PRIVACY NOTICE

QUANTUM HEALTH SOLUTIONS

 

INTRODUCTION

Quantum Health Solutions Limited, (“QHS”, “we”, “us”, “our”) of 1 Vincent Square, London, SW1P 2PN is committed to protecting and respecting your privacy. QHS is committed to the protection of the Personal Data we process in line with the data protection principles set out in the EU General Data Protection Regulations, UK General Data Protection Regulations and the Data Protection Act 2018, (“the GDPR”).

QHS works in partnership with NHS Trusts and other healthcare providers across the UK to assist in the uptake of vaccinations of clinical and admi staff by managing large-scale vaccination campaigns.

This privacy notice explains what Personal Data QHS collects from individuals who visit our website (https://www.qh-solutions.com/), contact us using our web forms, by email, phone or through one of our social channels; or subscribe to our newsletter or other communications (“you/your”). It also explains what information we collect automatically when you visit our website.

If you are applying for a job with us, please see our Job Applicant Privacy Notice for more information about how we use your Personal Data.

Where you make an enquiry with us about our services or visit this website, QHS is the data controller for the purposes of the GDPR.

As an information-led business, we place great importance on ensuring the quality, confidentiality, integrity and availability of the data we hold, and in meeting our data protection obligations when processing Personal Data. QHS is committed to protecting the security of your Personal Data. We use a variety of technical and organisational measures to help protect your Personal Data from unauthorised access, use or disclosure.

We update this privacy notice from time to time in response to changes in applicable laws and regulations, to our processing practices and to the products and services we offer. When changes are made, we will update the date at the top of this document. Please review this privacy notice periodically to check for updates.

 

WHAT INFORMATION DO WE PROCESS?

Information you provide to us

We process information you give us, either through forms on our website  https://www.qh-solutions.com/ (our site) or by corresponding with us by telephone, email or otherwise. This includes information you provide when you register to use our site, search for a product or service, participate in social media functions (if any) linked to our site, or when you report a problem with our site.

 

Information processed following an enquiry

We process the following information:

  • Name

  • Healthcare provider or business name

  • Healthcare provider or business address

  • Job title/position

  • Healthcare provider or business telephone number

  • Healthcare provider or business email address

We use your name, address, email address and phone number to contact you about your enquiry.

Indirectly, we may record additional details about you from other public information sources, such as LinkedIn, news articles and public registers, such as Companies House.

 

Information we receive from other sources

We work closely with third parties including business partners, subcontractors in technical, payment and delivery services, website analytics providers and search information providers. 

 

Cookies and Web Beacons

We use a limited number of cookies on our website. They are downloaded to your device when you visit a website, unless you have set your browser to reject them.

We use cookies to remember your preferences, display content that is more relevant to you and improve your overall experience of our site and to measure the success and response rates of our vaccination programme marketing campaigns. For more information on how we use cookies as well as the specific cookies we set, please see our Cookies Notice.

Our website may contain links to other websites. This privacy notice only applies to this website, so please read the privacy notices provided by the other websites before posting any personal information.

PURPOSES AND LAWFUL BASES FROR PROCESSING YOUR DATA

We may use your data for the following purposes with the following lawful bases:

Responding to correspondence from you.
It is in our legitimate interest to respond to enquiries made via our website, by email, through our social channels or any other means.

Sending you information such as our newsletter, research reports, insights and other news and information which may be of interest.
When you agree to be contacted for marketing, we will rely on your consent, which may be withdrawn at any time by contacting us.

Fulfilment of our obligations, as set out in our agreement of services.
This is necessary for the performance of the contract we have entered with you. Please note that where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

Business management, forecasting and statistical purposes.
It is our legitimate interest to identify areas for managing current business relationships, develop new products and services, and for managing our business.

Improving our website and the overall website visitor and user experience.
It is our legitimate interest to allow analytics and search engine providers to help improve and optimise our website.

