Privacy Policy
A website privacy policy sets out the purpose of data collection on your website, the types of information collected and the scope and limitation of data processing on your website. It should outline your business' practices in relation to the collection, storage and use of personal data gathered on your website
Privacy Policy
PRIVACY NOTICE This privacy notice explains how we collect and use personal information about you. The information we collect will be different depending on the relationship we have with you.
Who we are
123 Medical Services is a trusted partner to the legal profession, providing reliable and comprehensive medico-legal reporting services.
For the purposes of data protection legislation, 123 Medical Services is the Data Controller of the personal data we process.
How to Contact Us
If you have any questions about this Privacy Notice or wish to exercise your rights under data protection legislation, please contact us at:
If you are a legal partner
To provide our medico-legal reporting services, we may be required to collect and process personal information relating to your clients.
We collect, use and store different types of personal data about individuals pursuing legal claims, including personal injury claims.
The personal data we may process includes:
- Names, addresses and contact details;
- Dates of birth;
- Health and medical information;
- Information relating to race, ethnic origin and sex;
- Information relating to injuries, symptoms, treatment and prognosis;
- Information contained within medical records and supporting documentation.
This information is generally provided by the instructing party, usually a solicitor or insurer.
Our Legal Basis for Processing
We process personal data because it is necessary for our legitimate interests as an independent medico-legal reporting organisation and expert witness provider. We require access to and analysis of personal information in order to prepare independent expert evidence.
Where we process special category data, including health information, we rely upon Article 9(2)(f) UK GDPR, namely processing necessary for the establishment, exercise or defence of legal claims.
In some cases, individuals may have provided consent to their solicitor, insurer or another organisation to transfer information to us. However, our processing of personal data for the purposes of medico-legal reporting is generally carried out on the basis of our legitimate interests and the legal claims condition described above.
AI-Assisted Documentation and Transcription
To assist our medical experts in producing accurate medico-legal reports, we may use secure AI-assisted documentation and transcription software during medical examinations.
The software converts spoken information into written notes which are reviewed by the medical expert and may be used in the preparation of the medico-legal report.
Where AI-assisted transcription is used:
- Audio is processed solely for the purpose of generating a written transcript;
- Audio recordings are not retained once transcription has been completed;
- The resulting transcript forms part of the expert’s working notes;
- The medical expert remains responsible for reviewing, verifying and approving all information included within the final report.
The use of AI-assisted documentation and transcription forms part of our legitimate interests in ensuring the accuracy, quality and efficiency of medico-legal reporting.
Other Personal Data We Process
We also process personal data in connection with the operation of our business, including:
- Invoices and receipts;
- Accounts, VAT and tax returns;
- Insurance policies and related documents;
- Supplier and contractor records.
If You Make an Enquiry
If you contact us directly by telephone, email, website enquiry form, social media, referral partner or at one of our events, we may collect:
- Name;
- Address;
- Email address;
- Telephone number;
- Information relating to your enquiry or potential claim;
- Communications and correspondence.
Our legal basis for processing this information is to take steps at your request prior to entering into a contract and our legitimate interests in responding to enquiries.
If you attend one of our events
We may collect:
- Name;
- Organisation;
- Email address;
- Telephone number.
Our legal basis for processing this information is our legitimate interests in developing and maintaining professional relationships and business opportunities.
If you apply for a job with us
We maintain a separate Recruitment Privacy Notice which can be obtained by contacting:
If you work with us
We maintain a separate Employee Privacy Notice which can be obtained by contacting:
Sources of Personal Information
Opening Hours
Monday – Friday 9.00 – 17.00
Saturday – Sunday Closed
Contact Us
0330 133 8398
Our team will be happy to assist any of your enquiries
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We may collect personal information from:
- You directly;
- Solicitors and legal representatives;
- Insurers;
- Trade unions and charities;
- Medical experts and healthcare professionals;
- General Practitioners and hospitals;
- Occupational health providers;
- Witnesses;
- Employers and former employers;
- HMRC and the Department for Work and Pensions;
- Recruitment agencies;
- Credit reference and fraud prevention agencies.
Sharing Your Personal Information
We may share personal information with:
- Solicitors and legal representatives;
- Courts, tribunals and judicial bodies;
- Counsel, mediators and other legal professionals;
- Medical experts and healthcare professionals;
- Insurers;
- Trade unions and supporting organisations;
- Law enforcement agencies, regulators and government bodies where required by law;
- Professional advisers such as accountants, auditors and lawyers;
- IT service providers;
- Software providers;
- Secure AI-assisted documentation and transcription providers;
- Secure document management providers;
- Translation providers;
- Postal and courier services;
- Confidential waste disposal providers.
All third-party providers are required to protect personal information and process it only in accordance with our instructions and applicable law.
If You Choose Not to Provide Information
Where we require information in order to fulfil our contractual, professional or legal obligations, failure to provide that information may delay or prevent us from providing services.
In some circumstances, we may be unable to proceed with a case or instruction.
Maintaining Accurate Records
It is important that the information we hold about you remains accurate and up to date.
Please notify us of any changes to your:
- Name;
- Address;
- Telephone number;
- Email address.
Please notify changes in writing to:
Data Retention
Where an enquiry does not result in an instruction, we may retain personal information for up to five years.
Where we are instructed in relation to a medico-legal matter, we will retain records for the duration of the instruction and for up to ten years following closure of the matter.
We retain records to:
- Comply with legal and regulatory requirements;
- Respond to future enquiries;
- Defend legal claims;
- Meet professional obligations.
Where AI-assisted transcription is used, audio recordings are not retained following completion of transcription.
International Transfers
Personal information is generally stored and processed within the United Kingdom or the European Economic Area (EEA).
Where we use third-party technology providers, including AI-assisted documentation and transcription providers, we ensure that appropriate contractual, technical and organisational safeguards are in place to protect personal information.
Where personal information is transferred outside the UK or EEA, we will ensure that appropriate safeguards are implemented in accordance with applicable data protection legislation.
Your Rights
You have the right to:
- Access the personal information we hold about you;
- Request correction of inaccurate information;
- Request erasure of personal information in certain circumstances;
- Request restriction of processing;
- Request transfer of your information where applicable;
- Object to certain types of processing;
- Object to automated decision-making and profiling;
- Withdraw consent where processing is based upon consent.
Please note that some rights may be restricted where we have overriding legal obligations or where information is required for the establishment, exercise or defence of legal claims.
To exercise any of these rights please contact:
Complaints
If you have concerns about how we process your personal information, please contact us first at:
Data Protection Officer:
help@123medicalservices.co.uk
You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Telephone: 0303 123 1113
This Privacy Notice was last reviewed: April 2026.
We may update this Privacy Notice from time to time. Any significant changes will be notified through appropriate channels.