WHAT IS A PRIVACY NOTICE AND WHY DOES IT APPLY TO ME?
A Privacy Notice tells you how DHL will use information that we hold about you. A new law called the
UK General Data Protection Regulation 2018, also known as UKGDPR, says that we need to provide
you with this Privacy Notice and let you know:
What information we hold about you
• How we keep this especially important information safe and secure and where we keep it
• How we use your information
• Who we share your information with
• What your rights are
• When the law gives us permission to use your information
WHY DOES THE LAW GIVE YOU PERMISSION TO USE MY INFORMATION?
The law gives us permission to use your information in situations where we need it to take care of you
whist you have opted into our service. Because information about your health is very personal,
sensitive, and private to you, the law is very strict about how we use it. So, before we can use your
information in the ways we have set out in this Privacy Notice, we must have a valid reason, which is
called a ‘lawful basis’. Not only do we have to do that, but we also must show that your information
falls into a special group or category, because it is very sensitive. By doing this the law makes sure we
only use your information to provide a service to at your request and that we do not use it for any
other reason.
If you would like more information about this, you can contact our Data Protection Officer (DPO)
mentioned at the bottom of this Privacy Notice and she will happily explain this in more detail.
ABOUT US
We, DHL Supply Chain Limited are responsible for collecting, storing, and handling the information
you gave to us when you opted to register with for us and gave your permission so we can assess you
and provide you with patient transport. Because we do this, the law says we are Data Controllers. We
may use your information for a particular reason which we will explain clearly to you below
WHAT INFORMATION DO YOU HOLD ABOUT ME AND WHY YOU USE IT?
Data Type
Why we use it
Lawful basis
Full Name
To be able to address
communications to you
Consent
Address
To contact you by letter if we
have no other form of
communication for you as a
last resort.
Consent
Landline Number or Mobile
number
As Primary contact for you to
confirm a booking and give
you speedy up to date
information regarding the
booking, should anything
unexpected happen that you
need to be aware of.
Consent
Email Address
A secondary option to confirm
a booking and keep you
updated at the earliest
opportunity regarding the
journey should anything
unexpected happen
Consent
Additional Needs
To assess your eligibility for
the scheme and to know of
any additional safeguards you
may require.
Explicit Consent/Legal
Obligations?
Nominee contact details
To ensure people have the
right to speak on your behalf
Consent
Appointment Records
To arrange collection and pick
up effectively.
Consent
Health Information
To escort you safely to your
appointment.
Explicit Consent
HOW DO YOU KEEP IT SAFE?
The law says that we must do all we can to keep your information private, safe and secure. We use
secure computer systems, and we make sure that any information about you is only seen by those
who need to see it to be able to give you the best service and experience possible.
We have strict policies and procedures in place to ensure our staff are trained correctly when handling
your personal information.
WHAT DO YOU DO WITH MY INFORMATION?
We only usually use your information to help us provide a safe and effective service to you. That means
we might need to share your information with other people who are concerned and involved with
looking after your health.
We might need to share your information with your nominated representative, healthcare
professionals, and other people who have a right to your information, but we always make sure that
they have a legal right to see it (or have a copy of it) before we provide it to them.
We do not share your information with anyone outside of the European Union/UK
WHO ELSE WILL SEE MY INFORMATION?
Usually only the people involved in making the booking or conducting the assessments can see the
data we hold. These people who work for us.
Sometimes though, if you need to get to the hospital or be seen by a special doctor, we will share your
information with them but this only so that they can take care of you on arrival at your appointment.
WHAT ARE MY RIGHTS?
If you want to see what information we hold about you then you have a right to see it and you can ask
for it.
• To ask for your information you can email us on dp.uki@dhl.com and tell us what information
you want us to give you.
• We usually need to answer you within one month. Your adult with responsibility can help you
with is if you need help.
If you think some of the information we hold about you is wrong, then you can ask us to correct it.
• If you ask us to remove or not share your information this could mean that we are no longer
able to offer you, our service.
HOW LONG WILL YOU KEEP MY INFORMATION?
We will keep your information for as long as you are using our service. If you do not use our service
for *** years/months we will delete your data and you will need to restart the process.
WHAT IF I HAVE A QUESTION?
A member of our Team will be happy to talk to you about any questions you may have, and we will do
our best to help you. DHL Supply chain also has a person called a Data Protection Officer (DPO) who
deals with all queries about Personal data. Our team may put you in touch with this person who will
listen to your concerns. Our DPO is called Carol Smith and she can be contacted at [email protected]
WHAT IF I HAVE A SERIOUS COMPLAINT ABOUT HOW YOU LOOK AFTER MY INFORMATION?
If you are still not happy with something we have done with your information you can speak to the
Information Commissioner’s Office (ICO) who will investigate what has gone wrong. For more
information visit ico.org.uk