Improving our website and the overall website visitor and user experience
We use cookies on our website with your consent.


SHARING YOUR INFORMATION

It is possible that we may be required to share your data to comply with applicable laws or with valid legal processes, in response to a court order or with government or law enforcement agencies, such as the local council, Inland Revenue or the police. The legal basis in these cases is compliance with a legal obligation.


INTERNATIONAL TRANSFERS

To respond to your enquiry or provide you with our services it is possible that we may share your data with other organisations in countries outside the UK or European Economic Area (the “EEA”) where the data protection laws are not equivalent to those within the UK and EEA. We have taken appropriate steps to ensure that there is still an essentially equivalent level of protection to Personal Data as it has within the UK. We do so this by using International Data Transfer Agreement (addendum) to the European Commission’s Standard Contractual Clauses approved by the UK Government which contractually oblige organisations in those countries to meet the standard expected within the UK and EEA.

It is possible that we may be required to share your data to comply with applicable laws or with valid legal processes, such as in response to a court order or with government or law enforcement agencies.


YOUR RIGHTS

You have certain rights in relation to the processing of your Personal Data, including to:

  • Request access to Personal Data about you (commonly known as a “data subject access request”). This enables you to receive a copy of the Personal Data we hold about you, and to check that we are lawfully processing it.

  • Request rectification, correction, or updating to any of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

  • Request Personal Data provided by you to be transferred in machine-readable format (“data portability”).

  • Request erasure of Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Personal Data where you have exercised your right to object to processing (see below).

  • Request the restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of Personal Data about you (e.g. if you want us to establish its accuracy or the reason for processing it).

  • Object to the processing of your Personal Data in certain circumstances. This right may apply where the processing of your Personal Data is based on the legitimate interests of QHS.

  • Not be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.

These rights are not absolute and are subject to various conditions under applicable data protection and privacy legislation and the laws and regulations to which we are subject. If at any time you decide that you no longer wish to be contacted for marketing purposes, or if you would like to exercise any of your rights as set out above, you can contact us by email info@qh-solutions.com. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

In addition to the above, please note that you have the right to make a complaint at any time to the Information Commissioner’s Office if you are concerned about the way in which we are handling your Personal Data.


DATA RETENTION PERIOD

We will retain your Personal Data for as long as it necessary for the purpose of our relationship or until you object to us processing it or withdraw your consent.  


CONTACT

You can contact QHS in relation to data protection and this privacy notice by writing to:

Managing Director,
Quantum Health Solutions Limited,
1 Vincent Square
London
SW1P 2PN

Alternatively, you can email us at info@qh-solutions.com

Jobs Applicants’ Privacy Notice

Quantum Health Solutions Limited (“QHS”, “us”, “we”, “our”) are committed to protecting your privacy and meeting our legal obligations when you apply for a job or you (or an agent acting on your behalf) share your employment details with us.

This privacy notice explains what Personal Data we collect and use relating to employment and associate candidates (“you”, “your”) during the recruitment process.

As an information-led business, we place great importance on ensuring the quality, confidentiality, integrity, and availability of the data we hold, and in meeting our data protection obligations where we process Personal Data. We are committed to protecting the security of your Personal Data We use a variety of technical and organisational measures to help protect your Personal Data from unauthorised access, use or disclosure.

We update this privacy notice from time to time in response to changes in applicable laws and regulations, to our processing practices and to products and services we offer. When changes are made, we will update the effective date at the top of this document.


WHAT PERSONAL DATA DO WE PROCESS WHEN YOU APPLY FOR A JOB?

Personal Data means any information about an individual from which that person can be identified, therefore does not include data where the identity of the person has been removed (anonymous data). There are “special categories” of more sensitive Personal Data which require a higher level of protection. QHS is the data controller of the Personal Data we hold about you, registered as such with the Information Commissioner’s Office (“ICO”).

