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Privacy Notice


This Privacy Notice applies to individuals who were patients or otherwise related to our clients to whom we provide health care services or legal services concerning midwifery cases. We use your personal data to provide medical consultancy services. For example, this includes the review of clinical records where a clinical incident has occurred (“Incident Reviews”) or providing advice in general on a clinical practice related matter (“General Advice”) (collectively referred to as the “Services”). We also process personal information to respond to general enquiries. 

This notice explains what personal data we process, why, how it is legal and your rights.


This Privacy Notice is provided by Donna Ockenden Limited (“we” or “us”) who is a controller for the purposes of the Data Protection Laws. We take your privacy very seriously. We ask that you read this Privacy Notice carefully as it contains important information about our processing activities and your rights. 

How to contact us

If you would like this Privacy Notice in another format (for example: audio, large print, braille) please contact us at the details below.

Data Protection Officer:  Charlotte James 
Address: Donna Ockenden Ltd First Floor 31 North St Chichester West Sussex PO19 1LX
Telephone number: 01243 786993
Email: [email protected]

Changes to this Privacy Notice

The latest version of the Privacy Notice can be found at our website at http://www.donnaockenden.com/. We may change this Privacy Notice from time to time. We will alert you by posting a notice on our website when changes are made.

Current version: May 2020


Please familiarise yourself with the following words and phrases (used in bold) as they have particular meanings in the Data Protection Laws and are used throughout this Privacy Notice: 

Term Definition
controller  This means any person who determines the purposes for which, and the manner in which, any personal data is processed. 
Data Protection Laws This means the laws which govern the handling of personal data. This includes the General Data Protection Regulation (EU) 2016/679, the Data Protection Act 2018 and further laws and statutory instruments relating to such regulations from time to time.
data subject This means the individual to whom the personal data relates.
ICO This means the UK Information Commissioner’s Office which is responsible for implementing, overseeing and enforcing the Data Protection Laws.
personal data This meansany information from which a living individual can be identified. It will include information such as telephone numbers, names, addresses, e-mail addresses, photographs and voice recordings. It will also include expressions of opinion and indications of intentions about data subjects (and their own expressions of opinion/intentions). Furthermore, it will also cover information which on its own does not identify someone but which would identify them if put together with other information which we have or are likely to have in the future.
processing This covers virtually anything anyone can do with personal data, including: obtaining, recording, retrieving, consulting or holding it; organising, adapting or altering it; disclosing, disseminating or otherwise making it available; and aligning, blocking, erasing or destroying it.
processor This means any person who processes personal data on behalf of the controller. 
special categories of data This means any information relating to: racial or ethnic origin;  political opinions; religious beliefs or beliefs of a similar nature; trade union membership; physical or mental health or condition; sexual life; or genetic data or biometric data for the purpose of uniquely identifying you.


  • Personal information provided by you 
Personal data Special categories of data
Name  Contact details Address Gender Date of birth  Marital status  Place of work and job position Medical conditions Religion Sexuality
  • Personal information provided by others (e.g. NHS Trusts that appoint us to provide our Services) 
Personal data Special categories of data
Name  Contact details Address Gender Marital status Date of birth  Place of work and job position Medical conditions Religion Sexuality


We use your personal data for the following purposes listed in this section. We are allowed to do so on certain legal bases as provided below. 

Where we are permitted to process your personal data based on our ‘legitimate interests’ (see the table below to see when this happens) we have considered the impact on your interests and rights, and have placed appropriate safeguards to ensure that the intrusion on your privacy is reduced as much as possible.  You can object to processing that we carry out on the grounds of legitimate interests. See the section headed “Your Rights” to find out how.

 Type of data Why do we need it?  Legal basis for processing
Incident Review  To provide our professional assessment of relevant incidents to data subjects directly or to an organisation (e.g. NHS Trusts) Standard Personal Data:  Contract Performance (where the Incident Review is provided directly to data subjects) Legitimate Interests (where the Incident Review is provided to an organisation)  Special Categories of Data:  Processing is necessary to provide health care related services, or in certain circumstances is also necessary for reasons of public interest in the area of public health and in both cases the information is used under an obligation of  confidentiality   Where the above does not apply, we will ask for the data subject’s express consent either directly or through the organisation to whom we provide the Incident Review
General Advice  To provide our professional advice to our clients Standard Personal Data: Legitimate Interests Special Categories of Data:  Legal Claims
General enquiries and complaints To assist and respond to your enquiries and complaints about us and our Services Legitimate Interests


We use processors to support our IT systems, and other ad hoc services. If you would like to know the names of our other service providers, please contact us using the details at the start of this Privacy Notice

We also share your personal data with the following external entities who act as separate controllers of your personal data

  • Service providers we have retained in connection with our Services such as barristers, solicitors, consultants or experts and other specialists for obtaining their services/professional advice; 
  • If we have collected your personal data in the course of providing Services to our clients, we will disclose it to that client and where permitted by law to others for the purpose of providing the Services; and 
  • Courts, police, other law enforcements or regulators where we are required by law to do so.

