Privacy Notice

Data protection matters: this is how we handle your information.

1. Introduction
2. Why we process your data
3. Your rights
4. How long we keep your data for
5. Sharing your information
6. Testimonials
7. Your right to complain

Introduction

This privacy notice tells you how we process your personal information when you are in contact with us or use one of our services.

Interface Clinical Services ltd is the controller for the personal information we process, unless otherwise stated.

You can contact our data protection officer by phone, email and post.

Phone number: 0113 202 9799

Our postal address:
Please mark any post about privacy: FAO data protection officer
Interface Clinical Services
Schofield house
Gate way drive
Yeadon
Leeds
Ls19 7xy

Email address for any privacy questions: dataprotectionofficer@interface-cs.co.uk

Why we process your data

We process personal information provided directly by you to:

• Fulfil our obligations arising from any contracts between us
• Contact you regarding a job application you have made
• Provide you with the information and services that you request from us
• Fulfil online payments or orders for any products you purchase through our website
• Ask you to review our services so we can improve and develop them
• Provide you with information about services we offer
• Provide you with newsletters
• Respond to your enquiries and complaints
• Personalise your experience on this website and manage access to your account
• To protect the health of anyone working in our head office building

The legal basis that we rely on to process your personal data is article 6(1)(f) of the UK General Data Protection Regulation (UK GDPR), which allows us to process personal data when this is necessary for our legitimate interests. For any special category data provided should you request access to our head office building during COVID-19, we further rely on Article 9 (h) for occupational health purposes.

As an NHS business partner, Interface also processes personal information under contract to data controllers at healthcare organisations. Our contracts always contain a commitment to confidentiality and any information that identifies patients is processed within a secure environment and deleted after completion of the service. A privacy impact assessment has been completed for this processing. This is available to view as a download at the bottom of this page.

If we contact you to provide you with information or newsletters, we will always offer you the option to opt-out of such communications and will respect your direction. You can opt-out by emailing unsubscribe@interface-cs.co.uk or by clicking on the ‘unsubscribe’ link in any email communications which we might send you.

Your rights

Under data protection law, you have rights that depend on our reason for processing your information.

• Your right of access. You always have the right to ask us for copies of your personal information. Nb. We do not retain any information that identifies patients.
• Your right to rectification. You always have the right to ask us to rectify or complete information you think is inaccurate.
• Your right to erasure. You may have the right to ask us to erase your personal information.
• Your right to restriction of processing. You may have the right to ask us to restrict the processing of your information.
• Your right to object to processing. You have the right to object to processing if we process your information because it is in our legitimate interests.
• Your right to data portability. You have the right to ask that we transfer your information or give it to you if we are processing information based on your consent or have a contract with you and the processing is automated.

You can read more about your rights here.

There is no charge for exercising your rights and we will respond to you within one month. Please use the contact details above to exercise your rights.

How long we keep your data for

Type of record – Retention period

• Accident forms, accident register, riddor forms – 10 years
• Incident forms – 10 years
• Complaints and correspondence – 8 years
• Cvs and job applications – 6 months
• Health and safety documentation – 3 years
• Litigation records – 10 years
• Personnel records, major – 6 years after service
• Personnel records, minor – 2 years
• Subject access requests – 3 years
• Surveys e.g. Customer satisfaction  – 2 years
• COVID-19 health and safety questionnaires – 28 days

Sharing your information

We ensure your personal data is kept confidential by storing it on our secure systems, which are protected by technical and organisational security measures.

We never pass on your details to third parties other than to comply with any legal or regulatory obligation or to securely fulfil online payments but we may produce anonymous aggregate information about the services we provide for reporting or research.

The data that we collect from you may be processed outside the European economic area, for example, for processing your payment details. We only use third party suppliers who assure us that they take the necessary measures to ensure protection of your personal data in accordance with applicable data privacy laws.

Any payment transactions carried out by us or our chosen payment processing services provider will be encrypted.

Testimonials

If you provide Interface with a testimonial, you are agreeing for the testimonial to be used for publicising and promoting Interface and our products and services. Testimonials may be written or recorded and can be displayed or used for promotional activity including, but not limited to:

• Interface website
• Social media
• Printed materials
• E-mail campaigns
• Exhibitions

By providing a testimonial, you agree for your job title and geographical location to be accredited to the statement.  Where a practice name is provided, the testimonial may be assigned to the relevant PCN, CCG or locality, where applicable. No other information will be divulged unless agreed.

Your right to complain

We work to extremely high standards for processing personal information. If you have queries or concerns, please contact us at dataprotectionofficer@interface-cs.co.uk and we’ll respond within five working days.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the uk supervisory authority.

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