Privacy policy

This policy explains how Insight Medicolegal Ltd handles personal data, including the special category health data contained in medico-legal instructions. Insight Medicolegal Ltd is the data controller and is registered with the Information Commissioner’s Office: ICO registration ZB830807 (Insight Medicolegal Ltd). Insight Medicolegal Ltd is registered in Scotland, company number SC822243, registered office Clyde Offices, 48 West George Street, 2nd Floor, Glasgow, G2 1BP.

Who this policy covers

It covers instructing agents, insurers and other professional clients who contact the practice, and examinees who are assessed for the purpose of a report. Where an examinee is assessed, the instructing agent is normally the party who supplied the records and who receives the report.

What data is processed

• Contact and firm details supplied through the enquiry form or by email.
• Letters of instruction, pleadings, precognitions and productions.
• Medical, occupational, educational and social work records supplied for review.
• Notes of the assessment, mental state findings and the resulting report.

Lawful basis

Personal data is processed on the basis of legitimate interests (the conduct of medico-legal instruction) and, for health data, Article 9(2)(f) UK GDPR — processing necessary for the establishment, exercise or defence of legal claims — together with Article 9(2)(g) where a regulatory or statutory function applies. Consent to the assessment itself is taken separately at the appointment and is recorded in the report.

Sharing

Reports are released to the instructing agent only. Data is not sold and is not used for marketing. Limited processors may process data under written terms: Resend (delivery of enquiry form emails), Zoom and Microsoft Teams (remote assessments), the website hosting provider, secure email and IT support. Disclosure to a court, tribunal or regulator is made only where required by law or by the terms of the instruction.

Retention

Medico-legal files are retained for the period required by professional guidance and by the limitation and prescription periods applying to the underlying action. The retention period applying to a particular file can be confirmed on request to the practice. At the end of that period paper material is destroyed by confidential waste and electronic material is deleted.

Security

Records are held on encrypted devices and encrypted storage, transferred by secure means, and paper material is held in locked storage. Remote assessments are conducted via Zoom or Microsoft Teams and are not recorded unless the instruction expressly provides for it and the examinee consents.

Your rights

You may request access to your data, rectification of inaccurate data, erasure, restriction or objection, and portability where applicable. These rights are qualified where the material forms part of a report prepared for litigation or where legal privilege applies. Requests should be made to instructions@insightmedicolegal.co.uk. You may also complain to the Information Commissioner’s Office at ico.org.uk.

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Last reviewed: 1 September 2026. Questions about this policy: instructions@insightmedicolegal.co.uk or 07739 587092.