Privacy Policy

MERU (Medical Engineering Resource Unit)

Privacy Policy

MERU understands that privacy and the security of your personal information is extremely important. Because of that, this policy sets out what we do with your information and what we do to keep it secure.  It also explains where and how we collect your personal information, how long we will keep it, who we share it with as well as your rights over any personal information we hold about you.

MERU is part of Queen Elizabeth’s Foundation for Disabled People Family of Charities, working in partnership with other charities in the group for the benefit of children and young people with disabilities.

What information do we have or hold on you?

We may collect personal information about you when you contact us regarding any aspect of our work e.g. assessment of equipment needs, equipment manufacture and adaption, advice and information on equipment, making online purchases.  We will ensure that we only collect enough information in order to allow us to provide the appropriate service, report to our funders, and which is reasonable and fair. The sort of information we will hold will include:

 

  • Personal Information relevant to the service you are accessing, such as your contact details, date of birth, financial details and any feedback you give to us;
  • Information about the services that we provide to you (including for example, the things we have provided to you, when and where, what you paid, the way you use our Service, and so on);
  • Information regarding the outcome of any assessment we provide and reports summarising these outcomes including medical references;
  • Information about how you have used our services for example, we try to identify how we have worked with you.  If you use our website, we try to identify when and how you use it through the use of cookies;
  • Sensitive personal information regarding your racial/ethnic origin and your health including disabling conditions.

Please note that providing your personal information may be a condition of using our service so if you are unable to share this information with us then we may be unable to help you.

Lawful basis

The GDPR requires us to rely on one or more lawful grounds to process your personal information.  These are the grounds we think are relevant:

  • Where you’ve given us your consent for us to use your personal information in a certain way. For example, we are seeking your consent at the end of this form for a lot of the processing we undertake.
  • Where necessary so that we can comply with a legal obligation. For example where we need to share your personal information with regulatory bodies which govern our work and services for example HMRC.
  • Where necessary for the performance of a contract which we have with you or to take steps before entering a contract (for example, if you purchase something from our online shop).
  • Some processing is undertaken on the basis that it is in our legitimate interests and not overridden by your rights. For example information about how you have used our services.

How we use your information

Personal information which you supply to us may be used in a number of ways, for example:

  • To enable us to design and engineer equipment that is custom-made to meet your needs and goals.
  • help us understand more about you and to improve our service;
  • to provide the services you requested;
  • to ensure efficient and accurate administration of your request;
  • to process your request or payment;
  • to manage your case or complaint;
  • help answer your questions and solve any issues you have;
  • for statistical analysis to:
    • provide services to the wider community, including on a national level, through the use of anonymised information.
    • support a grant or funding application through the use of anonymised information
    • report to existing funders
    • inform annual reports

We will keep your personal information for 10 years in line with Medical Device Regulations if you have received a bespoke piece of equipment from us.  Otherwise, your personal information will be kept for 7 years after which it will be securely disposed of.

How we will ensure your information is kept safe

We take security measures to protect your information including:-

  • ensuring only authorised personnel have access to administrative areas of the building;
  • storing paper-based information in lockable areas;
  • limiting access to paper-based and electronic information to those who need to see it;
  • running through ID verification questions before disclosing information over the telephone;
  • implementing access controls to our information technology;
  • disposing of data at the end of the retention period;
  • information will only be transferred outside of the UK with your consent and if specified secure conditions are met.

How we share your information

The outcome of your assessment, prescription and associated notes will be disclosed to:-

  • Health care practitioners within the NHS, working for other organisations or in private practice including your GP, hospital consultants/specialists and local therapy teams;
  • Your referrer, which might be your school or local therapy team
  • Someone with a Power of Attorney or a court appointed deputy to act on your behalf in financial or medical decisions;
  • Your parents or person with parental authority (but only with your consent if you are over 13 and a competent child);

We may disclose your personal data to third parties when permitted to do so including:

  • where we are acting as the data processor for another data controller;
  • where we have a contract with a processor acting on our behalf for example a Bugzi satellite;
  • to arrange delivery or collection of equipment with a Courier;
  • if we have a lawful basis for doing so;
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. This includes providing your personal data to other organisations, such as the Police, for the purposes of prevention and detection of crime.

 

We will not disclose your data to anyone else without your consent.

Your rights

We will ensure you can exercise your rights in relation to the personal data you provide to us.

You have the right: of access; to rectification; to erasure; to restrict processing; and to object. You have the right to data portability and where QEF use an industry standard application, we will provide portable data formats.  If you wish to exercise these rights please contact info@meru.org.uk  There is an additional right relating to automated decision making but QEF does not undertake any automated decision making activities.

If you have any privacy-related questions or unresolved problems relating to the use of your personal data, you may complain to us by contacting us at info@meru.org.uk

You also have the right to complain to the Information Commissioner’s Office about our collection and use of your personal data. They can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, www.ico.org.uk

 

Changes to our privacy notice

We keep our privacy notice under regular review and we place any updates on this web page. This privacy notice was last updated on 18 May 2018.

 

Further information

For further information on how your information is used, how we maintain the security of your information, your rights to access information we hold on you, or details on how long we hold your information, please contact us at info@meru.org.uk or write to us at:

 

MERU, Unit 2 Eclipse Estate, 30 West Hill, Epsom KT19 8JD

Consent

☐      I agree that MERU can hold, use and share information about me (as detailed above).

☐      I do not agree that MERU can hold, use and share information about me (as detailed above). Please detail below any concerns you may have or any restrictions/modifications you would like made below and our staff team will discuss these with you

 

If you are over the age of 13 and wish for someone to act or speak on your behalf, please complete their contact details below.

Name: ………………………………………………Relationship to client:.……………………………….……

Address………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Postcode: ………………………………

Mobile: ………………………………………Email: ……………………………………………………………………….

Please indicate when you would like MERU to contact the person named above:-

To make appointments on my behalf                              YES □               NO □

To discuss progress, recommendations and outcomes       YES □               NO □

If you want to change your decision at any time in the future, please let us know in writing.

If there is a Power of Attorney in place or a court appointed deputy, please attach a copy of the document.

 

Print name……………………………………………………………………………….

Signature…………………………………………………………………………………

Date…………………………………………………………………………………………

Editing or removing your details

You may edit or delete your details at any time. Please email: info@meru.org.uk with your name; email address, postcode and details of your request if you have any comments or questions about our Privacy Policy.

Every effort has been made to ensure the accuracy of information presented. However, no warranty or guarantee, expressed or implied, concerning the content or accuracy of the information stored and maintained within this information service is made. The information is presented ‘as is’.

Feedback is always welcomed.