Medic Shona Privacy Policy

Effective Date: 4 August 2026

1. Introduction

Medic Shona ("we", "our", or "us") is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently.

This Privacy Policy explains how we collect, use, store and protect personal data when you use our website, staff portal, or engage with our services.

Medic Shona complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

2. Who We Are

Medic Shona is a private event medical and first aid provider operating within the United Kingdom.

If you have any questions regarding this Privacy Policy or your personal information, please contact us using the details published on our website.

3. Information We Collect

Depending on your relationship with Medic Shona, we may collect:

Personal Information

• Full name
• Address
• Telephone number
• Email address
• Date of birth
• Emergency contact details
• Photographic identification
• Profile photographs
• Vehicle details where relevant

Employment and Staff Information

• Qualifications
• Professional registrations
• DBS certificate details
• Training records
• Right to work documentation
• Driving licence information
• Insurance details (where applicable)
• Bank details (where required for payment)
• Shift availability
• Attendance records
• Performance records

Medical and Incident Information

Where necessary for the provision of medical services, we may process:

• Patient report forms
• Incident reports
• Medical assessments
• Treatment records
• Medication administered
• Injury details
• Safeguarding concerns
• Witness statements

These records may contain special category personal data as defined by UK GDPR.

Website Information

When you visit our website, we may automatically collect:

• IP address
• Browser type
• Device information
• Pages visited
• Cookies
• Website usage statistics

4. How We Collect Information

We collect information:

• Directly from you.
• Through our website.
• Through our staff portal.
• During recruitment.
• During event bookings.
• From clients where necessary.
• From training providers.
• From regulatory bodies where appropriate.

5. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

• Performance of a contract.
• Compliance with legal obligations.
• Legitimate business interests.
• Protection of vital interests.
• Consent (where required).

Where special category data is processed, we rely on the relevant conditions under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

6. How We Use Your Information

Your information may be used to:

• Manage staff and volunteers.
• Allocate event shifts.
• Verify qualifications.
• Process payments.
• Maintain training records.
• Deliver first aid and medical services.
• Complete patient report forms.
• Maintain incident records.
• Respond to safeguarding concerns.
• Meet legal and regulatory obligations.
• Improve our services.
• Prevent fraud.
• Maintain security.
• Respond to enquiries.

7. Sharing Your Information

Medic Shona only shares personal information where necessary.

This may include:

• Event organisers.
• NHS services.
• Ambulance services.
• Police.
• Local Authorities.
• Safeguarding agencies.
• Insurance providers.
• Accountants.
• Legal advisers.
• Regulatory authorities.
• IT service providers supporting our systems.

We will never sell your personal information.

8. Data Security

Medic Shona uses appropriate technical and organisational measures to protect personal information against:

• Unauthorised access.
• Loss.
• Theft.
• Alteration.
• Accidental disclosure.
• Destruction.

Access to personal data is restricted to authorised personnel who require it for legitimate business purposes.

9. Data Retention

We only retain personal information for as long as necessary.

Retention periods vary depending on legal, regulatory and operational requirements.

Examples include:

• Staff records – retained in accordance with employment and tax legislation.
• Training records – retained while relevant to your engagement and for an appropriate period afterwards.
• Patient report forms – retained in accordance with applicable healthcare and legal guidance.
• Financial records – retained in accordance with HM Revenue & Customs requirements.

Once retention periods expire, information will be securely destroyed or anonymised.

10. Your Rights

Under UK GDPR you have the right to:

• Access your personal information.
• Request correction of inaccurate information.
• Request deletion of your data where applicable.
• Restrict processing.
• Object to processing.
• Request data portability where applicable.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Commissioner's Office (ICO).

We aim to respond to requests without undue delay and normally within one month.

11. Cookies

Our website may use cookies to:

• Improve website performance.
• Remember your preferences.
• Monitor website traffic.
• Enhance security.

Where required, you will be asked to consent to non-essential cookies.

You can also manage cookies through your web browser settings.

12. Third-Party Websites

Our website may contain links to external websites.

Medic Shona is not responsible for the privacy practices or content of third-party websites.

We recommend reviewing their privacy policies before providing personal information.

13. International Transfers

Medic Shona aims to store and process personal information within the United Kingdom.

Where personal information is transferred outside the UK, appropriate safeguards will be implemented in accordance with UK GDPR.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on our website and staff portal.

Continued use of our services following updates constitutes acceptance of the revised policy.

15. Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your data protection rights, please contact Medic Shona using the contact details published on our website.

If you are dissatisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office (ICO)

Website: https://ico.org.uk/

Telephone: 0303 123 1113

The ICO is the UK's independent authority responsible for upholding information rights and data protection law.