Privacy Policy

1. Who we are

MedX Services Ltd provides healthcare workforce training, practical learning, simulation-based education and career-development support.

MedX Services Ltd is an independent provider and is not part of, affiliated with or endorsed by NHS England or any NHS organisation.

For privacy-related enquiries, contact: info@medxservices.co.uk .

2. Personal information we may collect

The information we collect depends on how you interact with MedX. It may include:

• Your name and contact details.
• Information you provide when making an enquiry about training, career support or organisational services.
• Information about your education, experience, skills or career goals where relevant to the service you request.
• CVs, supporting statements, job descriptions or other documents you choose to provide for career-support purposes.
• Information connected with training participation, course activity, attendance, exercises or learner progress where applicable.
• Communications you send to us by email or through other approved contact channels.
• Basic technical information generated when you use our website, where this is collected by our hosting or security providers.

3. Information used in simulation and training

MedX training and simulation activities are designed to use synthetic, fictional or otherwise non-patient-identifiable information.

Learners should not upload, enter or share real patient-identifiable information within MedX training or simulation environments unless MedX has expressly provided a lawful and approved process for doing so.

4. How we use personal information

We may use personal information to:

• Respond to enquiries.
• Provide training, learning support, career-development services or organisational services.
• Communicate with learners, clients and organisational contacts.
• Review documents submitted as part of a career-support service.
• Administer training participation, learner support and programme delivery.
• Improve our services, learning materials and operational processes.
• Maintain appropriate business, financial and administrative records.
• Protect the security and proper use of our website, systems and services.
• Comply with legal, regulatory and contractual obligations.

5. Our lawful bases for processing

Under UK GDPR, the lawful basis we rely on will depend on the circumstances.

These may include:

• Contract: where processing is necessary to provide a service you have requested or purchased.
• Legitimate interests: where processing is reasonably necessary to respond to enquiries, operate our business, improve our services or protect our systems.
• Consent: where we specifically ask for your permission.
• Legal obligation: where we must process information to meet a legal requirement.

6. Special-category and sensitive information

We do not normally need health information or other special-category personal data in order to provide general training or career-support services.

Please avoid sending unnecessary sensitive personal information when contacting MedX or submitting documents.

Where sensitive information is genuinely necessary for a particular service, it will be handled in accordance with applicable data-protection requirements.

7. Sharing personal information

We do not sell personal information.

We may use trusted service providers to help operate our business, including providers of:

• Website hosting and infrastructure.
• Email and communications.
• Form or enquiry processing.
• File storage and collaboration.
• Payment processing, where applicable.
• Business administration and security services.

Where service providers process personal information on our behalf, we aim to provide them only with the information necessary to perform their role.

We may also disclose information where required by law or where reasonably necessary to protect our legal rights, users or systems.

8. International data transfers

Some technology providers may process or store information outside the United Kingdom.

Where personal data is transferred internationally, appropriate safeguards should be used in accordance with UK data-protection law.

9. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual and operational requirements.

Retention periods may vary depending on the type of information and service involved.

When information is no longer required, it should be deleted, anonymised or securely disposed of where appropriate.

Learner records

Learner accounts, enrolment, attendance, assessment and completion records are kept for up to six years after the end of the programme, so we can confirm what a learner completed, answer queries and meet funder, partner and audit requirements. Learner accounts are deactivated, not deleted, at the end of a programme.

Job applicants

If you apply for a role or register your interest through our Careers page, we use your name, contact details, any profile link and the information you send to consider your application and contact you about roles at MedX. We keep this for up to twelve months, unless you ask us to delete it sooner or you join MedX, in which case it becomes part of your employment record.

10. Data security

MedX takes reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse or disclosure.

However, no online system or method of electronic transmission can be guaranteed to be completely secure.

11. Your rights

Depending on the circumstances, UK data-protection law may give you the right to:

• Request access to personal information we hold about you.
• Ask us to correct inaccurate or incomplete personal information.
• Ask us to delete personal information in certain circumstances.
• Ask us to restrict the way personal information is processed.
• Object to certain types of processing.
• Request data portability where applicable.
• Withdraw consent where processing is based on consent.

To exercise a data-protection right, contact info@medxservices.co.uk .

12. Complaints

If you have concerns about how MedX handles your personal information, please contact us first so we can try to resolve the issue.

You may also have the right to complain to the UK Information Commissioner's Office.

Visit ico.org.uk for further information.

13. Cookies and website technologies

The website may use essential technologies required for hosting, security and normal website operation.

If MedX introduces analytics, advertising or other non-essential tracking technologies, this policy and any required cookie controls should be updated accordingly.

14. External links

Our website may contain links to third-party websites or services. MedX is not responsible for the privacy practices of external websites.

We recommend reviewing the privacy information provided by those organisations before submitting personal information to them.

15. Changes to this policy

We may update this Privacy Policy as MedX services, systems or legal requirements change.

The date shown at the top of this page indicates when the policy was last updated.

16. Contact

For questions about this Privacy Policy or how MedX handles personal information, contact:

MedX Services Ltd
Email: info@medxservices.co.uk