Privacy Policy

PRIVACY POLICY

Privacy notice for Moviemedico

Moviemedico (we or us) is a company registered in England and Wales under
company number 12920695. Our registered office is at 4th Floor, 14 Museum Place, City Centre, Cardiff, Wales, CF10 3BH.

Our contact details are Connie’s House, Rhymey River, Bridge Road, Cardiff, CF23 9AF

action@moviemedico.co.uk

1 What is the purpose of this document?

1.1 We are committed to protecting and respecting your privacy. This privacy notice
applies to and sets out the basis on which any personal data we collect about:
1.1.1 Visitors of our website at https:// (our site) including those who register with us
and those who do not;
1.1.2 Individual patients and test subjects who use Moviemedico testing services ;
1.1.3 Individual contacts for clients and prospective clients of Moviemedico; and
1.1.4 Individual contractors and services providers who provide services to us
(“you“).
1.2 We are a data controller. This means that we are responsible for deciding how
we hold and use personal information about you, and for explaining this clearly to
you.
1.3 We have appointed a data protection lead (DPL) who is responsible for
overseeing questions in relation to this privacy policy. If you have any questions
about this privacy policy, including any requests to exercise your legal rights, please
contact the DPL using the details set out above.
1.4 Please read this privacy notice carefully to understand what we do with your
personal information and what rights you have in relation to our activities.
1.5 Our site is not intended for children and we do not knowingly collect data relating
to children.

2 What is personal data and our lawful basis for processing

2.1 Personal data, or personal information, means any information relating to an
individual from which that person can be identified. There are special categories of
more sensitive personal information which require a higher level of protection (see
further at section 3.4, below).
2.2 We will only use your personal information when the law allows us to. Our
principle lawful basis for processing is set out below. However, some of our grounds
for processing will overlap and there may be several grounds which justify our use of
your personal information.
2.3 We may only rely on our legitimate interests (or those of a third party) to process
your personal information, if your interests and fundamental rights do not override
those interests. Where we rely on legitimate interests for our processing, we have
set out the relevant interest, below.
2.4 Generally, we do not rely on consent as a legal basis for processing your
personal data although, if you are a private individual, we will get your consent
before sending third party direct marketing communications to you via email or text

message. You have the right to withdraw consent to marketing at any time by
contacting us.
2.5 We will only use your personal information for the purposes for which we
collected it, unless we reasonably consider that we need to use it for another reason
and that reason is compatible with the original purpose. If we need to use your
personal information for an unrelated purpose, we will notify you and we will explain
the legal basis which allows us to do so.
2.6 Please note that we may process your personal information without your
knowledge or consent where this is required or permitted by law.
2.7 Where we need to collect personal data by law, or under the terms of a contract
we have with you, and you fail to provide that data when requested, we may not be
able to perform the contract we have or are trying to enter into with you (for example,
to provide you with services). In this case, we may have to cancel a service you have
with us but we will notify you if this is the case at the time.

3 Data we collect about you

3.1 Personal data, or personal information, means any information about an
individual from which that person can be identified. It does not include data where
the identity has been removed (anonymous data).
3.2 We may collect, use, store and transfer different kinds of personal data about
you which we have grouped together as follows:
Identity Data includes first name, last name, username or similar identifier, marital
status, title, date of birth and gender.
Medical Data includes details of your health, current medical concerns, medical
records, details about medications you take or treatment you are undergoing, your
health history, allergies, pregnancy, medical samples such as swabs or urine
samples and any subsequent results from these samples and any other relevant
information about your wellbeing that you may provide to us.
Contact Data includes email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details
of services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type
and version, time zone setting and location, browser plug-in types and versions,
operating system and platform, and other technology on the devices you use to
access this website.
Usage Data includes information about how you use our website, and services.

Marketing and Communications Data includes your preferences in receiving
marketing from us and our third parties and your communication preferences.
3.3 We also collect, use and share Aggregated Data such as statistical or
demographic data for any purpose. Aggregated Data could be derived from your
personal data but is not considered personal data in law as this data will not directly
or indirectly reveal your identity. For example, we may aggregate your Usage Data to
calculate the percentage of users accessing a specific website feature. However, if
we combine or connect Aggregated Data with your personal data so that it can
directly or indirectly identify you, we treat the combined data as personal data which
will be used in accordance with this privacy policy.
3.4 As part of our usual course of business, we will collect Medical Data but
generally we do not collect any other Special Categories of Personal Data about you
(this includes details about your race or ethnicity, religious or philosophical beliefs,
sex life, sexual orientation, political opinions, trade union membership, genetic and
biometric data). Nor do we collect any information about criminal convictions and
offences. However, we may process information:
3.4.1 to ensure meaningful equal opportunity and diversity and inclusion monitoring
and reporting;
3.4.2 where it is needed to protect your vital interests (or someone else’s interests)
and you are not capable of giving your consent;
3.4.3 where it is necessary to establish, exercise or defend a legal claim;
3.4.4 where you have manifestly made the information public; or

3.4.5 otherwise with your explicit consent.

4 How is your personal data collected?

4.1 We use different methods to collect data from and about you including through:
4.2 Direct interactions. You may give us your Identity, Contact, Medical and Financial
Data by filling in forms, having a consultation with a member of our staff, by
corresponding with us by post, phone, email or otherwise. This includes personal
data you provide when you:
4.2.1 receive healthcare services from us;
4.2.2 complete any consent form for testing or other form as part of the services;
4.2.3 contact us about our services or
4.2.4 make a booking;
4.2.5 subscribe to our mailing lists or request marketing to be sent to you;

4.2.6 give us feedback, make a complaint or contact us;
4.2.7 make an enquiry about working with us.
4.3 Third parties or publicly available sources: We will receive personal data about
you from various third parties including your employer when we our services are
used on set, including
4.3.1 Contact and Identity Data from your employer, the production team or other
third party who refers you to Moviemedico for care or testing;
4.3.2 Medical Data from any third party healthcare professionals involved in your
care;
4.3.3 Medical Data comprising test results from third parties who carry out testing on
our behalf.
4.4 Automated technologies or interactions.As you interact with our website, we will
automatically collect Usage and Technical Data about your equipment, browsing
actions and patterns. We collect this personal data by using cookies, server logs and
other similar technologies. We may also receive Technical Data about you if you visit
other websites employing our cookies. Please see our Cookies Policy, for further
details.
4.5 Automated decision-making: Automated decision-making takes place when an
electronic system uses personal information to make a decision without human
intervention. We do not envisage that any decisions will be taken about you using
automated means, however we will notify you in writing if this position changes.

5 Our Lawful basis for processing

Information

How we use your information

How our use complies with the law

Patients

Contact Data and Identity Data

We collect your name and contact details, including telephone number and email
address.

This may be passed to other healthcare professionals with a duty of confidentiality to
provide care to you;

The record will be archived once your care has ended

This information is required to enable us to record all observations and treatments
given to you. This is a legitimate interest to enable us to provide your care safely.

Medical Data

We may ask you for your previous medical history, including, background to your
condition and treatment, current and past medication, hospital admissions and
discharge information, lifestyle information (smoking and drinking levels) and other
background information relating to your medical condition and related treatment.

This information is used to form a clinical judgement on your presenting complaint
and how best to manage your care. We may need to discuss care pathways with
other healthcare providers using this information.

This information is required to enable us to record all observations and treatments
given to you. This is a legitimate interest to enable us to provide your care safely.

Our processing is necessary for the purposes of preventative or occupational
medicine, for the assessment of the working capacity of the employee, and the

provision of healthcare by medial professionals who are subject to professional
secrecy. obligations

Form time to time you may voluntarily provide us with personal data, including
special category data.

This information is used to ensure appropriate provision of services to you.

We process information voluntarily provided to us, with your consent.

Business Related Contacts

For customers and prospective customers, we collect the name, job title and
business contact information of your individual employees and other representatives.

This information is used to respond to your enquiry

This information is needed to be able to conduct our business with you as part of our
legitimate business interest

We collect name and contact details for healthcare professionals involved in
delivering the service to patients

This is held in our HR database and on staffing rotas

This is a legitimate reason for the purpose of providing auditability of patient care

For suppliers and prospective suppliers of services to our business, we collect the
name, job title and business contact information of your individual employees and
other representatives.

We use this information to enable you to provide us with your goods or services

This information is needed to be able to conduct our business with you as part of our
legitimate business interest

We use the business contact information provided for individual employees and
other representatives of our clients and suppliers (including prospective clients and
suppliers) to provide updates and information about our services.

We use this to provide you with information about our services

This information is needed to be able to conduct our business with you as part of our
legitimate business interest

6 Sharing your information

6.1 We share your personal information with third party contractors and service
providers to the extent necessary to provide our services.
6.2 We share your information with other third parties as follows:
6.2.1 If you are using our medical services as part of your employment we may
share specific test results with your employer or provide them with an assessment of
your fitness to work;
6.2.2 We will share any medical samples you provide with appropriate medical
testing facilities;

