Data Retention Policy

Introduction

The purpose of this data retention policy is to describe MedicAlert’s approach to data retention specifically relating to;

  • Personal Data which includes all data collected, processed, stored or disposed of by MedicAlert, this policy is in accordance with our privacy policy.
  • Data Storage
  • Data deletion and destruction

Terms 

Personal data

Data that contains personal information

Active data

Active data is data that is live in a record and can be accessed by us,   the member, emergency professionals

Lapsed

This data is available to our emergency line, but we notify the emergency professional that the membership is lapsed and that the data has not been verified  

Cancelled

Anonymised data

Anonymised data is where all information that makes it relate to a specific individual is removed i.e. name, date of birth, address etc. 

Archived data

This is where data is safely stored and can be accessed if required by a member this is not available to the emergency line

Deleted data

This is data that has been deleted out of a record, this information cannot be recovered 

Personal Data Retention 

Members

We keep active data for members with a live record, this data can be accessed and updated by members at any time. It is vital that members provide accurate information as this will be relayed to emergency professionals using the service. We retain this information for a long as the member has a live record. 

Any data deleted or altered by the member (for example a change of personal details, deleting a medical condition) is removed from the record and is no longer available. Where information needs to be reapplied this needs to be requested by the member and an update carried out.

When a member does not renew their membership their record will enter a Lapsed Phase for a period of 6 months, if membership is not renewed within this time they will automatically be cancelled from our system. Following this period your personal data will be removed and your data will be anonymised.  

When a member cancels or deceases, their record will enter a Cancelled State, this information is in a restricted part of the database that the emergency line will not have access to. Following a period of 6 months, your personal data will be removed, and your data will be anonymised.  

A member can request to remove all personal data held by MedicAlert in accordance with our terms and conditions. A member also has the right to remove their information when in the Lapsed Phase, your personal data will be removed and your data will be anonymised.  

If you have any questions about this policy in the first instance, contact the data owner, if it is specific data, then including any requests to exercise your legal rights in respect of your data, please contact our Data Protection Officer (‘DPO’). Our DPO is contactable via: DPO@medicalert.org.uk

Engagement with ’ potential suppliers’, ‘advisors’ or ‘people of interest’

In line with Data Protection 18 / GDPR - where there may be benefit to working with an individual in the future, MedicAlert will obtain and retain email confirmation that the individual is happy for us to keep their details on file . 

Data storage

Our data is on servers held in UK; the infrastructure puts strong safeguards in place to help protect customer privacy. All data is stored in highly secure data centres.

Data deletion and destruction

When data is deleted, it is put beyond use, and the data is not accessible.

Where a member sends us a physical document that will include personal data i.e. a letter, form, or leaflet, we carry out the request or order and then securely destroy all documents using a secure disposal service which which complies with GDPR requirements. Their staff are DBS checked and trained to BS EN 15713:2009 Secure Destruction of Confidential Material. We retain information in the office only until it has been actioned. Information that is with us and waiting for completion is stored in a locked cupboard. 

Last Updated: 15 April 2025

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