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  • Latest News

    • Confessions of a Collation Service ….

      Kerry & Juliet wanted to give an insight into the Good, the Bad and the Ugly of their business! Read more …. “Confessions of a Collation Service – By Kerry Barker & Juliet Young”

    • Our Team – 2017

      Our team is going from strength to strength. We welcome the addition of new members. Those who prepare your chronologies now include: A dual qualified LLB/Midwife Nurse, a former in house nurse with medical screening experience, midwives who specialise in paediatric care, a retired GP, a senior practising obstetric registrar, an expert nurse witness, a medical media consultant, and a number of nurses with over 20 years NHS experience. We have our own in house nurse who provides quality control to ensure your trust stays with us.

    • Happy New Year!

      Will things change due to the ever ongoing uncertainty over costs in clinical negligence cases? We are prepared! As we demonstrated to our clients in 2016 we will be flexible, approachable and transparent in providing a medical record collation service. We will endeavour to work alongside our clients’ individual business strategies to cope with any foreseeable change. We look forward to continued growth, new team members and catching up with everyone at the forthcoming conferences.

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Data Protection Policy

CONTENT AND OVERVIEW

KEY DETAILS

Policy prepared by Juliet Young, Director at MCC Ltd.

Approved by board / management on 02.03.2015

Policy became operational on 02.03.2015

Next review 16.08.2015

INTRODUCTION

MCC Ltd. needs to gather and use certain information about individuals.

These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.

We are registered with the Information Commissioners Office.

WHY THIS POLICY EXISTS

This data protection policy ensures MCC Ltd.

Complies with data protection law and follows good practice

Protects the rights of staff, customers and partners

Is open about how it stores and processes individuals’ data

Protects itself from the risks of a data breach

DATA PROTECTION LAW

The Data Protection Act 1998 describes how organisations – including MCC Ltd. – must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully

The Data Protection Act is underpinned by either important principles. These say that personal data must;

Be processed fairly and lawfully

Be obtained only for specific, lawful purposes

Be adequate, relevant and not excessive

Be accurate and kept up to date

Not be held for any longer than necessary

Processed in accordance with the rights of data subjects

Be protected in appropriate ways

Not be transferred outside the European Economic Area (EEA) unless that county or territory also ensures an adequate level of protection.

PEOPLE, RISKS AND RESPONSIBILITIES

POLICY SCOPE

This policy applies to

The head office of MCC Ltd and all branches

All staff and volunteers of MCC Ltd

All contractors, suppliers, and other people working on behalf of MCC Ltd

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include;

Names of individuals

Postal addresses

Email addresses

Telephone numbers

*********any other information relating to individuals

DATA PROTECTION RISKS

This policy helps to protect MCC Ltd from some very real data security risks, including;

Breaches of confidentiality. For instance, information being given out inappropriately.

Failing to offer choices. For instance, all individuals should be free to choose how the company uses data relating to them.

Reputational damage.  For instance, the company could suffer if hackers successfully gain access to sensitive data.

RESPONSIBILITIES

Everyone who works for or with MCC Ltd has some responsibility for ensuring data is collected, stored and handled appropriately.

Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

All data will be destroyed or returned as requested.

However, these people have key areas of responsibility;

The board of directors is ultimately responsible for ensuring that MCC Ltd meets its legal obligations.

The data protection officers; Kerry Barker & Juliet Young is responsible for:

Keeping the board updated about data protection responsibilities, risks and issues.

Reviewing all data protection procedures and related policies, in line with an agreed schedule.

Arranging data protection  training and advice for the people covered by this policy

Handling data protection questions from staff and anyone else covered by this policy.

Dealing with requests from individuals to see the data MCC holds about them (also called “subject access requests”).

Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

The IT Manager: Kerry Barker & Juliet Young is responsible for;

Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

Performing regular checks and scans to ensure security hardware and software is functioning properly

Evaluating any third party services the company is considering using to store or process data.  For instance, cloud computing services.

The Marketing Manager; Kerry Barker & Juliet Young , is responsible for;

Approving any data protection statements attached to communications such as emails and letters.