6.2.3 We may share your individual health record as permitted by the Records
Management Code of Practice for Health and Social Care 2016 (as updated from
time to time);
6.2.4 We share your name address, date of birth and other details as necessary for
the swab team to record the details for your sample. This is sared on a
pseudonymised basis with the lab to conduct tests on your sample. and , with the
swab team who take your samples.
6.2.5 We mmay share your test results with your employer and other companies and
organisations that you work with such as relevant broadcaster(s), co-producer(s) or
other third-party production companies involved in the production, including but not
limited to, insurers or service providers such as providers of medical services or
physical security for workplace safety purposes
6.2.6 We may share your personal data other than Medical Data with:
a) our regulators, professional advisors, insurance provider and auditors;
b) HMRC or other government or law enforcement agencies;
c) if we sell the business or assets, in which case we may disclose your personal
information to the prospective buyer of such business or assets;
d) payment service providers when you purchase products via the website;
e) if we have a legal obligation to do so; and
f) for the purposes of fraud protection and credit risk reduction.
6.3 The categories of third parties listed above use your personal data for their own
purposes and are responsible for their own compliance with data protection
legislation.
6.4 We also share your data with third-party service providers who provide services
to our business, such as our website host server, IT support and maintenance
service, cloud storage provider and email exchange server, delivery services and
other businesses that provide certain services on our behalf. All of our third-party
service providers are required to take appropriate security measures to protect your
personal information in line with our policies. We do not allow our third-party service
providers to use your personal data for their own purposes.

7 Data security

7.1 We have put in place:
7.1.1 Appropriate technical and organisational security measures to prevent your
personal information from being accidentally lost, used or accessed in an
unauthorised way, altered or disclosed.

7.1.2 Procedures to deal with any suspected data security breach, and will notify you
and any applicable regulator of a suspected breach where we are legally required to
do so.
Transferring information outside the EEA
7.2 Any personal information that you submit to us will be held on secure servers,
based within the European Economic Area (EEA).
7.3 If we are required to transfer your information outside the EEA, we have put in
place appropriate measures to ensure that your personal information is treated by
those third parties in a way that is consistent with and which respects the EU and UK
laws on data protection.
7.4 If you are based outside the EEA we may transfer personal information to the
correspondence address you provide to us to the extent necessary to complete your
order. We will take all reasonable steps to ensure that such transfers are secure. By
instructing us from outside the EEA you agree that such transfer is necessary for us
to complete your order.

8 How long will we keep your personal information for?

8.1 We will only retain your personal data for as long as reasonably necessary to
fulfil the purposes we collected it for, including for the purposes of satisfying any
legal, regulatory, tax, accounting or reporting requirements. We may retain your
personal data for a longer period in the event of a complaint or if we reasonably
believe there is a prospect of litigation in respect to our relationship with you.
8.2 To determine the appropriate retention period for personal data, we consider the
amount, nature and sensitivity of the personal data, the potential risk of harm from
unauthorised use or disclosure of your personal data, the purposes for which we
process your personal data and whether we can achieve those purposes through
other means, and the applicable legal, regulatory, tax, accounting or other
requirements.
8.2.1 We keep individual health records as required by law in accordance with our
records management code of practice for health and social care 2016 Appendix 3
retention periods)
8.3 We keep basic information about our customers (including Contact,
Identity,Financial and Transaction Data) for sixyears after they cease being
customers for tax purposes and for the purpose of any legal claims.
8.4 In some circumstances you can ask us to delete your data: see your rights below
for further information.

8.5 In some circumstances we will anonymise your personal data (so that it can no
longer be associated with you) for research or statistical purposes, in which case we
may use this information indefinitely without further notice to you.

9 Your rights

9.1 You have the following rights:
9.1.1 to be told what we are doing with your personal information. We do this by
providing you with this privacy notice;
9.1.2 to correct or update the personal information we hold about you.
9.1.3 to object to the processing of your personal information;
9.1.4 to request a copy of the personal information we hold about you;
9.1.5 to ask us to delete the information that we hold about you where there is no
good reason for us continuing to process it;
9.1.6 to ask us to stop processing your personal information where we are relying on
a legitimate interest and there is something about your particular situation which
makes you want to object to processing on this ground and where there is no good
reason for us continuing to process it;
9.1.7 to ask us to restrict how we use your personal information for a period of time if
you claim that it is inaccurate and we want to verify the position or in some limited
other circumstances;
9.1.8 to ask us to send your personal information to another organisation in a
computer-readable format;
9.1.9 to complain to the Information Commissioner’s office if you are unhappy with
our use of your personal data: you can do this at https://ico.org.uk/concerns/. Do
contact us straight away if you consider that we are not handling your personal
information properly so we can try and sort the problem out.
9.2 If we delete your personal information or restrict our use of it, we will not be able
to provide our services to you.

9.3 If you want to exercise any of your rights, please contact
privacy@moviemedico.co.uk. We may need to request specific information from
you to help us confirm your identity and ensure your right to access the information
(or to exercise any of your other rights).

Last Updated 26th September 2020