PRIVACY POLICY

Intrepid Medics Ltd. is a company providing medical services that by definition takes privacy and data protection very seriously. This privacy policy will explain how our organization uses the personal data we collect from you when you use our website or when you choose to provide us your personal data. This privacy policy is fully compliant with the new GDPR European Union policy.

Topics Covered

• Definitions
• What data do we collect?
• How do we collect your data?
• What is the purpose for collecting your data?
• Who do we share it with
• Data retention
• How do we secure your data
• Access to your legal rights
• Changes to our privacy policy
• Requests or concerns

Definitions

When reading this policy, please note that the terms, ‘Us’, ‘Our’, and ‘We’ refer to Intrepid Medics Ltd. The terms ‘You’, ‘Your’, ‘Individual(s)’, ‘Participant(s)’, ‘Customer(s)’, and ‘Client(s)’ refer to anyone who is willing to buy our services or anyone that benefits from our services as part of a project or event organized by you a third party that has contractual agreements with us.

The term ‘Personal data’ refers to any information that directly or indirectly identifies a person (a ‘natural person’ as defined by GDPR) including name, address, phone number, email, job title and employer information.

The term ‘Data Controller’ in this policy refers to Intrepid Medics Ltd. The term ‘Data Processor’ refer to the services we use for payment processing, email campaign software, IT service providers, online survey software services and on rare occasions, accommodation providers when we have to book your accommodation during a course.

Special Category Data

A term describing a sub-category of personal data that requires heightened data protection measures due to its sensitive and personal nature. The term may have specific meanings in different jurisdictions.

Under the General Data Protection Regulation (GDPR), for example, special category data includes data that reveals a data subject's:

• Racial or ethnic origin
• Political opinions?
• Religious and philosophical beliefs?
• Trade union membership?
• Genetic data
• Biometric data for the purpose of uniquely identifying a natural person
• Data concerning health
• Sex life and sexual orientation

(Article 9(1), GDPR.)

We collect Data Concerning Health whenever we are providing medical cover for an individual or groups of individuals in order to provide adequate medical treatment in case of injury or illness.

What data do we collect?

Your Personal Data

Whenever you are a participant in any of our courses, we will ask you to voluntarily provide the personal data that is necessary to ensure a positive and safe training experience as well as a successful learning outcome. The personal data that we will ask from you will constitute the minimum information needed for us to provide a smooth and successful delivery of that training.

On all our courses, the data collected on our booking and registration forms include: names, mail and email addresses, phone number, your job title, your company name or the name of your employer. All course feedback that we kindly ask you to fill in the end of each course is made anonymous after the statistics and comments have been collated.

Special Category Data

The Data Concerning Health is a comprehensive medical form that we ask individuals to voluntarily complete and return to us for the purpose of preparing and being adequately equipped to look after each individual in the remote areas where their projects or events take place in the unfortunate event of illness or injury. Some examples of the information that we need are: pre- existing conditions, heart problems, mobility issues, allergies, pregnancy or any emergency medication etc.
We do not collect or require any other special category data as defined by the GDPR.

How do we collect your data?

We collect data in three distinct instances.

1. When you book yourself in one of our courses as part of the enrollment process you will be required to fill a registration form and provide us with some basic personal data as explained in the section above (What data do we collect?)
2. When you are required to provide a medical form as part of the medical cover for a project/event.
3. When you wish to get in touch with us and you are using the contact form under the ‘Contact’ section of our website.

We collect Data Concerning Health whenever we are providing medical cover for an individual or groups of individuals in order to provide adequate medical treatment in case of injury or illness.

What is the purpose for collecting your data?

Name: Whenever you are a participant in any of our courses, we will ask you to voluntarily provide the personal data that is necessary to ensure a positive and safe training experience as well as a successful learning outcome. The personal data that we will ask from you will constitute the minimum information needed for us to provide a smooth and successful delivery of that training.

Email Address: We ask for your email address in order to provide you with feedback regarding your medical form or in case you are attending one of our courses, we will send you course information, joining instructions, and to notify you regarding any changes to the course such as unexpected course cancellation, change in dates and timings. Upon successfully completing any of our courses, we will send you a soft copy of your certificate to your email address provided.

Phone Number: We ask for your phone number so we can reach you in case an unexpected change to the course has occurred. In addition to that we collect your phone number under the contact section of our website so we can reach you should you have an imminent question regarding some of our services.

Mailing Address: In our courses we require your mailing address simply to be able to send you a hard copy of your certificate. As part of the medical form we require your home address to use it as identity confirmation in the event where we have to contact your insurance provider.

Invoicing contact details: So we can process fees for our services, we require the contact details of any person responsible for the payment of invoices on behalf of our clients. The details required are a contact name, email and billing address.

Emergency contact and medical insurance details: As part of the medical form we request that each individual that is receiving medical cover from us to provide us with the next of kin contact in case of emergency as well as any medical insurance details so we can contact the insurance providers directly. Without this information, in the unfortunate event of a severe injury or illness where the individual affected is unconscious or partially-conscious we will not be able to contact the insurance providers to authorize and mobilize an evacuation platform such as a road ambulance or a fixed-wing medical platform which would have devastating consequences to the individual affected.

Who do we share it with?

We use a reduced number of third parties to help provide our services to you. These act as ‘Data Processors’ as defined by the GDPR. Examples of the services we use are payment processing, email campaign software, IT service providers, online survey software services and accommodation providers. Whenever we choose to work with any such Data Processors, we will always ensure that the security policies and confidentiality arrangements and GDPR compliance of those third parties adhere to the same requirements. No ownership rights to the data will be transferred to any third party.

No Special Category Data concerning your health will be shared with anyone outside Intrepid Medics medical team. Your information provided in the medical form will be stored IN MEDICAL CONFIDENCE and it will be kept only during the duration of the event, being destroyed in its every form immediately after the event, or immediately after the participant has decided to pull out of the event.

The personal data that we collect from you will not generally be transferred outside the European Union (EU). The only circumstance where this may occur is for training courses outside the EU is when we give accommodation providers your name, for booking purposes only. By submitting your data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Data Retention

Intrepid Medics endeavor to minimize the retention of data as much as reasonably possible. In line with this principle the different circumstances under which we retain some personal data are as follows:

• For all our accredited courses that we provide: BLS/AED; First Aid at Work (FAW); eACLS; PHTLS; TCCC; TECC we retain the name and contact details of the graduates alongside the course date to determine who has attended our courses. Each participant of any of these courses will have his/hers information retained alongside a copy of his/hers certificate for a period of 3 years form the date of course completion.
• The Medical Forms that you are submitting to us are retained only for the duration of the event, being destroyed in both digital and hard copy immediately after the event.

How do we secure your data?

All reasonable steps have been taken to ensure the security of your personal data through the minimization of collection, IT security measures and best practice in handling data both digitally, and on hard copy. Our IT system meets GDPR requirements, including Hard drive encryption, remote wipe functions and the most up to date security software. This is all done in conjunction with our IT partners.

Access to your legal rights

If you would like to get in touch with us regarding any of your personal data access rights, please contact our Data Representative on 9 Claypatch Rd, Wyesham, Monmouth, United Kingdom, NP25 3PN, or email to:

No fee required – with some exceptions. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Changes in your personal data

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

Requests or Concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Data Representative on 17 Whitcliff Drive, Penarth, United Kingdom, CF64 5RY, or by email to: contact@ intrepid-medics.com

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.