Privacy Policy

MD Comms Group Last updated: 01.08.2026
– Privacy Policy

About this Privacy Policy
MD Health Communications Ltd. (Trading as MD Comms Group, MD Health, MD Social
Impact and MD Tech) respects your privacy and is committed to protecting your personal
information.
This Privacy Policy explains how we collect, use, store and protect your personal
information when you:
• visit our website
• contact us through our website
• subscribe to our newsletter or other communications
• communicate with us about our services
• interact with links or content contained in our emails
It also explains your rights under applicable data protection law.
Our website covers MD Comms Group and its specialist practices, MD Health, MD Tech
and MD Social Impact.
Who We Are
MD Health Communications Ltd. (Trading as MD Comms Group, MD Health, MD Social
Impact and MD Tech) is the data controller responsible for the personal information
described in this Privacy Policy.
This means that we decide why and how your personal information is used.
Our details are:
MD Health Communications Ltd.
Registered in England and Wales
Company number: 16019115
Registered business address: 86 Paul Street, London, EC2A 4NE
Email: hello@mdcommsgroup.com
Website: www.mdcommsgroup.com
In this Privacy Policy, references to “MD Comms Group”, “we”, “us” or “our” mean Health Communications Ltd. (Trading as MD Comms Group, MD Health, MD Social
Impact and MD Tech)
MD
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The Personal Information We Collect
The information we collect depends on how you interact with us.
3.1 Information You Provide Through Our Contact Forms
When you contact us through our website, we may collect:
• your name
• your job title
• the organisation you work for
• your email address
• your telephone number, where provided
• the nature of your enquiry
• any information you include in your message
• your communication preferences
Please avoid including sensitive personal information in a website enquiry unless it is
necessary for us to respond to your request.
3.2 Newsletter Subscription Information
When you subscribe to our mailing list, we may collect:
• your name
• your email address
• your organisation
• your job title
• your areas of professional interest
• the date, time and method of your subscription
• evidence of the consent you provided
• your newsletter and communication preferences
• information about whether you open or interact with our emails, where permitted and
enabled
We use Mailchimp to manage our mailing list and distribute our newsletters.
3.3 Technical And Website Usage Information
When you use our website, we may collect technical information such as:
• your internet protocol address
• your browser type and version
• your device type
• your operating system
• your approximate location, based on your internet protocol address
• the pages you visit
• the date and time of your visit
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• how long you spend on particular pages
• the website or link that directed you to our website
• the links and features you use
• information collected through cookies and similar technologies
Some of this information may be collected in an aggregated or de - identified form.
Further information about the technologies used on our website should be provided in
our Cookie Policy and through our cookie preference tool.
3.4 Information We Receive From Other Sources
We may receive personal information from other sources where it is lawful to do so.
These may include:
• someone who introduces you to us
• an organisation for which you work
• publicly available professional sources
• event organisers or professional networks
• website, analytics and communications service providers
• social media platforms, where you interact with our content
Where required, we will tell you that we have received your personal information from
another source.
How We Use Your Personal Information
We may use your personal information to:
• respond to your questions and enquiries
• communicate with you about our services
• assess potential projects, partnerships or business opportunities
• provide information you have requested
• manage our relationship with you or your organisation
• send newsletters, insights, invitations and company updates where permitted
• manage your communication preferences
• operate, maintain and improve our website
• understand how visitors use our website and emails
• measure the effectiveness of our communications
• protect our website, systems and organisation against misuse, fraud and security
threats
• maintain appropriate business records
• establish, exercise or defend legal rights
• meet our legal, regulatory and contractual obligations
We will not sell your personal information.
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Our Lawful Bases for Using Your Information
UK data protection law requires us to have a lawful basis for each way in which we use
personal information.
Depending on the circumstances, we rely on the following lawful bases.
5.1 Consent
We may rely on your consent when:
• you subscribe to receive our email newsletter
• you choose to receive particular marketing • you accept optional cookies or similar technologies
• consent is otherwise required by law
communications
You may withdraw your consent at any time. Withdrawing consent will not affect the
lawfulness of any processing carried out before it was withdrawn.
5.2 Legitimate Interests
We may use your information where it is necessary for our legitimate business interests
and where those interests are not overridden by your rights and interests.
These interests may include:
• responding to business enquiries
• developing and managing professional relationships
• promoting our services to relevant business contacts where legally permitted
• understanding and improving our website and communications
• managing and protecting our business, systems and website
• maintaining records of our professional activities
• establishing or defending legal claims
Before relying on legitimate interests, we consider the potential effect on your privacy.
