Last updated: October 2026
This Notice aims to give you information on how Medical Solutions collects and processes your personal data. For a quick view of the type of personal information and how we use it, please see the tables below, which have been split into the main ways individuals interact with us as an organisation.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. We want to be as transparent as possible in the way in which we use your information so that you can be comfortable in providing the information to us and be clear on why we need certain information.
Controller
Medical Solutions acts as the data controller (joint controller in some instances) and is responsible for your personal data. If you have any questions about this Notice, including any requests to exercise your legal rights, please contact us using the details set out below.
Contact Details
Please contact us by email at website@ambulance.co.uk, or by post to Medical Solutions, 36 Lichfield Street, Walsall, WS1 1TJ, marked for the attention of the Data Protection Officer.
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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Changes to this Notice and Changes to Your Personal Data
This Notice may be varied from time to time. Where possible we will notify you of any changes to this Notice. This may be by way of a pop-up notification on the website or communicated to you by another means by which you have agreed we may contact you.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
Data We Collect About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:
a) Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, email address, postal address, phone number, photographs and CCTV footage.
b) Identification Evidence Data includes uploaded passport, utility bills, birth certificate, driving licence or any other identification evidence for the purpose of validating your identity.
c) Employment Data could include employment status, job title, DBS and accreditation data.
d) Educational & Qualifications Data includes details on any qualifications gained or courses attended relevant to the delivery of our service.
e) Contact Data includes billing address, delivery address, email address and telephone numbers.
f) Financial Data includes bank account and/or payment card details.
g) Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
h) Services Data includes customers’ employee names and contact details, along with details on job roles and qualifications.
i) Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
j) Usage Data includes information about how you use our website.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law, as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data, which will be used in accordance with this privacy notice.
Special Categories of Personal Data (this can include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). We may collect, use, store and transfer different kinds of special personal data about you, which we have outlined in the tables below.
If You Fail to Provide Personal Data
Where we need to collect personal data by law, or in order to provide our services to you, and you fail to provide that data when requested, we may not be able to provide such services. In this case, we may have to cancel the service you have with us, but we will notify you if this is the case at the time.
How Is Your Personal Data Collected
We use different methods to collect data from and about you, including through:
Direct interactions. You may give us your Identity and Contact Data when you contact us via this website or by corresponding with us by post, phone, email or otherwise.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources. We may receive personal data about you from various third parties, such as your employer, and public sources. We protect data obtained from third parties according to the practices described in this Notice, plus any additional restrictions imposed by the source of the data. These third-party sources vary over time, but have included:
Someone who may post a photograph or information relating to you to our social media platforms.
Data brokers from which we purchase information for potential business customers (for example, name, job title and business address).
Partners with which we offer co-branded services or engage in joint marketing activities.
Publicly available information such as newspaper or online media items; public posts on LinkedIn or social media; open government databases such as Companies House; databases of grant-funding opportunities and other data in the public domain.
Some of our premises and vehicles are monitored by CCTV, and footage may be captured for security and safety purposes.
How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform a contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, such as via the ‘Contact’ service on this website.
Where we need to comply with a legal or regulatory obligation.
Where you have given us Explicit Consent for other purposes, such as marketing. Where we do rely on your Explicit Consent, you have the right to withdraw your consent at any time.
Purposes for Which We Use Personal Data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. These tables have been split into the key ways individuals interact with us as an organisation, including as a:
patient
supplier or contractor
Note that we may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the tables below.
Purpose / Activity – Patients | Type of Data | Lawful basis for processing, including basis of legitimate interest and further description of activity | Further information |
|---|---|---|---|
Personal data is obtained from patients treated by Medical Solutions, so that Medical Solutions has a record of the patients and treatment provided, and so this can be retrieved if requested. | a) Identity Data The nature of a patient report form (PRF) means sensitive (medical) data is captured. | Processing is necessary for the performance of a task in the public interest. | All patients can request a copy of their Patient Report Form (PRF) by contacting website@ambulance.co.uk. b) Identification Evidence may be asked for if you have made a request for your PRF. This will be destroyed on completion of the request. |
Purpose / Activity – Suppliers and Contractors | Type of Data | Lawful basis for processing, including basis of legitimate interest and further description of activity | Further information and retention period |
|---|---|---|---|
Managing our relationship with organisations and individuals who provide services or goods to Medical Solutions. | a) Identity Data | Processing is necessary to fulfil a contractual agreement between the organisation (or individual) providing services or goods and Medical Solutions, and for both to fulfil their obligations. | Retained for as long as necessary, in line with our Data Retention Schedule (see Data Retention below). |
Disclosures of Your Personal Data
We will not sell or rent your information to third parties. We may have to share your data with third parties, as described below. If we do, you can expect a similar degree of protection in respect of your personal information to that provided by us. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.
We only permit them to process your personal data for specified purposes and in accordance with our instructions.
However, when we use third-party service providers, we disclose only the personal information that is reasonably necessary to deliver the service.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party, or as part of any business restructuring or re-organisation, or if we are under a legal duty to disclose or share your personal data in order to comply with or enforce any legal obligation or rights, or to enforce or apply our terms of use, or to protect the rights, property or safety of our supporters and customers. However, we will aim to protect your privacy.
Data Security
Medical Solutions uses appropriate security measures to protect your personal information against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures may include, but are not limited to, a range of organisational safeguards, such as staff training and duties of confidentiality, and technical safeguards. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data Retention
We will only retain your personal information for as long as necessary for the purposes we collected it for, as set out in our Data Retention Schedule, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
For further information about the retention period in a particular case, please contact our Data Protection Officer by email at website@ambulance.co.uk.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please review the detail below to find out more about your legal rights. If you wish to exercise any of the rights set out below, please contact us.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. To make a request, please email website@ambulance.co.uk.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons, which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground, as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it, as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at website@ambulance.co.uk. We will promptly correct any information found to be incorrect.
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. You can do so here.
Our Data Protection Glossary
Term | Definition |
|---|---|
Data Controller | A person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data. |
Data Processor | A person, public authority, agency or other body which processes personal data on behalf of the controller. |
Data Protection Impact Assessment (DPIA) | A Data Protection Impact Assessment (DPIA) is a process to help you identify and minimise the data protection risks of a project. |
Data Protection Officer (DPO) | The Data Protection Officer (DPO) assists with monitoring internal compliance, informs and advises on data protection obligations, provides advice regarding Data Protection Impact Assessments (DPIAs) and acts as a contact point for data subjects and the Information Commissioner’s Office (ICO). |
Data Subject | The identified or identifiable living individual to whom personal data relates. |
Information Commissioner’s Office (ICO) | The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. The ICO website is also a great resource to refer to for all data protection queries. |
Personal Data | Any information relating to a person (a ‘data subject’) who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person. |
Special Category Data | Special category data needs more protection than personal data, as it is more sensitive. The UK GDPR defines special category data as personal data revealing: racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data; health; sex life; sexual orientation. |
Subject Access Request (SAR) | Anyone has the right to ask an organisation whether they are using or storing their personal data. You can make a SAR to request copies of your personal information. This can be done verbally, or by email to website@ambulance.co.uk. |
UK GDPR | The UK General Data Protection Regulation is a UK law which came into effect on 1 January 2021. It sets out the key principles, rights and obligations for most processing of personal data in the UK, except for law enforcement and intelligence agencies. |
Your Rights in Connection with Personal Data
By law you have the right to:
Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want 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 send a written request to our Data Protection Officer by email at website@ambulance.co.uk or by post.
We will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received any request (including any identification documents requested).
If you have any questions, please contact website@ambulance.co.uk
