01568 605110 hello@marchesambulance.co.uk
Go back to Homepage

Privacy & Data Protection Policy

Last updated: October 2025

Marches Group Ltd (trading as Marches Ambulance Service) is committed to protecting your privacy and handling all personal information safely, lawfully and transparently. This policy explains how we collect, use, store, and share your data — whether you visit our website, contact us about training or events, or receive medical care from our team.

1. Who We Are

Marches Group Ltd (t/a Marches Ambulance Service)
First Floor, Benedict Court, Leominster, Herefordshire, HR6 0QF
Registered with the Care Quality Commission (CQC)
ICO Registration Number: ZB656183

Data Protection Lead:
Simon Jenkins – Managing Director & Registered Manager
Email: hello@marchesambulance.co.uk
Telephone: 01568 605110

2. The Information We Collect

We collect different types of information depending on how you interact with us:

a) Website, Training & Enquiries

When you visit our website, make a booking, or contact us, we may collect:

  • Name, email address, telephone number and address

  • Organisation name and job role (if applicable)

  • Details of your enquiry or course booking

  • Payment details (where applicable, processed securely via our third-party payment processor)

  • Technical data such as IP address, browser type, and cookies

b) Patients & Service Users

When you receive medical treatment from us (e.g. at an event or through our ambulance services), we collect and record information relevant to your care, including:

  • Name, date of birth, contact details

  • Medical history, allergies, medications, and presenting condition

  • Clinical assessments, treatments, and medications administered

  • Details of the incident, event, or location

  • Any relevant safeguarding or incident information

This information is recorded on secure Patient Report Forms (PRFs) within our electronic system (SALUS).

3. Our Lawful Basis for Processing

We process personal data under the following lawful bases defined in the UK GDPR:

Lawful Basis Example
Consent (Article 6(1)(a)) When you complete a website form or subscribe to updates
Contract (Article 6(1)(b)) When you book training or event cover
Legal Obligation (Article 6(1)(c)) When reporting to regulators such as the CQC or HSE
Vital Interests (Article 6(1)(d)) When providing emergency medical treatment
Public Task / Health Care Provision (Articles 6(1)(e) & 9(2)(h)) When delivering healthcare services under our CQC registration

We will only process sensitive health information where necessary for the provision of healthcare or where it is in the vital interests of the individual.

4. How We Use Your Information

We use your information to:

  • Deliver safe and effective medical care

  • Manage and record treatment you receive

  • Investigate incidents, complaints, or clinical concerns

  • Share essential information with NHS or regulatory bodies

  • Manage bookings and payments for training or event services

  • Improve our services through audit and quality assurance

  • Meet legal and regulatory obligations

We do not use your medical or personal data for marketing purposes.

5. Sharing Your Information

We only share data when necessary and always lawfully.
Your information may be shared with:

  • NHS services (hospitals, GPs, ambulance trusts) to support your ongoing care

  • Event organisers or commissioning bodies where needed to investigate an incident, manage a complaint, or improve safety outcomes

  • Regulators and statutory bodies such as:

    • Care Quality Commission (CQC)

    • Health & Safety Executive (HSE)

    • Medicines & Healthcare products Regulatory Agency (MHRA)

    • Police, safeguarding authorities, or coroners (where required by law)

All disclosures are recorded and authorised by our Data Protection Lead.
We will never sell your personal data or use it for advertising.

6. How Long We Keep Your Information

We retain data in line with NHS and Department of Health guidance:

Data Type Retention Period
Adult patient records 7 years after treatment
Child patient records Until 25th birthday (or 26 if treated at 17)
Event or incident data 7 years minimum
Training and course data 3 years
Website enquiries 12 months unless converted into a booking
Financial records 7 years (HMRC requirement)

After the retention period, data is securely deleted or destroyed.

7. Your Rights

You have the right to:

  • Access a copy of your data

  • Request correction of inaccurate information

  • Request deletion (where legally possible)

  • Restrict or object to certain types of processing

  • Request transfer of your data to another provider (data portability)

To exercise your rights, please email hello@marchesambulance.co.uk.
We will respond within one month.

If you are unhappy with our response, you can contact the Information Commissioner’s Office (ICO):
www.ico.org.uk | Tel: 0303 123 1113

8. How We Keep Your Data Secure

  • All patient data is stored on secure, encrypted servers (SALUS platform) or encrypted cloud storage.

  • Access is restricted to authorised staff using individual login credentials.

  • Staff receive mandatory annual GDPR and information governance training.

  • Paper records are stored in locked cabinets within restricted-access areas.

  • Data sharing is logged and reviewed under our Governance & Quality Management Policy.

9. Cookies and Website Analytics

Our website uses cookies to understand visitor behaviour and improve performance.
You can control or disable cookies through your browser settings.
For full details, please refer to our Cookie Policy  or continue reading our cookie section on this page.

10. Links to Other Websites

Our website may link to other websites.
We are not responsible for the content or privacy practices of those sites.
We recommend reviewing their privacy policies before submitting any personal information.

11. Changes to This Policy

We may update this policy periodically to reflect legal or operational changes.
The most recent version will always be published on our website with the effective date shown at the top.

12. Contact Us

If you have any questions about how we use your information, please contact:

Data Protection Lead
Marches Ambulance Service
First Floor, Benedict Court, Leominster, Herefordshire, HR6 0QF
Email: hello@marchesambulance.co.uk
Phone: 01568 605110

Terms and Conditions - Privacy & Data Protection Policy