Health Data Governance & Appropriate Policy Document
AIVUE LTD ("BookMyMedical") treats any data revealing a worker's health status or fitness to work as special category data under Article 9 of the UK GDPR. This document explains how we minimise, safeguard and lawfully process that data. It serves as our Appropriate Policy Document (APD) as required by Schedule 1 of the Data Protection Act 2018.
What we deliberately do NOT hold
We never store clinical results, medical opinions, questionnaire answers or any underlying medical conditions. Pre-appointment questionnaires are relayed directly between the clinic and the worker - BookMyMedical is not in that data path.
Data minimisation
For renewals and reminders we hold only the minimum metadata: the medical type, whether a certificate was issued, and its expiry date. We recognise that even this validity metadata can reveal fitness-to-work status, so it is treated as special category data and protected accordingly.
Lawful basis (Article 6)
Processing is necessary to perform our booking contract with you and, where applicable, to support employers meeting legal obligations relating to worker health and safety.
Special category condition (Article 9)
We rely on the employment, social security and social protection condition, together with reasons of substantial public interest (occupational health), as set out in Schedule 1 DPA 2018.
Access controls
Validity metadata is visible only to the worker, and to the issuing clinic on a strict need-to-know basis. Clinic staff access is role-based and configured by our team. We do not share health metadata with employers unless you explicitly opt in.
Retention & review
Certificate validity metadata is retained only for the renewal cycle plus a short grace period, then erased. This policy is reviewed at least annually and kept for as long as processing continues, plus six months, per DPA 2018 requirements.
Your rights & DPIAs
You may request access, rectification, erasure or portability, and withdraw consent, via privacy@bookmymedical.com. We complete Data Protection Impact Assessments before introducing new processing of health metadata.
Last updated 21 July 2026 · AIVUE LTD, Company No. 16980109.