Addressing any data protection  queries from journalists or media outlets like newspapers

Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles

GENERAL STAFF GUIDELINES

The only people able to access data covered by this policy should be those who need it for their work

Data should not be shared informally.  When access to confidential information is required, employees can request it from their line managers

MCC Ltd will provide training to all employees to help them understand their responsibilities when handling data

Employees should keep all data secure, by taking sensible precautions and following the guidelines below.

In particular, strong passwords must be used and they should never be shared.

Personal data should not be disclosed to unauthorised people, either within that company or externally

Data should be regularly reviewed and updated if it is found to be out of date.  If no longer required, it should be deleted and disposed of.

Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.

DATA STORAGE

These rules describe how and where data should be safely stored.  Questions about storing data safely can be directed to the IT Manager or data controller.

When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason.

When not required, the paper or files should be kept in a locked drawer or filing cabinet.

Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.

Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data should be protected by strong passwords that are changed regularly and never shared between employees.

If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.

Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing service.

Servers containing personal data should be sited in a secure location, away from general office space.

Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s backup procedures.

Data should never be saved directly to laptops or other mobile devices like tablets or smartphones

All servers and computers containing data should be protected by approved security software and a firewall.

Once work completed and sent electronically to MCC Ltd this should be deleted from the contractor’s hard drive and any other devices after 14 days.

DATA USE

Personal data is of no value to MCC Ltd unless the business can make use of it.  However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft.

When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.

Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.

Date must be encrypted before being transferred electronically. The IT Manager can explain how to send data to authorised external contacts.

Personal data should never be transferred outside of the EEA.

Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

DATA ACCURACY

The law requires MCC Ltd to take reasonable steps to ensure data is kept accurate and up to date.

The more important it is that the personal data is accurate, the greater the effort MCC Ltd should put into ensuring its accuracy.

It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.

Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.

MCC Ltd will make it easy for data subjects to update the information MCC Ltd holds about them. For instance, via the company website.

Data should be updated as inaccuracies are discovered.  For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.

It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.

SUBJECT ACCESS REQUESTS

All individuals who are the subject of personal data held by MCC Ltd are entitled to:

Ask what information the company holds about them and why.

Ask how to gain access to it.

Be informed how to keep it up to date

Be informed how the company is meeting its data protection obligations.

If an individual contacts the company requesting this information, this is called a subject access request.

Subject access requests from individuals should be made by email, addressed to the data controller at *** email address**.  The data controller can supply a standard request form, although individuals do not have to use this.

Individuals will be charged £10 per subject access request.  The data controller will aim to provide the relevant data within 14 days.

The data controller will always verify the identity of anyone making a subject access request before handing over any information.

DISCLOSING DATA FOR OTHER REASONS

In certain circumstances, the data protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, MCC Ltd will disclose requested data.  However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.

PROVIDING INFORMATION

MCC Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand:

How the data is being used.

How to exercise their rights.

To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.

  • Latest News

    • Confessions of a Collation Service ….

      Kerry & Juliet wanted to give an insight into the Good, the Bad and the Ugly of their business! Read more …. “Confessions of a Collation Service – By Kerry Barker & Juliet Young”

    • Our Team – 2017

      Our team is going from strength to strength. We welcome the addition of new members. Those who prepare your chronologies now include: A dual qualified LLB/Midwife Nurse, a former in house nurse with medical screening experience, midwives who specialise in paediatric care, a retired GP, a senior practising obstetric registrar, an expert nurse witness, a medical media consultant, and a number of nurses with over 20 years NHS experience. We have our own in house nurse who provides quality control to ensure your trust stays with us.

    • Happy New Year!

      Will things change due to the ever ongoing uncertainty over costs in clinical negligence cases? We are prepared! As we demonstrated to our clients in 2016 we will be flexible, approachable and transparent in providing a medical record collation service. We will endeavour to work alongside our clients’ individual business strategies to cope with any foreseeable change. We look forward to continued growth, new team members and catching up with everyone at the forthcoming conferences.

Please contact me on (dd/mm/yyyy):

Between:

Please contact me by:
 email telephone skype