Privacy Notice: Staff

Version: 3

Effective Date: 22 August 2023

INTRODUCTION

This privacy notice is provided by MDE Services Group Limited and its affiliated companies (collectively “We”). We specialise in solutions which support the effective delivery of clinical trials. Services include personalised patient and caregiver support, mobilehealth and decentralised trial visits, site analysis and management, travel and logistics, expense reimbursement and clinical trial meetings management. We also specialise in the recruitment of agency healthcare and research professionals into patient health services and clinical trials.

This notice describes how we as data controllers, collect, use and manage the Personal Data they hold about you, including how the Personal Data may be shared and how the confidentiality of Personal Data is maintained. This notice applies to all employees, workers, contractors and job applicants of mdgroup.

We share and process your Personal Data with certain third parties as described in the “Data Sharing and Transfers” section below. Full details of our Affiliates can be found at section 1.12.

The “At a Glance” section contains some very important information that will help explain what Personal Data we process and why. Capitalised terms used in this notice are defined in Personal Data Types (section 1.11) and Affiliates (section 1.12).

AT A GLANCE

1.1 When do we collect Personal Data?

When we refer to Personal Data in this notice, we mean information that can or has the potential to identify someone as an individual.

We will collect and process Personal Data about an individual at the following stages:

Stage	Description
Enquiry	When you enquire about a potential vacancy by visiting one of our websites or speaking to us over the telephone.
Application	When you submit an application for consideration and an assessment of your suitability is undertaken. This may involve collecting your Personal Data from you directly or from third parties including employment/recruitment agencies, referees, former employers and background checking authorities.
Contract and ongoing employment relationship	When you have successfully passed the vetting and on boarding process and have signed a contract of employment and during the course of your ongoing employment.
Unsuccessful Applications	If you have been unsuccessful with your application, we will keep your data on record for a period of 12 months (from the date of your application). After 12 months, your record will be deleted.

1.2 What Personal Data may we collect from you and why?

Enquiry

We will largely rely on our ‘Legitimate Interests’ to process your Personal Data with the exception of those areas marked with an (*) below where we will require your ‘Consent’.

Data Category	Reason for Processing
Personal Identifiers Contact Details Personal Information	To communicate with you regarding your initial enquiry.
Personal Identifiers Contact Details Personal Information	To retain your personal information and to contact you regarding future career opportunities.
Personal Identifiers Contact Details	Internal record keeping and administration.

Application

We will largely rely on our ‘Legitimate Interests’ to process your Personal Data with the exception of those items marked with an (#) below where we will rely on ‘Compliance with a Legal Obligation’ and items marked with a (*) below where we will require your ‘Consent’. Where we process Special Category Data (marked with a (+) below) we do so to comply with obligations under employment law.

Data Category	Reason for Processing
Personal Identifiers Contact Details	To communicate with you regarding your application for employment.
Personal Identifiers Contact Details Personal Information	To assess your suitability (skills, strengths, behaviours for the role).
Personal Identifiers Contact Details *Third Party Information	To verify the information that you have provided, in particular relating to your previous work history, education and professional qualifications.
#Personal Identifiers #Contact Details Personal Information +Special Category Data	To undertake activities needed to complete the onboarding and screening process should your application be successful.

Contract and ongoing employment relationship

We will largely rely on ‘Contractual Necessity’ to process your Personal Data with the exception of those areas marked with an (#) below where we will rely on ‘Compliance with a Legal Obligation’

Where we process Special Category Data (marked with a (+) below) we do so to comply with obligations under employment law, to assess working capacity on health grounds or for reasons of substantial public interest.

Data Category	Reason for Processing
Personal Identifiers Contact Details	General management of personnel and work activities inc. appraisals, performance management, managing disciplinary matters, grievances and terminations, planning and monitoring of training requirements and career development activities and creating and maintaining one or more internal employee directories etc.
Personal Identifiers Contact Details Personal Information Financial Information Employment Information Special Category Data Third Party Information	To carry out our obligations and benefits to you arising from any contract inc. payroll processing, healthcare, pensions, loans, business expenses and reimbursements etc.
Personal Identifiers Contact Details Personal Information Financial Information +Special Category Data Third Party Information Other Information	For internal audit and accounting purposes together with the preparation and review of management information.
#Personal Identifiers #Contact Details +Special Category Data	To comply with legal and other requirements, such as income tax and national insurance deductions, UK right to work verifications, record-keeping and reporting obligations, physical access policies, conducting audits, management and resolution of health and safety matters, such as accident and insurance claims, compliance with government inspections and other requests from government or other public authorities, responding to legal process such as subpoenas, responding to and controlling infection outbreaks, pursuing legal rights and remedies, defending litigation and managing any internal complaints or claims, conducting investigations and complying with internal policies and procedures.

