Privacy Policy

1. Who We Are

AMA Medicals (“we”, “our”, or “us”) is a UK-based medico-legal reporting company.
We arrange medical assessments and prepare independent expert reports for use in legal proceedings such as personal injury and clinical negligence claims.

We are committed to safeguarding your privacy and ensuring that your personal information is handled securely and lawfully in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

AMA Medicals Ltd is the Data Controller for the information we process.

Contact details:
AMA Medicals Ltd
[Insert Company Address]
Email: [Insert email address]
Phone: [Insert phone number]

3. What Personal Data We Collect

We may collect and process the following categories of information:

Identification details – name, date of birth, address, and contact information.

Medical information – medical records, GP and hospital reports, medical history, examination notes, and treatment details.

Legal case details – accident circumstances, claim references, and details provided by your solicitor or insurer.

Financial information – bank details (only where necessary for reimbursements).

Communication records – correspondence, emails, or phone call notes between you, your solicitor, or healthcare professionals.

4. How We Collect Your Data

We may receive your personal information:

Directly from you (through forms, phone calls, or emails).

From your solicitor, legal representative, or insurer.

From medical professionals or hospitals with your written consent.

From third parties who are lawfully authorised to share your data.

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Consent – where you have given us explicit consent to obtain and process your medical information.

Contract – where processing is necessary to fulfil our contract with you or your instructing solicitor.

Legal obligation – where processing is required by law, regulation, or a court order.

Legitimate interests – to enable us to provide medico-legal services efficiently and maintain accurate case records.

Special category (health) data is processed under Article 9(2)(a) of the UK GDPR (explicit consent) or Article 9(2)(f) (establishment, exercise, or defence of legal claims).

6. How We Use Your Data

We use your information to:

Arrange medical appointments and assessments.

Obtain relevant medical records and expert opinions.

Prepare and deliver medico-legal reports to your solicitor or insurer.

Manage our internal records, billing, and quality control.

Comply with regulatory or legal requirements.

We will never sell or use your data for marketing purposes.

7. Data Sharing

We may share your personal data with:

Your solicitor, insurer, or authorised legal representative.

Medical experts, clinicians, and healthcare providers involved in your case.

Defendant representatives or the court, where required by law.

Trusted IT and cloud service providers that host or manage our systems securely under strict data-processing agreements.

All third parties are required to keep your information confidential and use it only for legitimate purposes related to your case.

8. Data Security

We maintain robust technical and organisational measures to protect your information from loss, misuse, unauthorised access, alteration, or disclosure.
This includes encryption, secure servers, staff confidentiality agreements, and restricted data access.

9. Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.
Normally, case files are retained for six (6) years after case closure, unless a longer retention period is required by law.

10. Your Rights

Under the UK GDPR, you have the following rights:

Right of access – to request a copy of your personal data.

Right to rectification – to correct inaccurate or incomplete data.

Right to erasure – to request deletion of your data where legally possible.

Right to restriction – to limit how your data is used.

Right to object – to certain types of processing.

Right to data portability – to obtain your data in a structured, commonly used format.

To exercise these rights, please contact us at the details in Section 2.

11. Data Transfers

We do not routinely transfer data outside the United Kingdom.
If such a transfer becomes necessary, we will ensure appropriate safeguards are in place (such as standard contractual clauses or adequacy regulations).

12. Cookies and Website Analytics

Our website may use cookies and analytics tools to improve user experience and monitor website performance.
Cookies do not store sensitive personal information. You can manage or disable cookies through your browser settings.

13. Complaints

If you are concerned about how your personal information has been handled, please contact us in the first instance.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Telephone: 0303 123 1113

14. Changes to This Policy

We may update this Privacy Policy periodically.
The latest version will always be available on our website and will state the date it was last updated.