Transfers of your personal data outside the UK or the EEA

We do not transfer your personal data outside the UK or the European Economic Area (“EEA“). 

How we keep your personal information secure 

We strive to implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data. We follow recognised industry practices for protecting our IT environment and physical facilities.


The following categories of personal data and special categories of data will be kept for the following periods. 

Personal data Retention period
Incident Reviews  For 20 years after the Incident Review is completed 
General Advice  For 20 years after the issue relating to the General Advice is completed 
General enquiries 6 months from the time the enquiry is resolved

Upon expiry of the applicable retention period, we will securely destroy your personal data. 


As a data subject, you have the following rights under the Data Protection Laws

  • Right to object to processing of your personal data;
  • Right of access to personal data relating to you (known as data subject access request); 
  • Right to correct any mistakes in your information;
  • Right to prevent your personal data being processed;
  • Rights in relation to automated decision making (note this does not apply).
  • Right to have your personal data ported to another controller;
  • Right to withdraw your consent; and 
  • Right to erasure. 

These rights are explained in more detail below. If you want to exercise any of your rights, please contact us (please see “How to contact us”). 

We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we will respond within three months.

Please be aware that there are exceptions and exemptions that apply to some of the rights which we will apply in accordance with the Data Protection Laws.

  • Right to object to processing of your personal data

You may object to us processing your personal data where we rely on a legitimate interest as our legal grounds for processing.

If you object to us processing your personal data we must demonstrate compelling grounds for continuing to do so. We believe we have demonstrated compelling grounds in the section headed “How is processing your personal data lawful”. 

  • Right to access personal data relating to you

You may ask to see what personal data we hold about you and be provided with:

  • a copy of the personal data;
  • details of the purpose for which the personal data is being or is to be processed
  • details of the recipients or classes of recipients to whom the personal data is or may be disclosed, including if they are overseas and what protections are used for those overseas transfers; 
  • the period for which the personal data is held (or the criteria we use to determine how long it is held); 
  • any information available about the source of that data; and
  • whether we carry out an automated decision-making, or profiling, and where we do information about the logic involved and the envisaged outcome or consequences of that decision or profiling.

To help us find the information easily, please provide us as much information as possible about the type of information you would like to see. 

  • Right to correct any mistakes in your information

You can require us to correct any mistakes in your information which we hold. If you would like to do this, please let us know what information is incorrect and what it should be replaced with.

  • Right to restrict processing of personal data

You may request that we stop processing your personal data temporarily if: 

  • you do not think that your data is accurate. We will start processing again once we have checked whether or not it is accurate;
  • the processing is unlawful but you do not want us to erase your data;
  • we no longer need the personal data for our processing, but you need the data to establish, exercise or defend legal claims; or
  • you have objected to processing because you believe that your interests should override our legitimate interests.
  • Right to data portability

You may ask for an electronic copy of your personal data which we hold electronically and which we process when we have entered into a contract with you. You can also ask us to provide this directly to another party.

  • Right to withdraw consent

You may withdraw any consent that you have given us to process your personal data at any time. This means that we will not be able to carry out any processing which required use of that personal data.

  • Right to erasure

You can ask us to erase your personal data where:

  • you do not believe that we need your data in order to process it for the purposes set out in this Privacy Notice;
  • if you had given us consent to process your data, you withdraw that consent and we cannot otherwise legally process your data; 
  • you object to our processing and we do not have any legitimate interests that mean we can continue to process your data; or
  • your data has been processed unlawfully or have not been erased when it should have been.

What will happen if your rights are breached?

You may be entitled to compensation for damage caused by contravention of the Data Protection Laws.

Complaints to the regulator

It is important that you ensure you have read this Privacy Notice – and if you do not think that we have processed your data in accordance with this notice – you should let us know as soon as possible. You may also complain to the ICO. Information about how to do this is available on its website at www.ico.org.uk.