Unsuccessful Applications

We routinely retain the application details of our applicants, even if they have been unsuccessful. This allows us to contact you if a similar role comes up in the near future after your original application. We will contact you to see if the new role is of interest if you meet the criteria for the role.

Data Category	Reason for Processing
Personal Identifiers Contact Details Personal Information Employment Information	To retain your personal information for future career openings.

For further details of the Personal Data types contained within each category please refer to the Personal Data Types which can be found in section 1.11

Your decision to provide any Personal Data described above to us is voluntary. In addition, we will only contact third party referees if you give consent for us to do so. If you choose not to provide any of the Personal Data requested, or do not consent to us contacting third party referees regarding your application, our ability to consider you as a candidate may be limited, we may not be able to exercise your contract of employment (such as paying you or providing a benefit) and we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

If you are offered a position at mdgroup, you may be required to complete an application form for the Disclosure and Barring Service, and to provide a copy of any certificate conferred by the Disclosure and Barring Service to us. We are allowed to use your Personal Data in this way to carry out our legal rights and obligations in connection with employment and we have in place an appropriate policy and safeguards which are required by law to maintain when processing such Personal Data. If you fail to provide a satisfactory certificate issued by the Disclosure and Barring Service to us, this may lead to rejection of your application for employment or immediate termination of your employment if it has already commenced.

FURTHER DETAILED INFORMATION

1.3 Data sharing and transfers

In the usual course of business, we may disclose Personal Data which will include health information as recorded below (to the extent necessary) to (i) our Affiliates, and (ii) certain third-party processors we have retained to perform services on our behalf and pursuant to our instructions. This may include sharing with:

Affiliates for the provision and delivery of services, IT application support, internal audits and investigations, quality control, program monitoring, management reporting and other internal purposes.
Affiliates to deal with any legal and compliance matters, providing assessment results, for record keeping, internal audit, reviews, management information, operational, administrative purposes.
auditors, lawyers, accountants, consultants, and other professional advisors.
business partners, suppliers, and sub-contractors for the provision of the contracted services such as travel companies and airlines.
organisations providing IT systems support and hosting in relation to the IT systems on which your Personal Data is stored.
third parties in connection with a disposal of assets, restructuring, merger or sale activities, delivery companies for the purposes of transportation, third party service providers who perform services on our behalf based on our instructions, for instance, for the purposes of storage of Personal Data and confidential destruction, for the purposes of providing background checking, payroll and benefits services. We do not authorise these service providers to use or disclose the Personal Data except as necessary to perform services on our behalf or comply with applicable legal obligations.

Where a third-party data processor is used, we ensure that they operate under contractual restrictions regarding confidentiality and security, in addition to their obligations under data protection laws.

We may also disclose your Personal Data (iii) if we are required to do so by law or legal process, or (iv) in response to lawful requests from public authorities, including to meet national security, public interest, or law enforcement requirements. We also reserve the right to transfer Personal Data in the event of an audit or if we or any of our Affiliates sell or transfer all or a portion of their business or assets (including in the event of a merger, acquisition, joint venture, reorganisation, dissolution, or liquidation).

1.4 Third country data transfers

Due to the global nature of our operations, we may transfer the Personal Data we collect about you to recipients in countries other than the country in which your Personal Data originally was collected. For example, we may disclose Personal Data to our Affiliates based in the U.S. or other offices worldwide.

Where we transfer the Personal Data to a country which may not have the same data protection laws as the country in which they were initially provided (such as the U.S.), each such party will protect that Personal Data as described in this Privacy Notice and will comply with applicable local legal requirements providing adequate protection for the transfer of Personal Data to recipients in countries other than the one in which you provided the Personal Data.

Where Personal Data is transferred to a country that does not have adequacy, we have implemented appropriate safeguards to ensure an adequate level of data protection, including by concluding data transfer agreements incorporating the European Commission’s Standard Contractual Clauses under Article 46 of the GDPR. You may contact the Privacy Office as indicated below to obtain further information on the transfer mechanism.

1.5 How we protect Personal Data

We maintain appropriate technical and organisational measures designed to protect Personal Data against loss or accidental, unlawful, or unauthorised, alteration, access, disclosure, or use.

1.6 Retention period

We retain Personal Data for as long as we reasonably require it for legal and business purposes. In determining data retention periods, we also take into consideration local laws, relevant regulations, and the contractual obligations or instructions that are specifically given by the study sponsor.

1.7 Data subject rights

At any point while we are in possession of or processing Personal Data, you have the following rights:

Right of access – the right to request a copy of the Personal Data that we hold about you. We reserve the right to charge a reasonable fee based on our administration costs where further copies are requested.
Right of rectification – the right to correct Personal Data that we hold that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can request the Personal Data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have the right to request that we restrict the processing.
Right of portability – in certain circumstances you have the right to have the Personal Data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing and profiling – you have the right to object to automated processing and profiling.

All the above requests will be forwarded on should there be a third party involved in the processing of the Personal Data.

If you would like to exercise any of your data subject rights, please contact us using one of the methods highlighted below.

1.8 Cookies

We may use cookies to distinguish the user from other users of our Website, App, App Site or App store. This helps us to provide a good experience when individuals browse our website, use the Apps, and also allows us to improve our services.

1.9 Contact Information

Any questions about this notice or the processing of Personal Data by us or any of our Affiliates, should be directed to the Privacy Office:

By email at [email protected] or
By writing to us at Privacy Office, mdgroup, Building 329, Doncastle Road, Bracknell, Berkshire, RG12 8PE United Kingdom

1.10 Complaints

If you wish to make a complaint about how your Personal Data is being processed by us (or third parties as described in 1.3 & 1.4 above) you should contact the Privacy Office at either of the address detailed above.

If you are not satisfied with how your complaint has been handled, you have the right to lodge a complaint directly with the relevant supervisory authority.

The UK regulator can be contacted at the Information Commissioners Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Tel 0303 123 1113

Our designated EU regulator is the Irish Data Protection Commission (DPC) who can be contacted at 21 Fitzwilliam Square, South Dublin 2, D02 RD28 Tel 017650100 / 1800437737

1.11 Personal Data types & items which may be processed

Data Type	Data Items
Personal Identifiers	National Insurance Number NHS Number Online Identifiers (IP Address) Passport Number Immigration documents Visas
Contact Information	Name Address Email Telephone Room Number Community Name
Personal Information	Date of Birth Gender Marital Status Photograph Nationality
Financial Information	Bank Details Employment Loan Details Life Assurance Details Pension Details PMI Details Tax Details
Employment Information	Absence Details Employment Details (Current) Employment Details (Historic) Maternity Details Performance Details Disciplinary and grievance records Qualification and Training Details Reference Details Remuneration Details
Special Category Data	Ethnic Origin Health Information inc. Covid-19 and other infectious test results Race Religion Biometric/Facial identification Criminal records
Third Party Information	Children’s Details Dependent Details Guarantor Details NOK Details Reference Details Spouse Details

1.12 Affiliate

In relation to MDE Services Group Limited or any Affiliate, any subsidiary or holding company of that entity and any subsidiary or holding company of that entity.

Jurisdiction	Company Name	Company Number
UK	MDE SERVICES GROUP LIMITED	09954663
UK	MDE HEALTHCARE SERVICES LIMITED	05450419
UK	PATIENT PRIMARY LIMITED	10372696
UK	MDE TRAVEL LIMITED	09954028
IRELAND	MDE HEALTHCARE SERVICES EUROPE LIMITED	604758
USA	MDE TRAVEL U.S. LIMITED	201914174
USA	MDE HEALTHCARE SERVICES, INC.	4109251
SINGAPORE	MDE HEALTHCARE SERVICES PTE. LTD	201529133k
HONG KONG	MDE HEALTHCARE SERVICES HONG KONG LIMITED	1808783
USA	MDE Horreum, Inc.	6207778
USA	Seacole Health, Inc	6042198
UK	Seacole Health, Ltd	10247381
UK	MDE Horreum Ltd	13329821
NETHERLANDS	MDE Horreum, BV	83089098
FRANCE	MD HEALTHCARE SERVICES FRANCE SAS	897 1 751

1.13 Lawful Basis of Processing

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

1.13.1 Consent

In certain circumstances, we are required to obtain your consent for the processing of the Personal Data in relation to certain activities.

