
The following outlines the period for which Essentially Medical Ltd retains personal information. Retention period is based on operations needs, regulatory obligations, and industry standards.
GP contact details: Retained for 6 years from the date of last interaction.
Consultants contact details: Retained for 6 years from the date of last involvement with Essentially Medical Ltd.
Sponsor details and commercial agreements: Retained for 7 years from the end of the relevant contract or last interaction for financial, audits and operational purposes.
Event attendance records: Retained for 3 years to support CPD verification, queries, and operational review.
Communication logs (including emails and CRM notes): Retained for 3 years to allow for dispute resolution and follow-up requirements.
Internal issues logs: Retained for 2 years, as operational value significantly decreases after this period.
At the end of each retention period, data will be securely deleted or anonymised unless a legal requirement or ongoing operational need requires extended retention.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.