Keystone Case Management Ltd is part of the Frenkel Topping Group. This information notice is to explain our obligations to you under the General Data Protection Regulation (GDPR). We need to keep you informed about the information we collect about you and how we keep it safe when carrying out our specialist Expert Witness Services.
We have been asked to collect and process data about you in order to provide Expert Witness services for the Court.
The legal basis for collecting your personal data is to fulfil our contract with the referrer. We will process your data when it is in our legitimate interests to do so and when these interests are not overridden by your data protection rights.
In this case our legitimate interests include:
It may be necessary for us to obtain personal information as well as special category data about health to fulfil our expert witness obligations. This is necessary as our role as expert witnesses is to assess and quantify the claimant’s health and social care needs. The condition for us processing special category data is in relation to your legal claim.
Referrers will be asked to complete our Data Sharing Agreement, enabling us to securely transfer sensitive client information between our organisations, in order to complete our contractual requirements. Referrers will also be asked to sign our consent form for marketing purposes.
How and what information is collected about you
We may collect the following information by email, telephone call or by post from your solicitor or insurer, and/or from your medical and health records, and/or from information you provide to us.
We may also collect information when you voluntarily complete client surveys or provide feedback to us.
Information about connected individuals
We may need to gather personal information about your close family members and dependants in order to provide our service to you effectively. In such instances, the content of this Privacy Notice also applies to them.
Whom do we share personal data with?
We share personal data internally on a strictly need to know basis. We do not share personal data with anyone external to the organisation other than with:
Where third parties are involved in processing your data, we will have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they’ll only act in accordance with our written instructions.
Where it’s necessary for your personal data to be forwarded to a third party we’ll use appropriate security measures to protect your personal data in transit.
We may share your data with our parent company Frenkel Topping Group plc. Our parent company may use your data for purposes of monitoring business and conducting research and analysis to improve our service.
Information about referrers
We may gather information from referrers pursuant to our legitimate interest in running our business and fulfilling our contract such as:
Information relating to usage of our website is collected using cookies. These are text files placed on your computer to collect standard internet log information and visitor behaviour information. We will use your information collected from the website to personalise your repeat visits to the site.
What we do with the information we gather and what it is used for
Your information will be added to our secure database and will be used for the purposes of providing Expert Witness Services. We will not distribute, sell or lease your personal information to third parties for marketing purposes unless we have your express permission or are required by law to do so. We are required to keep accurate records of our involvement including our decision making as part of our healthcare regulation.
We are committed to ensuring that your information is stored securely. In order to prevent unauthorised access or disclosure, we will use and handle the information responsibly and will take all reasonable and appropriate management and technical steps to safeguard and secure the information we collect. Your data will not be shared outside of the EU at any time.
How you can access your information
You have the right to request to object, to see, amend, move or erase the data we hold about you at any time. Full erasure of client records may not be possible due to our professional indemnity insurance requirements, but efforts to anonymise and erase all unnecessary data, such as medical records that were sent to us, will be taken. If you would like to speak to us about this, please contact the Data Protection Officer, Denise Moore, for the Frenkel Topping Group, at the address below.
Name and contact details of the Data Protection Officer
Frenkel Topping Group
15 Carolina Way
How long we keep your information for
Keystone Case Management Ltd will keep your information until our contracted work is completed. We will then close your active file, but we are required to retain records of our involvement in your case indefinitely for our Professional Indemnity insurers. Once a case has settled, we will destroy all documents sent to us and retain a list of the records relied on together with our reports and actions. All identifiable information is removed from our main system at this point, but records of our involvement are retained and can be retrieved by the Data Protection Officer or Systems Administrator if required.
If you don’t want us to keep or use your personal information, please write to us at the above address.
What can you do if you are unhappy with how your personal data is processed
Please contact us in the first instance, to discuss any matters that require our attention. You also have a right to lodge a complaint with the supervisory authority for data protection. In the UK this is:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,
SK9 5AF. Telephone: 0303 123 1113 (local rate)