Legal

Privacy Policy

Expert Medical Examinations Ltd — ICO Registration ZC040477

Last updated: 1 October 2025

Expert Medical Examinations Ltd (“we”, “our”, “us”) is committed to protecting the privacy of individuals and handling personal data responsibly. This policy outlines the types of personal information we collect, how we use it, and the safeguards we have in place.

1. Key details about us and how to reach us

  • Entity: Expert Medical Examinations Ltd, a company registered in England and numbered 16702658.
  • Registered office: Allied House, 29-39 London Road, Twickenham, TW1 3SZ.
  • Data protection registration: ICO registration number ZC040477.

How to contact us about this policy or data privacy practices:

If you have concerns about our data practices, you may also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk. We invite you to contact us first so we can attempt to resolve any issues directly.

Third party sites: Our site may include links to third party websites, plugins, and apps. Interacting with these may enable data collection or sharing by others. We do not control these third parties or their privacy terms. When you leave our site, please review the privacy notices of any sites you visit.

2. The personal information we collect

“Personal data” means information about an identifiable person. It does not include anonymised data.

Categories of data we may collect, use, store, and transfer:

  • Identity information: Given name, family name, former names, titles, date of birth, gender.
  • Contact information: Billing and mailing addresses, email address, telephone numbers.
  • Special categories of data: Race or ethnicity, religious beliefs, health data, genetic and biometric data.
  • Transaction information: Payment methods and details about services purchased.
  • Technical information: IP address, login credentials, browser and device details, location information, operating system, and other device data.
  • Usage information: How you interact with our website and services.
  • Marketing and communications preferences: Your choices regarding marketing messages and communications.

Consequences of not providing data: When we are legally required or contractually obligated to collect certain data, failing to provide it may prevent us from fulfilling contractual commitments or delivering services. We will inform you if this applies.

3. How we collect personal data

We gather data through multiple channels:

  • Direct interactions: You provide information by completing forms or communicating with us by mail, phone, email, or other means.
  • Automated technologies: While you use our website, we may automatically collect technical details via cookies and similar technologies (see our Cookies Policy for more).
  • Third parties: From instructing parties, medical professionals, insurers, solicitors, government agencies, and other entities.

4. How we use your information

We will process personal data only where permitted by law, typically for one or more of these purposes:

  • Where we need to perform a contract we have entered into with you or your instructing party.
  • Where it is necessary for our legitimate interests (or those of a third party), provided your rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.
  • Where you have given explicit consent for a specific processing activity.

We process special categories of personal data (such as health information) only where:

  • You have given explicit consent.
  • It is necessary for the establishment, exercise, or defence of legal claims.
  • It is necessary for reasons of substantial public interest.

5. Purposes for which we process your data

We may use your personal data for the following purposes:

  • To arrange and manage medico-legal examinations and reports.
  • To communicate with instructing parties, medical experts, and claimants.
  • To manage payments, fees, and charges.
  • To administer and protect our business and this website, including troubleshooting, data analysis, testing, and system maintenance.
  • To deliver relevant website content and measure or understand the effectiveness of our services.
  • To make suggestions and recommendations about services that may be of interest to you.
  • To comply with legal and regulatory obligations.

6. Who we share your data with

We may share personal data with the following categories of recipients:

  • Medical experts: Doctors, consultants, and other healthcare professionals who conduct examinations and prepare reports.
  • Instructing parties: Solicitors, insurers, and claims management companies who instruct us to arrange examinations.
  • Service providers: IT and system administration, professional advisors, and other service providers who assist in operating our business.
  • Regulators and authorities: Including the ICO, MedCo, and other regulatory bodies where required by law.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow third-party service providers to use your personal data for their own purposes and only permit them to process your data for specified purposes in accordance with our instructions.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered, or disclosed in an unauthorised way. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your data, whether we can achieve those purposes through other means, and applicable legal, regulatory, tax, accounting, or other requirements.

Medical reports and associated case files are typically retained for a minimum of 8 years from the date of the final report, in line with professional guidance and limitation periods for personal injury claims.

9. Your legal rights

Under data protection legislation, you have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”).
  • Request correction of incomplete or inaccurate personal data we hold about you.
  • Request erasure of your personal data where there is no good reason for us continuing to process it.
  • Object to processing of your personal data where we are relying on a legitimate interest.
  • Request restriction of processing of your personal data.
  • Request transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format.
  • Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of these rights, please contact us at info@expertmedical.co.uk.

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 fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

10. Cookies

Our website uses cookies to distinguish you from other users. This helps us provide you with a good experience when you browse our website and allows us to improve our site. For detailed information on the cookies we use, please see our cookies policy.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

11. Changes to this privacy policy

We keep this privacy policy under regular review and may update it from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

12. How to contact us

If you have any questions about this privacy policy, your personal data, or wish to exercise your data protection rights, please contact us: