Data Protection Policy

Introduction

Psychiatric Report Ltd is committed to protecting the privacy and security of personal information. This policy explains how we collect, use, store, and protect personal data in connection with our medico-legal psychiatric services.

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

Psychiatric Report Ltd is the data controller for personal information processed in connection with our services. For data protection enquiries, please contact:

Information We Collect

In connection with our medico-legal services, we may collect and process the following categories of personal information:

• •Identity information: Name, date of birth, address, contact details
• •Health information: Medical records, psychiatric history, current symptoms, diagnoses, and treatment
• •Legal information: Details of legal proceedings, court documents, witness statements
• •Employment information: Occupational history, workplace records (where relevant)
• •Professional contact information: Details of instructing solicitors and other professionals

Lawful Basis for Processing

We process personal information on the following lawful bases:

For special category data (including health information), we rely on the condition that processing is necessary for the establishment, exercise, or defence of legal claims.

How We Use Personal Information

We use personal information for the following purposes:

• • Conducting psychiatric assessments and preparing expert reports
• • Responding to Part 35 questions and preparing addenda
• • Attending court and giving expert evidence
• • Communicating with instructing parties and other professionals
• • Maintaining professional records
• • Complying with professional and regulatory obligations
• • Defending any complaints or legal claims

Sharing Personal Information

We may share personal information with:

• • The instructing party (solicitor, insurer, or other legal professional)
• • The court, as required in legal proceedings
• • Other experts involved in the case, where appropriate
• • Professional regulatory bodies, where required
• • Our professional indemnity insurers, in the event of a claim

We do not sell personal information or share it for marketing purposes.

Data Retention

We retain personal information in accordance with professional guidance and legal requirements. Expert witness records are typically retained for a period sufficient to address any potential complaints, claims, or regulatory enquiries.

The retention period takes into account limitation periods for legal claims, professional regulatory requirements, and the nature of the information. Records are securely destroyed when no longer required.

Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, or destruction. These measures include:

• • Secure storage of electronic and paper records
• • Encryption of electronic communications where appropriate
• • Access controls limiting who can view personal information
• • Staff training on data protection and confidentiality
• • Regular review of security measures

Your Rights

Under data protection law, you have rights including:

• • Right of access: To request a copy of your personal information
• • Right to rectification: To request correction of inaccurate information
• • Right to erasure: To request deletion of your information (subject to legal obligations)
• • Right to restrict processing: To request limitation of how we use your information
• • Right to data portability: To request transfer of your information
• • Right to object: To object to certain types of processing

To exercise any of these rights, please contact us at instruct@psychiatric.report

Complaints

If you have concerns about how we handle your personal information, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):