Privacy & Legal Information

Lincoln Occupational Health LLP (“We”) are committed to protecting and respecting your privacy.

This privacy notice sets out the basis for which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection laws (the data controller is Lincoln Occupational Health LLP, Registered Office address: C/O Wilson Partners Limited Tor, Saint-Cloud Way, Maidenhead, Berkshire, SL6 8BN, England).

What information do we collect about you?
Information you give us. We may process information you have given us by filling in forms on our site www.lincolnoccupationalhealth.co.uk (“our site”) or by corresponding with us by phone, email or otherwise. This includes information you provide when you search our site and when you report a problem with our site.

This information may include your name, address, e-mail address, phone number, interests and employment details.

Information we collect about you. With regard to each of your visits to our site we may automatically collect the following information:

• Technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types; and
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products viewed or searched for; page response times, download errors, lengths of visits to certain pages, page interaction (such as scrolling, clicks and mouse-overs), methods used to browse away from the page and any phone number used to call us.

Information we receive from other sources. We may process information about you received from your usage of any of the other websites we operate or the other services we provide. We may also receive information about you from the third parties we work closely with (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytical providers, search information providers and credit reference agencies).

• Please avoid supplying us with any other person’s personal data, unless we have requested you to do so.

Purpose – how will we use your personal information?
We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

1. Where it is necessary for our legitimate interests (or those of a third party) namely providing you with information that you request and with updates and marketing materials and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests.

2. Where you have given your consent and that consent has not subsequently been withdrawn by you.

We may also use your personal information in the following circumstances, which are likely to be rare:

3. Where we need to protect your interests (or someone’s interests).

4. Where it is needed in the public interest.

The information we collect about you may be used in the following ways,

Information you give us.

• To carry out our obligations to you and to provide you with the information and services that you request from us;
• To provide you with information, products or services that you request from us or which we feel may interest you;
• For marketing and advertising purposes;
• To notify you about changes to our service.
• To ensure that content for our site is presented in the most effective manner for you and for your computer.

Information we collect about you. We will use this information:

• To administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• To improve our site to ensure that content is presented in the most effective manner for you and for your computer;
• To allow you to participate in interactive features of our service, when you choose to do so;
• As part of our efforts to ensure the security of our website and services.

Information we receive from other sources. We may use this information combined with information you give to us and information we collect about you for the purposed set out above (depending on the types of information we receive).

Disclosure of your information
We may disclose your personal information to any member of our group, which means our subsidiary undertakings, our parent undertaking and its subsidiary undertakings.
We may share your information to third parties where this is reasonably necessary, for the purposes set out in the policy including:

• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.

Analytics and search engine providers that assist us in the improvement and optimisation of our site

We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If Lincoln Occupational Health LLP or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Lincoln Occupational Health LLP, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Transfer and storage of data outside the EEA
We do not transfer your personal data outside the EEA.

Your rights
Under certain circumstances, the law permits that you have the right to:

• Access your information.
  You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
• Correct your information.
  If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
• Request erasure.
  Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
• Object to processing.
  Where the company relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
• Request the restriction of processing.
  You are entitled to request a suspension of the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
• Transfer your personal information.
  You are able to request the transfer of your personal information to another party.

It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your personal data or request that we transfer a copy of your personal information to another party, please contact: enquiries@lincolnoccupationalhealth.co.uk

No fee
These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

How long is your personal data retained?
Personal information that we process for any purposes will be kept for no longer than is necessary for the purposes for which it was collected.

It is not always possible to specify in advance the length of time your personal information will be retained. The retention of your personal data will be determined based on statutory authority, the nature of your relationship with the company, the nature and sensitivity of the personal information, the purposes for which the information is being processed and whether there are other means to achieve those purposes.

Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

Security
We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

The company have in place procedures and a policy to deal with any potential data security breaches, data subjects and any applicable regulators will be notified where we are legally required to do so.

If we have given you (or where you have chosen) a password which enables you to access certain parts of this site, you are responsible for keeping this password confidential.

