GDPR, Data Protection, & Privacy Polic

GDPR, Data Protection, and Privacy Policy

Welcome to Greenplace Healthcare Ltd. Your privacy is of the utmost importance to us. This Policy outlines how we collect, use, disclose, and protect your personal data in accordance with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and all applicable privacy laws in force within the United Kingdom.

By using our website or any of our services, including diagnostic testing, cryogenic transport, fertility logistics, and ambulance services, you accept the practices described in this Privacy Policy.

1. Who We Are

Greenplace Healthcare Ltd is a UK-registered Ambulance Services, Specialist Medical Courier, and Diagnostics and Screening Clinic, regulated by the Care Quality Commission (CQC) and working with UKAS-accredited laboratories. We are the data controller responsible for handling your personal data.

2. Information We Collect

We may collect and process the following types of information:

a. Personal Data

Includes your full name, contact details, date of birth, address, identification documents, and any other information you provide during appointment booking, service delivery, or communication with us.

b. Special Category Data (Health Data)

We collect health-related information where necessary to deliver clinical, diagnostic, or patient transport services. This is processed under strict medical confidentiality.

c. Employment Data

If you apply to work with us, we may collect your CV, references, DBS results, professional qualifications, and proof of identity and right to work in the UK.

d. Website Usage Data

Includes IP address, browser type, pages visited, and usage patterns. We use this data to enhance your user experience.

e. Cookies

Our website uses cookies and similar tracking technologies to personalize content and analyze traffic. You can read more in our [Cookie Policy].

f. CCTV Footage

All Greenplace Healthcare ambulances are fitted with CCTV recording systems to enhance patient safety, staff protection, and quality assurance. Video o recordings are processed in accordance with GDPR and stored securely with restricted access.

3. Lawful Basis for Processing

We only process your personal data when we have a legal basis to do so, including but not limited to:

Consent
Contractual necessity
Legal obligation
Vital interests
Public task or legitimate interests

4. How We Use Your Data

We use your information for the following purposes:

To provide medical and diagnostic services (e.g., DNA testing, cryo shipping, patient transport)
To ensure lawful, secure, and regulated operations
To verify identity and consent (especially for legal or court-approved DNA tests)
To contact you with service updates and relevant information
To comply with CQC, UKAS, and Home Office requirements
To improve our services through internal audit and analysis
To maintain safety and security through CCTV review (if needed)
For employment and recruitment purposes

5. Data Sharing

We may share your personal data with:

Accredited customers
Legal or regulatory authorities (e.g., the courts, Home Office, CQC)
Our medical or nursing staff, when necessary to provide your care
Third-party contractors who help us deliver technical, transport, or clinical services under strict data protection agreements

We do not sell or share your personal data for advertising purposes.

6. How We Protect Your Data

We use a combination of technical, administrative, and physical security measures, including but not limited to :

Encrypted databases and communications
Two-factor authentication for staff access
Secure document storage and destruction protocols
Regular internal audits and staff GDPR training
Strict access control to CCTV and sensitive patient records

All patient data and footage from ambulance-based CCTV systems are stored securely, with limited access and automatic deletion after a set retention period (unless retained for legal reasons).

7. Your Rights Under GDPR

As a data subject, you have the right to:

Access your personal data
Rectify inaccurate or incomplete data
Request erasure (‘right to be forgotten’) under certain conditions
Restrict processing in limited circumstances
Object to processing, particularly for direct marketing
Data portability – receive your data in a structured, machine-readable format
Withdraw consent at any time (where applicable)

To exercise your rights, please contact us at:
📧 info@greenplacehealthcare.com
📞 +44 208 150 0059

8. CCTV Use on Ambulance Vehicles

All Greenplace Healthcare ambulances are equipped with CCTV cameras, including internal and external views. These systems serve the following purposes:

Ensure safety of patients and staff
Monitor quality of care during transport
Assist in investigations or complaints
Protect against false claims or disputes

CCTV data is stored for a limited time and is only accessed by authorised personnel. It is encrypted and processed in compliance with GDPR and the Surveillance Camera Code of Practice.

9. International Data Transfers

We do not transfer personal data outside the UK or EEA unless:

The recipient country has been deemed to have adequate data protection laws, or
Standard contractual clauses are in place with appropriate safeguards

10. Data Retention

We retain personal data only as long as necessary to fulfil its purpose or meet legal and regulatory requirements.

Diagnostic and clinical data — retained in line with NHS records management standards (typically 8–30 years)
Employment and HR records — retained for 6 years after end of employment
CCTV footage — typically retained for up to 30 days unless required for investigation or legal proceedings

11. Our Commitment to GDPR Compliance

Greenplace Healthcare is fully committed to meeting all obligations under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We adhere to the following principles when processing personal data:

Lawfulness, fairness and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality
Accountability

Our internal policies and practices ensure:

Lawful basis for all processing
Transparent use of data with consent where needed
Regular staff training and compliance audits
Secure and up-to-date record keeping
Clear policies for international transfers

12. Updates to This Policy

This Policy may be updated from time to time to reflect changes in laws, regulations, or service offerings. The most recent version will always be available on our website.

Last updated: May 2025