Privacy Policy

Version 1.0 Date, 13th May 2024

Phoenix Healthcare Distribution Limited (“PMS”) are a company registered in England and Wales under Company Number: 129370 with Registered Offices at: Rivington Road, Whitehouse Industrial Estate, Preston Brook, Runcorn, Cheshire, WA7 3DJ.

ICO Registration Number: Z599980X

PHD are part of the PHOENIX Medical Supplies UK Group (PHOENIX), which includes the following trading names and entities, PHOENIX Hospital Solutions, Rowlands Pharmacy, Hey Pharmacist, PSUK, Numark, Nupharm, NuCare and Procure +.

Email: hospitalsupport@phoenixmedical.co.uk

Website: www.phoenixprocure.co.uk

Your Data Matters

This privacy notice tells you what to expect when PHD collects and processes your personal information. We take the protection of your data seriously and are committed to being transparent with you about the data we collect and how it is used and shared. We are committed to ensuring that we meet all our obligations under the Data Protection Act 2018 and the UK General Protection Regulations and as amended from time to time.

Your personal data and what we use it for.
Lawful basis for processing your data.
Your rights.
Marketing.
Retaining your data.
Security.
Use of cookies and data analytics & analysis.
Links to other websites.
Changes to this privacy policy.

1. Your personal data and what we use it for

We process your personal data, which may include but not limited to your name, contact details, phone numbers, location details such as postcode, and customer surveys and offers for the purposes of:

Internal record keeping.
To improve our products and services.
We may share the information with our associate group companies in order to improve the goods and services we provide.
We may share the information with our other third party business partners which may include the NHS Business Services Authority and other relevant NHS Local Authorities for the provision and payment of the services which we provide.
For the purpose of employee training and to improve our quality of service, we may obtain some personal information from monitoring or recording calls.
Keeping you informed (via email) about new products, special offers or other information which we think you may find interesting. If you no longer wish to receive such emails, you can email the Customer Support Team at hospitalsupport@phoenixmedical.co.uk or getting in touch via the messenger icon on www.phoenixprocure.co.uk to unsubscribe any time.
Market research, we may, from time to time, contact you for market research purposes. We may contact you by email, phone, or post.

2. Lawful basis for processing your data

We process your data to fulfil the goods and services outlined in our contractual agreement with you, as well as for our legitimate business needs and purposes.

This processing is necessary:

To fulfil our contractual obligations to you,
To comply with applicable legal requirements,
For legitimate interests pursued by us or a third party,
To protect the vital interests of the data subject,
When you have given your consent

A legitimate interest arises when we have a business or commercial reason to use your information, always ensuring it aligns with what is fair and beneficial for you.

Should we rely on our legitimate interest, we will inform you of the specific purpose.

In certain circumstances, we might utilise personal information in our communications with you. The table below outlines how we’d group your personal information to tailor interactions with you.

Category	Description
Personal	Basic details include name (with title), employer, job title, and relationships with others.
Financial	Information related to your financial status, history, and current situation.
Contact	Address details and contact methods, such as postal address, email, and phone numbers.
Transactional	Specifics about payments to and from your accounts.
Contractual	Details about the products or services provided to you by us.
Behavioural	Insights into how you interact with our products and services.
Technical	Information about devices, technology used, website/app visits, and electronic communications.
Communications	Data was collected from correspondence like letters, emails, and conversations, including recordings.
Usage Data	Additional insights into your utilization patterns of our products and services.
Documentary Data	Information is stored in various document formats, such as statements, licenses, or identity documents.
Consents	Permissions or preferences granted to us, including communication preferences

Where we collect personal information from

We may collect personal information about you (or your business) from other companies within the PHOENIX UK, from you or from third parties who we use to help us provide our products and services.

Your personal information may be collected through various channels when you engage with us. The list below is not exhaustive.

Application: When you apply for our products and services.
Communication: During phone calls, conversations with our sales & customer support teams, emails, and letters.
Online Interaction: While using our web services and other digital platforms
Feedback: Participation in customer surveys.
Participation: In competitions or promotions organized by us.
Third-party Sources: Data obtained from third parties we collaborate with, including companies that introduce you to us, credit reference agencies, and public information sources like the NHS.

We may share your personal information with:

Affiliated Companies: Within PHOENIX UK and trusted organizations as per contractual obligations.
Introduction: Companies introduced by us and those you authorize us to share your data with.
Service Providers: Agents, advisers, IT service providers, and suppliers assisting in managing your accounts, collecting debts, and enhancing our operations.
Fraud Prevention: Agencies involved in fraud prevention.
Regulatory Compliance: Regulators and government authorities, if mandated by legal or statutory requirements.
Collaborative Ventures: Companies with whom we have joint ventures or cooperation agreements.

3. Your rights

Data protection laws provide you with a number of rights as set out below, not all of these rights are absolute and some only apply in certain circumstances.

Right of Access
You have the right to ask us for copies of your personal information. This right always applies, however, there are some exemptions, which means you may not always receive all the information we process about you. If this is the case, an explanation will be provided to you.

Right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Right to erasure
In certain circumstances, you have the right to request that your data be deleted; however, there are some exemptions that mean this may not be possible, for example where our legal obligations prevent this.

Right to restriction of processing
In certain circumstances, you may request a restriction of the processing of your data; however, there are some exemptions that mean this may not be possible, for example where our legal obligations prevent this.

Right of data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent.

Right to object
In certain circumstances, you may object to the processing of your data; however, there are some exemptions that mean this may not be possible, for example where our legal obligations prevent this.

Our Data Protection Team can help you with any general enquires relating to data protection and can be contacted at dataprotection@phoenixmedical.co.uk

You have the right to lodge a complaint with the supervisory authority (although we would encourage you to contact us in the first instance). The Information Commissioner can be contacted at; Information Commissioner Office, Wycliffe house, Water Lane, Wilmslow, Cheshire, SK9 5AF https://ico.org.uk/

4. Marketing

Marketing Communications

If you have provided consent or opted-in for marketing communications, we may contact you regarding our products and services. This may include email, SMS, push notifications, web banners or postal mail communication.

If you provide consent, we may utilise your personal information in communications relevant to you or your business. Your personal data comprises information you provide directly and data collected during your usage of our services or from affiliated third parties.

Opting Out

If you wish to stop receiving communications from us, you can unsubscribe by clicking the designated link at the bottom of any marketing email. Alternatively, contact our support team hospitalsupport@phoenixmedical.co.uk, through the messenger chat icon on www.phoenixprocure.co.uk

5. Retaining your data

We hold your information for a period of 6 years from the date of supply of goods to you in accordance with the Limitation Act 1980 or as long as is reasonably necessary in accordance with the Data Protection Act 2018 the UK General Data Protection Regulation and any subsequent UK data protection legislation.

6. Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. We may need to transfer your information outside the United Kingdom to other service providers and business partners. We will only transfer your personal information in this way where there is an adequate level of protection that is the same as the level of protection required under United Kingdom data protection legislation.

7. Use of Cookies and Data Analytics & Analysis

Cookies may be employed to tailor online advertisements, limit exposure to specific ads and messages, and measure the efficacy of our marketing campaigns. We may analyse your personal information, encompassing browsing habits and purchase history, to refine our messaging, and advertising strategies and offer personalised recommendations. The cookie policy can be accessed here.

This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

8. Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question. You may provide links from your website to our website but we reserve the right to have such link removed on notice.

9. Changes to this privacy policy

We keep our privacy policy under regular review to make sure it is up to date and accurate. Therefore we may amend this Privacy Policy at any time, so please check back frequently.

This policy was last updated 13th May 2024