Article 4 of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of Personal Data relating to him or her.” In plain language, this means that you:

have to give us consent freely;
have to know what they are consenting to;
should have choice over which processing activities you consent to and which you don’t; and
need to take positive and affirmative action in giving us your consent;

We will keep records of the consents that we have received.

Where consent has been provided you have the right to withdraw it. This can be exercised at any time by contacting our privacy office recorded in section 1.10 above.

1.13.2 Contractual Necessity

Article 6 of the GDPR states that we can process Personal Data on the basis that such processing is necessary to enter or perform a contract.

The ’Contractual Necessity’ lawful basis permits the processing of Personal Data in two different scenarios:

Situations in which processing is necessary for the performance of a contract to which you are a party. This may include, for example, processing your financial details for the reimbursement of claims.
Situations that take place prior to entering a contract such as pre-contractual relations.

1.13.3 Compliance with a Legal Obligation

Article 6 of the GDPR states that we can process Personal Data on the basis that we have a legal obligation to perform such processing. Processing is permitted if it is necessary for compliance with a legal obligation.

Cookie	Duration	Description
__hssc	30 minutes	HubSpot sets this cookie to keep track of sessions and to determine if HubSpot should increment the session number and timestamps in the __hstc cookie.
__hssrc	session	This cookie is set by Hubspot whenever it changes the session cookie. The __hssrc cookie set to 1 indicates that the user has restarted the browser, and if the cookie does not exist, it is assumed to be a new session.
_cfuvid	session	Cookie is used to allow the Cloudflare WAF to distinguish individual users who share the same IP address.
_GRECAPTCHA	5 months 27 days	Google Recaptcha service sets this cookie to identify bots to protect the website against malicious spam attacks.
_hjClosedSurveyInvites	365 days	Set when a user interacts with a Link Survey invitation modal. Ensures the same invite does not reappear if it has already been shown. 365 days duration. List of Survey IDs, URL encoded.
_hjCookieTest	Deleted almost immediately after it is created	Checks to see if the Hotjar Tracking Code can use cookies. If it can, a value of 1 is set. Deleted almost immediately after it is created. Under 100ms duration, cookie expiration time set to session duration. Boolean true/false data type.
_hjDonePolls	365 days	Set when a user completes an on-site Survey. Ensures the same Survey does not reappear if it has already been filled in. 365 days duration. List of Survey IDs, URL encoded.
_hjHasCachedUserAttributes	session	Enables us to know whether the data set in _hjUserAttributes Local Storage item is up to date or not. Session duration. Boolean true/false data type.
_hjLocalStorageTest	Data stored in _hjLocalStorageTest has no expiration time, but it is deleted almost immediately after it is created.	Checks if the Hotjar Tracking Code can use Local Storage. If it can, a value of 1 is set. Data stored in _hjLocalStorageTest has no expiration time, but it is deleted almost immediately after it is created. Under 100ms duration. Boolean true/false data type.
_hjMinimizedPolls	365 days	Set when a user minimizes an on-site Survey. Ensures that the Survey stays minimized when the user navigates through your site. 365 days duration. List of Survey IDs, URL encoded.
_hjSession_{site_id}	30 minutes duration, extended on user activity.	Holds current session data. Ensures subsequent requests in the session window are attributed to the same session. 30 minutes duration, extended on user activity. JSON data type.
_hjSessionStorageTest	Data stored in _hjSessionStorageTest has no expiration time, but it is deleted almost immediately after it is created.	Checks if the Hotjar Tracking Code can use Session Storage. If it can, a value of 1 is set. Data stored in _hjSessionStorageTest has no expiration time, but it is deleted almost immediately after it is created. Under 100ms duration. Boolean true/false data type.
_hjSessionUser_{site_id}	365 days	Set when a user first lands on a page. Persists the Hotjar User ID which is unique to that site. Hotjar does not track users across different sites. Ensures data from subsequent visits to the same site are attributed to the same user ID. 365 days duration. JSON data type.
_hjShownFeedbackMessage	One day	Set when a user minimizes or completes a Feedback widget. Ensures the Feedback widget will load as minimized if the user navigates to another page where it is set to show. One day duration. Boolean true/false data type.
_hjTLDTest	session	We try to store the _hjTLDTest cookie for different URL substring alternatives until it fails. Enables us to try to determine the most generic cookie path to use, instead of page hostname. It means that cookies can be shared across subdomains (where applicable). After this check, the cookie is removed. Session duration. Boolean true/false data type.
_hjUserAttributes	No explicit expiration	Stores User Attributes sent through the Hotjar Identify API. No explicit expiration. Base64 encoded JSON data type.
_hjUserAttributesHash	2 minutes duration, extended every 30 seconds	Enables us to know when any User Attribute has changed and needs to be updated. 2 minutes duration, extended every 30 seconds. Content hash data type.
cookielawinfo-checkbox-advertisement	1 year	Set by the GDPR Cookie Consent plugin, this cookie records the user consent for the cookies in the "Advertisement" category.
cookielawinfo-checkbox-analytics	1 year	Set by the GDPR Cookie Consent plugin, this cookie records the user consent for the cookies in the "Analytics" category.
cookielawinfo-checkbox-functional	1 year	The GDPR Cookie Consent plugin sets the cookie to record the user consent for the cookies in the category "Functional".
cookielawinfo-checkbox-necessary	1 year	Set by the GDPR Cookie Consent plugin, this cookie records the user consent for the cookies in the "Necessary" category.
cookielawinfo-checkbox-non-necessary	1 year	GDPR Cookie Consent plugin sets this cookie to record the user consent for the cookies in the "Necessary" category.
CookieLawInfoConsent	1 year	Records the default button state of the corresponding category along with the status of CCPA.
hjActiveViewportIds	Stores an expiration Timestamp	Stores user active viewports IDs. Stores an expiration Timestamp that is used to validate active viewports on script initialization. JSON data type.
hjViewportId	session	Stores user viewport details such as size and dimensions. Session duration. UUID data type.
PHPSESSID	1 day	This cookie is native to PHP applications and is used to store and identify a users' unique session in order to manage user sessions on the website.
viewed_cookie_policy	1 year	This primary cookie monitors the user’s consent to the use of cookies when they click on the following buttons: "Accept": to give consent. "No": to deny consent. No personal information is collected by this cookie and its activation depends only on response to the user’s action (Accept/No).

