Privacy notice
Last updated
This notice explains how Van Roon Medical UK Ltd, a company registered in England and Wales with number 19340786, whose registered office is at Unit 3, Tarnfield Way, Morley, Leeds LS27 0YT (“Van Roon UK”, “we”), collects and uses personal information, and the rights you have. We are the controller of the information described here.
Who this notice covers
This notice covers people who work for our customers and suppliers and deal with us; people who report incidents or complaints to us; delegates on our training courses; people who apply for jobs with us; and visitors to this website. Our employees receive a separate notice.
Information we collect
- Business contact details: name, job title, employer, work address, work telephone number and work email address of people at hospitals, contractors and suppliers.
- Service records: the name of the person who reported a fault or accepted work on a service report, with their signature, and the date and time.
- Training records: delegates’ names, employers, engineer numbers, course results and certificate dates.
- Incident reports and complaints: the reporter’s contact details and a description of what happened. We ask hospitals not to send patients’ names or other details that identify a patient. If such details reach us we keep them only as long as the manufacturer’s investigation needs them.
- Job applications: CVs, covering letters, interview notes, references and the checks needed for the role, including right-to-work documents and, for field roles, driving licence checks.
- Website visitors: see “This website” below.
How we use it and our legal basis
| Purpose | Legal basis |
|---|---|
| Supplying products and services, and managing customer accounts | Performance of a contract with our customer, and our legitimate interest in dealing with the people who work for it |
| Service records, training records and certificates | Legitimate interests; legal obligations relating to medical devices |
| Customer notices, incident reports and complaints | Legal obligations relating to medical devices; where health information is involved, the processing is necessary for reasons of public interest in the area of public health |
| Telling customers about new products and training | Legitimate interests. You can ask us to stop at any time |
| Recruitment | Steps taken at your request before entering into a contract; legal obligations for right-to-work checks |
| Keeping our systems and this website secure | Legitimate interests |
Who we share it with
- The manufacturer, Van Roon Medische Techniek B.V. in Leiden, the Netherlands, for service, training records, customer notices and incident investigations.
- Companies that provide services to us, under contract and only on our instructions: IT and email hosting, our service management system, couriers, and the compliance scheme for waste electrical equipment.
- Authorities responsible for medical devices, when the law requires us to report an incident or to provide information about a product.
- Professional advisers, insurers and, if the business were sold, a buyer, under confidentiality obligations.
We do not sell personal information and we do not share it for other organisations’ marketing.
Transfers outside the UK
Information shared with the manufacturer is held in the Netherlands. Transfers to the European Economic Area are covered by UK adequacy regulations. Our service management system is hosted in the UK and the EEA. We do not transfer personal information to other countries.
How long we keep it
| Records | Kept for |
|---|---|
| Service reports and records of work on medical devices | 12 years after the device is taken out of service, or longer if a product investigation needs them |
| Incident reports and customer notice records | 15 years |
| Training records | 6 years after the certificate expires |
| Customer contact details | While the person deals with us, then 2 years |
| Unsuccessful job applications | 6 months after the decision |
| Website server logs | See “This website” |
This website
This website sets no cookies and uses no analytics, advertising or social media services. It loads nothing from other websites. Our hosting provider keeps a record of each request to the site (the address requested, the date and time, the browser’s IP address and user agent) for security and to keep the site running. These logs are kept for no more than 30 days.
The service portal for our engineers keeps one item in your browser’s session storage when an engineer signs in. See cookies and browser storage.
If you email us using an address on this website, we use your message to answer it and keep it as described above.
Your rights
You have the right to ask for a copy of the personal information we hold about you; to have it corrected; to have it deleted or its use restricted in some circumstances; to object to its use for our legitimate interests or for marketing; and to receive information you gave us in a portable form. To use any of these rights, email privacy@vanroon.uk. We will answer within one month.
Some records, such as service records for medical devices, must be kept by law and cannot be deleted on request.
Complaints
If you are unhappy with how we have handled your information, please tell us first at privacy@vanroon.uk. You also have the right to complain to your local data protection authority.
Changes to this notice
We review this notice every year and when we change how we use personal information. The date at the top shows when it was last changed.
Contact
Data protection questions: privacy@vanroon.uk, or write to the Data Protection Lead, Van Roon Medical UK Ltd, Unit 3, Tarnfield Way, Morley, Leeds LS27 0YT.