When you apply for a position (whether as an employee or consultant) or submit your CV (or similar employment information) to us, whether directly or through an agency, or attend an interview in person or by remote means, we will collect your Personal Data. This includes (but is not limited to):

·       Name and contact details (address, mobile phone number and email address)

·       Company details (where applicable)

·       Date of birth and gender

·       Work history and employment positions held

·       Salary, other compensation, and benefits information

·       Nationality / visa / work permit information (where applicable)

·       Academic and professional qualifications, education, and skills

·       Photographs you may submit with your application

·       Demographic information

·       Records we create during interviews or correspondence with you

·       Results of pre-employment screening checks such as references or DBS checks (where applicable)

·       Any other information you choose to give us

We may also collect special category data in accordance with the Equality Act 2010. We will only do this, for example, to make reasonable adjustments to enable all candidates to apply for vacancies, attend interviews and to commence employment. This is also necessary to ensure we meet our legal obligations when recruiting.


PURPOSES AND BASES FOR USING PERSONAL DATA

We will process your personal information for the following purposes and under the following lawful bases:

Purpose: To assess your suitability for the role

Lawful Basis for Processing: Processing is necessary for taking steps to enter into a contract with you or for the performance of our contract with you (Article 6(1)(b) of the UK GDPR)


Purpose: To make reasonable adjustments for you during the interview process and comply with our legal obligations under the Equality Act 2010

Lawful Basis for Processing: Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR). For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)


Purpose: To conduct pre-employment screening checks including checking your identity and your right to work in the UK

Lawful Basis for Processing: Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR. For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)


Purpose: To contact unsuccessful applicants about future suitable vacancies

Lawful Basis for Processing: We will carry out this processing where you have consented to us retaining your data and contacting you about future vacancies based on the skills set out in the records we hold about you (Article 6(1)(a) of the UK GDPR)


SENSITIVE PERSONAL DATA

We will only process sensitive ‘special category’ Personal Data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. We may also ask for your explicit consent to process some special categories of Personal Data.

We process special categories of Personal Data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.


SHARING OF YOUR INFORMATION

We may share your data with service providers and suppliers to our business who process data on our behalf. In such cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between QHS and the service providers and suppliers.

Where we need to transfer or store your Personal Data outside the European Economic Area (the “EEA”) or the UK, we will only do so using Standard Contractual Clauses approved by the European Commission, which contractually oblige third party organisations in those countries to comply with the same data protection standards as legislated within the EEA and UK.

Within QHS, your Personal Data will only be shared with those who need to have access to it, which will primarily be our HR personnel and hiring managers.


HOW LONG WILL WE RETAIN YOUR INFORMATION

We will retain your Personal Data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.

If your candidacy is not successful, we will retain your CV, application details and interview notes for 12 months [BL1] (from the date we notified you we would not move forward with your application) in order to inform you about any future vacancies we have that may be of interest to you. Please let us know if you would like us to delete your records before our retention period lapses and we will do so.

We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your data for longer than 12 months.


YOUR RIGHTS

Individuals whose Personal Data we process have the following rights:

·       You have the right of access to your Personal Data and can request copies of it and information about our processing of it

·       If the Personal Data we hold about you in incorrect or incomplete, you can ask us to rectify or add to it

·       Where we are using your Personal Data with your consent, you can withdraw your consent at any time

·       Where we are using your Personal Data it is in our legitimate interests to do so, you can object to us using it this way

·       In some circumstances, you can restrict our processing of your data, request a machine-readable copy of your Personal Data to transfer to another service provider and compel us to erase your Personal Data.

If you wish to exercise any of your rights, please contact us at: info@qh-solutions.com or write to us at the following address:

Quantum Health Solutions, 1 Vincent Square, London, SW1P 2PN

You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

In addition to the above, please note that you have the right to make a complaint at any time to the ICO if you are concerned about the way in which we are handling your Personal Data.


CONTACT

You can contact QHS in relation to data protection and this privacy notice by emailing info@qh-solutions.com