Privacy Policy

Last updated: 02/05/2025

At Clinexa, we are committed to protecting your personal data. This Privacy Notice explains how we collect, use, store, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Clinexa Ltd
124 City Road, London, EC1V 2NX
0207 566 1194 

info@clinexa.org 
Data Protection Officer: Besey Topal

2. What Information We Collect

We may collect and process the following categories of personal data:

Identity Data: Name, date of birth, gender, NHS number

Contact Data: Address, email, phone number

Medical Data: Medical history, injury details, treatment records, psychological assessments

Legal Case Information: Claim reference numbers, solicitor details, insurer information

3. How We Collect Your Data

We collect your data through:

Referrals from solicitors, insurers, or medical reporting organisations (MROs)

Direct communications with you

Medical assessments conducted by our healthcare professionals

Forms submitted via our website or email

4. Why We Collect Your Data

We process your personal data to:

Prepare medico-legal reports for personal injury claims

Provide rehabilitation or psychological services

Comply with legal and regulatory obligations

Communicate with solicitors, insurers, and healthcare professionals involved in your case

5. Legal Basis for Processing

We rely on the following legal bases:

Consent (Article 6(1)(a)) – where you have given clear consent

Legal obligation (Article 6(1)(c)) – to comply with the law

Legitimate interests (Article 6(1)(f)) – where processing is necessary for our legitimate interests

Medical purposes (Article 9(2)(h)) – for the provision of healthcare and health assessments

6. How We Share Your Data

We may share your data with:

Instructing parties (e.g., solicitors, insurers, MROs)

Medical professionals involved in your care

IT service providers who host and maintain our systems

Regulatory or legal bodies where required by law

We never sell your data to third parties.

7. Data Security

We use appropriate technical and organisational measures to safeguard your data, including:

Secure data storage and encryption

Role-based access control

Regular system audits and compliance reviews

8. Data Retention

We retain personal data only as long as necessary for the purposes outlined above, typically for 7 years from the conclusion of your case or as required by law.

9. Your Rights

Under UK GDPR, you have the right to:

Access your data

Correct inaccurate data

Request deletion of your data

Restrict or object to processing

Data portability

Withdraw consent (where applicable)

Lodge a complaint with the Information Commissioner’s Office (ICO)

For any requests, please contact: [Insert Data Protection Email]

10. Cookies and Website Data

Our website may collect anonymous data for analytics and performance. For more information, please view our Cookie Policy.

11. Changes to This Notice

We may update this notice periodically. Any changes will be published on this page with an updated revision date.