Complaints
If you consider that our processing of your personal information infringes the Data Protection laws, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

In the event of a complaint, in the first instance you can contact Managing Partner, Katie Eastwell by sending an email to: katie@lincolnoccupationalhealth.co.uk or telephone:
01280 630 100.

How to contact us
By email at enquiries@lincolnoccupationalhealth.co.uk or write to us at, Lincoln Occupational Health LLP, PO Box 696, Aylesbury Bucks, HP22 9WX.

Revisions to our Privacy Policy
We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

Lincoln Occupational Health LLP (“We”) are committed to protecting and respecting your privacy.

This privacy notice sets out the basis for which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection laws (the data controller is Lincoln Occupational Health LLP, Registered Office address: C/O Wilson Partners Limited Tor, Saint-Cloud Way, Maidenhead, Berkshire, SL6 8BN, England).

What information do we collect about you?
All client data will be held by us in our manual and automated filing systems.
This may include;

• Company contact details (including name, postal addresses, email addresses and telephone numbers);
• Bank details;
• Employee details (names, job title and description, contract type, work history).

How is your personal information collected?
Your personal information may be collected directly from you during the process of setting you up as a client of ours or during the course of taking instructions from you or providing you with advice.

Purpose – how will we use your personal information?
We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract that we have entered into with you;

2. Where we need to comply with a legal obligation;

3. Where it is necessary for our legitimate interests (or those of a third party) namely for the purposes of preventative or occupational medicine, to provide you with health advice and assistance or in facilitating and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests;

4. Where you have given your consent and that consent has not subsequently been withdrawn by you.

We may also use your personal information in the following circumstances, which are likely to be rare:

5. Where we need to protect your interests (or someone’s interests).

6. Where it is needed in the public interest.

The situations where we will process your personal data are listed below:

• To fulfil our contract with you;
• For the assessment of the working capacity of the employee,
• To ensure the health and safety of the employees;
• To allow consideration of any adjustments that may be required to support a person’s ability to work;
• For recommendations for further support/medical advice;
• For research, audit or statistics but will be anonymised if this is the case;
• Creating a client account for you;
• To provide you with information about our services;
• To provide you with updates about topics that may be of interest to you;
• For marketing and advertising purposes;
• For intra group transfer or transfers to third party administrators for administration purposes.

Failure to provide personal information
Failure to provide certain information when requested may result in us being unable to perform both our legal obligations and our contractual duties to you, such as ensuring the health and safety of your employees.

Sensitive Personal Information
We may also collect, store, use and exercise the below “special categories” of more sensitive personal information:

• Information about health, including sickness records, medical conditions and other records.
• Information about race or ethnicity, religious beliefs, trade union membership, sexual orientation and biometrics.

We will only process these ‘special categories of personal data’ in the following circumstances:

• To the extent necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health care or treatment or the management of health systems and services;
• With your employee’s explicit written consent which can be withdrawn at any time.

Disclosure of data
We may share your personal information with third parties, where this is reasonably necessary, for the purposes set out in the policy. Third parties may include other health advisers and medical experts, third-party service providers (including contractors and agents), law enforcement agencies and any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006. We may also disclose your personal information with other third parties, for example in the context of the possible sale or restructuring of the business.

Data may also be disclosed if we are under a duty to share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Lincoln Occupational Health LLP, our clients, or others. This includes exchanging information with other companies and organisation for the purposes of fraud protection and credit risk reduction.

Transfer and storage of data outside the EEA
We do not transfer your personal data outside the EEA.

Data Subject Rights
Under certain circumstances, the law permits that you have the right to:

• Access your information.
  You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
• Correct your information.
  If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
• Request erasure.
  Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
• Object to processing.
  Where the company relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
• Request the restriction of processing.
  You are entitled to request a suspension of the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
• Transfer your personal information.
  You are able to request the transfer of your personal information to another party.

It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your personal data or request that we transfer a copy of your personal information to another party, please contact: enquiries@lincolnoccupationalhealth.co.uk.

