Corporate Flu Vaccination Privacy Policy

How we use your personal and health information when you attend a workplace influenza vaccination clinic.

Who we are

Barrule Medical Group Limited runs the corporate flu vaccination service. We hold clinics at your workplace and keep the clinical record.

Barrule Medical Group Limited is the data controller. To contact us about your information, write to 53 Victoria Street, Douglas, Isle of Man IM1 2LA, call +44 1624 640675 or email contact@barrulemedical.im.

What we collect

We collect the details we need to identify you and to vaccinate you safely. Health information is special category personal data.

• Identity and contact details – your name, date of birth and how to reach you
• Booking details – your appointment time and the clinic you attend
• Screening answers – the health information we need to decide whether vaccination is safe for you
• Consent – your decision to accept, decline or defer vaccination
• Vaccination record – the vaccine, batch number, dose, site, date and the clinician who gave it
• Adverse events – any reaction you report or we observe

Giving clinical information is voluntary. We cannot safely assess or vaccinate you without the information needed for that care.

We collect this information from you when you book and when you attend the clinic.

Why we use it

We use your information to:

• Provide clinical care and check that vaccination is safe for you
• Obtain and record your consent
• Keep an accurate clinical record
• Manage adverse events
• Meet legal, professional and regulatory duties

Our lawful basis is legitimate interests: we have a genuine interest in running a safe, well-documented vaccination service for the organisations and staff we serve. You may object to this use, as set out under Your rights.

Because health information is special category data, we also rely on the condition for providing health care, which applies where a health professional bound by confidentiality handles the data.

Who receives it

Only staff and providers who need the information to deliver or support your care can access it.

We may share relevant information with your GP or another healthcare professional when:

• It is necessary for your care
• You ask us to share it
• Another lawful basis applies

We may share information with the emergency services in an emergency.

What your employer receives

Your employer receives totals only: the number of people who attended, the number who missed their appointment and the number of vaccines delivered.

It does not receive your screening answers, your medical history, your reason for declining or being deferred, or any other identifiable clinical record.

Where we keep your information

We keep your clinical records on our own storage server. This covers your screening answers, consent and vaccination record. We archive them there after the clinic, and no external supplier processes them.

We use Dropbox, Slack and Fastmail for internal coordination and administration, such as scheduling and staff messages. We do not use them to hold clinical records.

These providers may process booking and contact details outside the Isle of Man. We use them only where data protection law allows.

Storage and retention

We store records securely and limit access to the people who need them.

We keep records for 8 years after your last appointment with us. After that, we securely delete or anonymise them. We may keep them longer where the law or a clinical retention requirement says we must.

Your rights

You may ask us to:

• Give you access to your information
• Correct information that is wrong
• Restrict how we use it
• Erase it, where the law allows
• Give it to you in a portable form

You may also object to our processing. Some rights apply only in certain cases, and clinical record duties may limit them.

To use a right, contact the data protection contact named above.

Complaints

If you are unhappy with how we use your information, tell us first. You may also complain to the Isle of Man Information Commissioner at inforights.im.

This website

This page is static. It does not ask you for personal information. It sets no cookies and runs no analytics.

Our hosting provider, Cloudflare, processes standard technical request data, such as your IP address, to deliver the page and keep it secure.

Questions

Ask the clinic team before you are screened if you have a question about your information or this policy. You can also contact us at contact@barrulemedical.im or on +44 1624 640675.

Changes to this policy

We update this policy when the service changes. The version and effective date are at the top of this page.