Cookie	Duration	Description
__hstc	5 months 27 days	Hubspot set this main cookie for tracking visitors. It contains the domain, initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and session number (increments for each subsequent session).
_ga	1 year 1 month 4 days	Google Analytics sets this cookie to calculate visitor, session and campaign data and track site usage for the site's analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognise unique visitors.
_ga_*	1 year 1 month 4 days	Google Analytics sets this cookie to store and count page views.
_gcl_au	3 months	This cookie is used by Google Analytics to understand user interaction with the website.
AnalyticsSyncHistory	1 month	Linkedin set this cookie to store information about the time a sync took place with the lms_analytics cookie.
hubspotutk	5 months 27 days	HubSpot sets this cookie to keep track of the visitors to the website. This cookie is passed to HubSpot on form submission and used when deduplicating contacts.
ln_or	1 day	Linkedin sets this cookie to registers statistical data on users' behaviour on the website for internal analytics.

Cookie	Duration	Description
__cf_bm	30 minutes	Cloudflare set the cookie to support Cloudflare Bot Management.
li_gc	5 months 27 days	Linkedin set this cookie for storing visitor's consent regarding using cookies for non-essential purposes.
lidc	1 day	LinkedIn sets the lidc cookie to facilitate data center selection.
UserMatchHistory	1 month	LinkedIn sets this cookie for LinkedIn Ads ID syncing.

Cookie	Duration	Description
_fbp	3 months	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.
bcookie	1 year	LinkedIn sets this cookie from LinkedIn share buttons and ad tags to recognize browser IDs.
bscookie	1 year	LinkedIn sets this cookie to store performed actions on the website.
datr	1 month 4 days	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.
fr	3 months	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.
li_sugr	3 months	LinkedIn sets this cookie to collect user behaviour data to optimise the website and make advertisements on the website more relevant.
sb	1 month 4 days	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.
usida	session	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.
wd	7 days	Facebook sets this cookie to measure, optimise and build audiences for ad campaigns.