Privacy Policy

Streamline Medical & Safety Solutions Ltd
Website: www.streamlinesms.co.uk
Last updated: May 2026

Streamline Medical & Safety Solutions Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you use our website, submit an enquiry, book a service, request training, contact us, or otherwise interact with us.

This policy has been written to support transparency under UK data protection law. The Information Commissioner’s Office explains that organisations must tell individuals how their personal data is collected and used, including the purposes for processing, retention periods and who it may be shared with.

1. Who We Are

For the purpose of data protection law, the data controller is:

Streamline Medical & Safety Solutions Ltd
Registered Office: 8 Cobblestone Drive, Swadlincote, Derbyshire, DE11 0FL
Company Number: 17203554
Email: hello@streamlinesms.co.uk
Website: www.streamlinesms.co.uk

Please note: our registered office address is for official correspondence only and is not open to visitors or walk-in enquiries.

2. Information We May Collect

We may collect and process the following types of personal information:

  • Name

  • Email address

  • Telephone number

  • Company or organisation name

  • Job title or role

  • Address or event location details

  • Details submitted through enquiry forms

  • Details relating to event medical cover, training, consultancy or recruitment enquiries

  • Information about your workplace, event, venue, staffing needs or risks

  • Any documents you upload or send to us

  • Communication records, including emails and enquiry messages

  • Website usage information, such as IP address, browser type, pages visited and cookie data

Where relevant to the service requested, we may also receive limited health, safety or incident-related information. If we need to process sensitive personal data, we will only do so where lawful, necessary and appropriate.

3. How We Collect Your Information

We may collect personal information when you:

  • Complete a contact form

  • Request a quote

  • Submit a medical cover enquiry

  • Register interest in a course

  • Book onto training

  • Submit a recruitment or expression of interest form

  • Contact us by email, phone or social media

  • Send us documents or event information

  • Use our website

  • Engage with us as a client, supplier, candidate, contractor or learner

4. How We Use Your Information

We use personal information to:

  • Respond to enquiries

  • Provide quotes and estimates

  • Arrange medical cover, training, consultancy or related services

  • Contact you about your enquiry, booking or service request

  • Prepare event medical plans, risk-related advice or staffing proposals

  • Manage course bookings, attendance and certification processes

  • Handle recruitment or expression of interest enquiries

  • Maintain business records

  • Improve our website and services

  • Comply with legal, regulatory, insurance and safeguarding obligations

  • Protect our business, clients, staff, learners and the public

The UK GDPR requires organisations to have a lawful basis before processing personal information. The ICO lists lawful bases such as consent, contract, legal obligation and legitimate interests.

5. Our Lawful Bases for Processing

Depending on the situation, we may rely on one or more of the following lawful bases:

Contract
Where processing is necessary to provide a quote, arrange a booking, deliver a service, or take steps before entering into a contract.

Legitimate Interests
Where processing is necessary for the running of our business, responding to enquiries, managing records, improving services, protecting our organisation, or communicating with business contacts, provided your rights and freedoms do not override those interests.

Legal Obligation
Where we need to process information to comply with legal, tax, accounting, regulatory, health and safety, safeguarding or insurance requirements.

Consent
Where we ask for your clear permission, such as for certain types of marketing communication or optional website cookies.

Vital Interests
In rare cases, where processing is necessary to protect someone’s life or respond to a serious emergency.

6. Special Category Data

Special category data includes more sensitive information, such as health information. The ICO explains that special category data requires both a lawful basis under Article 6 of UK GDPR and a separate condition under Article 9.

We will only process special category data where necessary and lawful, for example where information is required for health, safety, safeguarding, medical provision, incident reporting, training adjustments, or emergency response purposes.

7. Marketing Communications

We may contact business clients or contacts with relevant service information where lawful and appropriate. Where consent is required, we will ask for it.

You can opt out of marketing communications at any time by contacting us using the details in this policy.

For electronic marketing, PECR sits alongside UK GDPR, and the ICO explains that some marketing emails or texts require consent, particularly where sent to individuals.

8. Cookies and Website Tracking

Our website may use cookies or similar technologies to help the site function, improve user experience, analyse website traffic, or support security.

Where cookies are strictly necessary for the website to work, they may be used without consent. For non-essential cookies, such as analytics, advertising or tracking cookies, we will request consent where required.

The ICO explains that cookie consent must be freely given, specific and informed, and that users must take clear positive action to consent.

You can usually control cookies through your browser settings. If our website uses analytics, embedded content, forms, booking systems or third-party tools, those providers may also set cookies.

9. Who We Share Information With

We may share personal information where necessary with:

  • Staff, directors, contractors or approved team members

  • Training awarding organisations or certification bodies

  • Event organisers, venues or client representatives

  • Medical, safety or operational partners

  • IT, website, email, hosting and cloud storage providers

  • Payment providers or accounting software providers

  • Professional advisers, such as accountants, insurers or legal advisers

  • Regulators, public authorities, emergency services or law enforcement where required

  • Safeguarding or medical professionals where necessary and lawful

We will only share information where there is a valid reason to do so.

10. Third-Party Services

Our website or business processes may use third-party platforms, such as:

  • Website hosting providers

  • Contact form tools

  • Email services

  • Booking platforms

  • Payment processors

  • Analytics tools

  • Cloud storage systems

  • Training or certification platforms

These providers may process data on our behalf. Where required, we aim to use providers that offer appropriate data protection and security measures.

11. How Long We Keep Your Information

We will only keep personal information for as long as necessary for the purpose it was collected.

Retention periods may vary depending on the type of information, for example:

  • General enquiries: retained for a reasonable period after the enquiry is resolved

  • Quotes and service enquiries: retained for business and record-keeping purposes

  • Training records: retained as required for course administration, certification, audit or awarding body requirements

  • Medical cover records: retained as required for operational, insurance, legal or governance purposes

  • Financial records: usually retained for tax and accounting requirements

  • Recruitment information: retained for a reasonable period unless you are successful or we need to keep it longer for lawful reasons

Where information is no longer required, we will securely delete, anonymise or archive it.

12. How We Protect Your Information

We take appropriate steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. This may include secure systems, access controls, password protection, staff awareness, limited access to information and secure storage.

No method of online transmission or electronic storage is completely secure, but we take reasonable measures to protect the information we hold.

13. Your Data Protection Rights

Under data protection law, you may have the right to:

  • Be informed about how your data is used

  • Access personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your data

  • Request restriction of processing

  • Object to processing in certain circumstances

  • Request data portability in certain cases

  • Withdraw consent where processing is based on consent

  • Complain to the Information Commissioner’s Office

The ICO states that individuals have the right to object to the processing of their personal data in certain circumstances.

To exercise your rights, please contact us using the details below.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

Streamline Medical & Safety Solutions Ltd
Email: hello@streamlinesms.co.uk
Website: www.streamlinesms.co.uk
Registered Office: 8 Cobblestone Drive, Swadlincote, Derbyshire, DE11 0FL

15. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: www.ico.org.uk

16.Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or website functionality. The latest version will be published on this page with the updated date shown at the top.