No fee
These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

How long is your personal data retained?
Our retention period is based on statutory authority and some of your data may be held for two to forty or more years depending on the nature of the data and the relationship with the company.
Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

Security
We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

Lincoln Occupational Health have in place procedures and a policy to deal with any potential data security breaches, data subjects and any applicable regulators will be notified where we are legally required to do so.

Complaints
If you consider that our processing of your personal information infringes the Data Protection laws, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

In the event of a complaint, in the first instance you can contact Managing Partner, Katie Eastwell by sending an email to: katie@lincolnoccupationalhealth.co.uk or telephone: 01280 630 100.

How to contact us
By email at enquiries@lincolnoccupationalhealth.co.uk or write to us at, Lincoln Occupational Health LLP, PO Box 696, Aylesbury Bucks, HP22 9WX.

Revisions to our Privacy Policy
We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

Lincoln Occupational Health LLP (“We”) are committed to protecting and respecting your privacy.

This privacy notice sets out the basis for which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection laws (the data controller is Lincoln Occupational Health LLP, Registered Office address: C/O Wilson Partners Limited Tor, Saint-Cloud Way, Maidenhead, Berkshire, SL6 8BN, England).

What information do we collect about you?
All client data will be held by us in our manual and automated filing systems.
This may include;

• Contact details (including names, date of birth, postal addresses, email addresses and telephone numbers);
• GP details (name, address)
• Employment details (location, job title and description, contract type, NI number).

How is your personal information collected?
Your personal information may be collected directly from you during the process of setting you up as a client of ours or during the course of taking instructions from your employer or providing you with advice. We may also collect information from third parties including your GP or other health professionals.

Purpose – how will we use your personal information?

We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract that we have entered into with you;
2. Where we need to comply with a legal obligation;
3. Where it is necessary for our legitimate interests (or those of a third party) namely to provide you with advice and assistance or in facilitating and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests;
4. Where you have given your consent and that consent has not subsequently been withdrawn by you.

We may also use your personal information in the following circumstances, which are likely to be rare:

5. Where we need to protect your interests (or someone’s interests).
6. Where it is needed in the public interest.

The situations where we will process your personal data include those listed below:

• For the assessment of your working capacity;
• To ensure your health and safety at work;
• To allow consideration of any adjustments that may be required to support your ability to work;
• For recommendations for further support/medical advice;
• For research, audit or statistics but will be anonymised if this is the case
• To create and manage a client file for you;
• To communicate with and manage our relationship with you regarding the services you receive or request from us;
• To deal with any enquiries or requests you make of us;
• To enable you to access our website and use our services;
• To provide you with information about our services;
• To provide you with updates about topics that may be of interest to you;
• For intra group transfer or transfers to third party administrators for administration purposes;
• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data;
• To effectively handle any legal claims or regulatory enforcement actions taken against Lincoln Occupational Health LLP, or take appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations to us;
• To comply with our legal and regulatory obligations (including under applicable data protection laws);
• For preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies;
• To fulfil our duties to our employees, contractors and other stakeholders.

Sensitive Personal Information
We may also collect, store and use, the below “special categories” of more sensitive personal information:

• Information about health, including sickness records, medical conditions and other records.
• Information about race or ethnicity, religious beliefs, trade union membership, sexual orientation and biometrics.

We will only process these ‘special categories of personal data’ in the following circumstances:

• To the extent necessary for the purposes of preventive or occupational medicine, for the assessment of your working capacity, medical diagnosis, the provision of health care or treatment or the management of health systems and services;
• Where necessary to protect your vital interests or the vital interests of another natural person where you are physically or legally incapable of giving consent;
• Where necessary for the establishment, exercise or defence of legal claims;
• Where we have a legal or regulatory obligation to do so; or
• With your explicit written consent which can be withdrawn at any time.

Failure to provide personal information
Failure to provide certain information when requested may result in us being unable to perform our legal obligations, such as ensuring health and safety in your employment.

