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Privacy Notice

1. About Us

LMC Services Yorkshire CIC (“GPMplus”), trading as GPMplus, is a company limited by guarantee registered in England (Company No. 13084683). Our registered address is 1st Floor, 87–89 Leeds Road, Harrogate, HG2 8BE.

We provide a referral-based, discrete, and confidential mentoring service (“the Service”) to members of Local Medical Committees (LMCs), alongside access to wellbeing education services. Referrals do not include personal data; individuals (“Mentees”) choose whether to register and provide their information via our website.

We act as the Data Controller for all personal information we collect. The purposes for collecting and using this information are outlined in this Privacy Notice.

2. Definitions

In this Privacy Notice:

  • “We”, “us”, “our”, or “GPMplus” refers to LMC Services Yorkshire CIC.
  • “Your information” means personal data that can identify you.
  • “Mentor” refers to an individual providing mentoring services.
  • “Mentee” refers to any GP, nurse, practice manager, or staff member registered for mentoring.
  • “Contractor” refers to individuals engaged to provide services.
  • “Referral Service” refers to the referral pathway to access mentoring.
  • “Service” refers to the mentoring service itself.

3. Why We Provide This Privacy Notice

We are legally required to explain how we collect, use, and store your information. This includes:

  • Why we collect your information.
  • How we use and store it.
  • Who we share it with and why.
  • How long we retain it.

If you have questions, you can contact our Data Protection Lead (details below).

4. Data Protection Lead

  • Name: Stacey Fielding (Head of Operations, YORLMC Ltd)
  • Email: info@gpmplus.co.uk
  • Address: 1st Floor, 87–89 Leeds Road, Harrogate, HG2 8BE
  • Telephone: 01423 879922

You can contact the Data Protection Lead to:

  • Request access to your data.
  • Update or correct your information.
  • Raise concerns or complaints.

5. Why We Collect and Use Your Information

All data is used solely to deliver our services.

A. If you are a Mentor:

  • Arrange interviews and agreements.
  • Provide access to secure systems and mentoring tools.
  • Connect you with Mentees.
  • Process payments.
  • Arrange training and peer support.
  • Provide tools such as Zoom for sessions.

B. If you are a Mentee:

  • Create a confidential contact file.
  • Match you with a suitable Mentor.
  • Arrange appointments.
  • Maintain communication and consultation records.
  • Record action plans.
  • Request feedback through surveys.

C. If you are an LMC contact:

  • Provide data usage reports.
  • Share service-related promotional materials.

D. If you are a Contractor:

  • Process payments via payroll systems.
  • Share required data with HMRC.

E. If you use education services:

  • Create contact records.
  • Arrange training and share materials.
  • Communicate additional opportunities.
  • Maintain communication records.
  • Collect feedback via surveys.

6. Information We May Collect

We may collect:

  • Name, email, phone number, and address.
  • Gender, date of birth, ethnicity.
  • Professional details (e.g. qualification year).

Additional data depending on role:

Mentors:

  • GMC number (or equivalent).
  • National Insurance number.
  • Bank details.
  • Biography and photograph (for website use).

Mentees:

  • Reason for requesting mentoring (may include sensitive personal data).

Contractors:

  • National Insurance number and bank details.

7. Further Information Collected

To deliver the service, we may store:

  • Email correspondence between Mentor and Mentee.
  • Summaries of phone conversations.
  • Consultation notes and mentoring records.

This information is shared only between Mentor and Mentee.

8. Lawful Basis for Using Your Information

We process data in accordance with UK GDPR and the Data Protection Act 2018. Lawful bases include:

  • Your consent.
  • Contractual necessity.
  • Legitimate business interests.
  • Legal obligations.

9. Data Retention

We retain information only as long as necessary, in line with legal and policy requirements.
Mentors’ handwritten notes are securely destroyed or returned after sessions.

10. Who We Share Your Information With

Mentors:

  • Shared with accounts staff for payment processing.
  • Shared with Mentees for communication.
  • Profile information displayed on the website.

Mentees:

  • Shared with Mentors (contact details and mentoring needs).
  • Anonymised data shared for reporting purposes.

Contractors:

  • Shared for payment processing and operational support.

Education services users:

  • Shared with trainers, speakers, or venues (limited to necessary details).

We may also share information where legally required.

11. Anonymised Data

We may use anonymised data to:

  • Report trends.
  • Improve services.

This data cannot identify you.

12. Direct Marketing

We will not use your information for marketing without your consent.

13. Your Data Protection Rights

You have the right to:

  • Be informed about how your data is used.
  • Access your personal data.
  • Correct inaccurate data.
  • Request deletion (where applicable).
  • Object to processing.
  • Restrict processing.
  • Request data portability.
  • Avoid automated decision-making.
  • Withdraw consent at any time.

For more information, visit: ICO – Your Data Matters

14. Right to Object and Complain

You may:

15. Language Support

If English is not your first language, translations of this Privacy Notice can be requested.

16. Cookies (Google Analytics)

Our website uses cookies to:

  • Enable login and booking functionality.
  • Collect anonymised usage data (with consent).

For more details, visit: ICO Cookies Guidance

17. Hyperlinks

Our website may link to third-party sites. These sites have their own privacy policies, and we are not responsible for their content or data handling.

18. Third-Party Suppliers

We ensure all third parties:

  • Comply with UK GDPR.
  • Use your data only as required.

We use providers such as Improval (23 Lobsters Ltd) and Fourteen Fish for systems and hosting under strict data agreements.

19. Security and Storage

We take data security seriously by:

  • Using secure, password-protected systems.
  • Storing data on secure servers.
  • Restricting access to authorised personnel.
  • Securing physical records in locked storage.

20. Contacting You

It is important you keep your contact details up to date so we can maintain accurate records and communicate effectively.

21. Changes to This Privacy Notice

This Privacy Notice is reviewed regularly and updated in line with legislation. You should check periodically for updates.

Last updated: November 2024