Disclosure of data
We may share your personal information with third parties, where this is reasonably necessary, for the purposes set out in the policy. Third parties may include:

• Our third party providers of operational and business services, who are authorised to process your personal data on our behalf and pursuant to our instructions as necessary to run our business and provide you with the services you request from us, including our IT, payment and accounting providers;
• Third party service providers, such as other health advisers and medical experts;
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy;
• Any third parties with whom we are required to share your personal data in order to comply with our legal obligations, to enforce our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Lincoln Occupational Health LLP, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction; and
• Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006 for example for the purposes of management forecasts or fulfilling our reporting obligations.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers or other members of our group to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Where your personal information consists of one of the “special categories” of data, for example your medical reports or records we will only share your personal data with third parties for one of the purposes listed under the heading “Sensitive Personal Information” above. This might include:

• Where we have your explicit written consent to do so (which has not been withdrawn by you); or
• Where we are under a legal or regulatory obligation to do so;
• Where necessary in connection with a legal claim that is being made by you or against you.
• To one of the third parties set out above but only to the extent necessary for the purposes of preventive or occupational medicine, for the assessment of your working capacity, medical diagnosis, the provision of health care or treatment or the management of health systems and services;
• To your relatives, guardians or someone acting on your behalf where you are incapacitated or otherwise unable to give your consent and where it is necessary to protect your vital interests or the vital interests of another person.

Transfer and storage of data outside the EEA
We do not transfer your personal data outside the EEA.

Data Subject Rights
Under certain circumstances, the law permits that you have the right to:

• Access your information.
  You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
• Correct your information.
  If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
• Request erasure.
  Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
• Object to processing.
  Where the company relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
• Request the restriction of processing.
  You are entitled to request a suspension of the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
• Transfer your personal information.
  You are able to request the transfer of your personal information to another party.

It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your personal data or request that we transfer a copy of your personal information to another party, please contact: enquiries@lincolnoccupationalhealth.co.uk.

No fee
These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

How long is your personal data retained?
Our retention period is based on statutory authority and some of your data may be held for two to forty or more years depending on the nature of the data and the relationship with the company.
Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

Security
We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

Lincoln Occupational Health have in place procedures and a policy to deal with any potential data security breaches, data subjects and any applicable regulators will be notified where we are legally required to do so.

Complaints
If you consider that our processing of your personal information infringes the Data Protection laws, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

In the event of a complaint, in the first instance you can contact Managing Partner, Katie Eastwell by sending an email to: katie@lincolnoccupationalhealth.co.uk or telephone: 01280 630 100.

How to contact us
By email at enquiries@lincolnoccupationalhealth.com or write to us at, Lincoln Occupational Health LLP, PO Box 696, Aylesbury Bucks, HP22 9WX.

Revisions to our Privacy Policy
We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

Lincoln Occupational Health (LOH) aims to provide an efficient and high-quality service to all our service users. As well as constantly looking for ways to develop and improve our services, we also aim to continue doing the things that are positively acknowledged by our service users.

What to do if you have a complaint
We are committed to resolving problems in a consultative manner. This process also enables us to identify ways in which we might improve our service to other clients.

If however, you are unhappy with any aspect of your care or the service you receive, please speak to a member of the LOH team as soon as possible.

Our aims are to:

• deal with complaints openly, promptly and properly;
• try to resolve complaints as soon as we can; and
• learn from complaints to improve our services.

Where relevant, please address your concerns with the member of the LOH team who is working with you, in order that they are given an opportunity to discuss the issues with you and address your concerns.

If this does not resolve the issue then a formal complaint should be made using the procedure below:

Please put your complaint in writing to:

Katie Eastwell
Managing Partner
Lincoln Occupational Health LLLP
PO Box 696
Aylesbury
Bucks
HP22 9WX

How we will handle your complaint
We will review your complaint and respond in writing within ten working days of its receipt. Our response will propose how we intend to resolve your complaint. If the proposed solution is not acceptable to you, we encourage you to continue your dialogue with Katie Eastwell until the matter is resolved to your satisfaction.