5.3 Taking Steps Before Entering Into A Contract Or Performing A Contract
We may use your information where it is necessary to:
• respond to a request for services
• prepare a proposal or scope of work
• take steps requested by you before entering into a contract
• deliver services under a contract with you or your organisation
5.4 Legal Obligations
We may use or retain personal information where necessary to comply with a legal,
regulatory, accounting or reporting obligation.
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Email Newsletters and Marketing
You may choose to subscribe to receive newsletters, insights, event invitations and
updates from MD Comms Group, MD Health, MD Tech and MD Social Impact.
Where consent is required, we will only send these communications after you have
actively chosen to receive them.
In some business - to- business circumstances, we may contact relevant professional
contacts where we have a legitimate interest in doing so and where this is permitted by
law. You always have the right to object to the use of your personal information for di marketing.
You can unsubscribe at any time by:
• selecting the unsubscribe link in any marketing email
• changing your preferences through the link provided in our emails
• contacting us at hello@mdcommsgroup.com
We may retain limited information about people who have unsubscribed. This allows us
to maintain a suppression list and ensure we do not send further marketing
communications to them accidentally.
Unsubscribing from marketing will not prevent us from sending essential service,
contractual or administrative communications where necessary.
Mailchimp
We use Mailchimp to manage newsletter subscriptions, subscriber preferences and email
distribution.
When you join our mailing list, the information you provide may be processed by
Mailchimp on our behalf. This may include your contact information, subscription status,
preferences and information about your interaction with our emails.
Mailchimp and its affiliated service providers may process information outside the United
Kingdom, including in the United States.
Where personal information is transferred internationally, we take steps to ensure that an
appropriate legal transfer mechanism and suitable protections are in place. These may
include adequacy regulations, approved contractual protections or other safegua recognised under applicable data protection law.
You can learn more about Mailchimp’s privacy and data processing arrangements
through its published privacy and legal information.
Cookies and Similar Technologies
Our website may use cookies, scripts, tags, pixels and similar technologies.
These technologies may be used to:
rect
rds
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• enable the website to operate correctly
• remember your preferences
• maintain website security
• understand how visitors use the website
• identify errors and improve performance
• measure the effectiveness of our content and communications
Some technologies are necessary for the operation and security of the website. Other
technologies, including certain analytics technologies, will only be used where you have
provided the required consent.
Where required, you can accept, reject or manage optional technologies through the
cookie banner or preference tool on our website.
You can change your preferences at any time .
Further details, including the individual technologies used, their providers, purposes and
duration, should be set out in our Cookie Policy.
Analytics
We may use website analytics services to understand how visitors interact with our
website.
Depending on the analytics provider and your cookie choices, this may involve collecting
information about:
• pages viewed
• navigation paths
• time spent on the website
• browser and device characteristics
• approximate geographic region
• referring websites
• interactions with website features
We use this information to evaluate website performance, identify areas for
improvement and understand which content is most useful to visitors.
Optional analytics technologies will not be activated until we have obtained any consent
required by law.
Our website currently use s Google Analytics.
When We Share Personal Information
We may share your personal information with trusted organisations that provide services
to us, including:
• website hosting and technical support providers
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• website developers and maintenance providers
• email and marketing platforms, including Mailchimp
• analytics providers
• customer relationship management and business administration providers
• cloud storage, information technology and cybersecurity providers
• professional advisers, including lawyers, accountants and insurers
• regulators, courts, law enforcement bodies and public authorities where required
• potential purchasers, investors or advisers involved in a business reorganisation,
merger or sale
These organisations may act as processors on our behalf or as separate data controllers,
depending on their role.
Where an organisation processes personal information on our behalf, we require it to use
the information only for agreed purposes, protect it appropriately and comply with
applicable data protection requirements.
We may also disclose information where this is necessary to protect our rights, prevent
fraud, respond to a legal request or protect the safety of an individual.
International Data Transfers
Some of our service providers may process personal information in countries outside the
United Kingdom.
Different countries may provide different levels of legal protection for personal
information. Where the law requires us to do so, we use appropriate safeguards for
international transfers.
These safeguards may include:
• transferring information to a country covered by UK adequacy regulations
• using the UK International Data Transfer Agreement
• using the UK Addendum to the European Commission’s standard contractual clauses
• relying on another transfer mechanism permitted by applicable law
• carrying out risk assessments and implementing supplementary protections where
appropriate
You may contact us for more information about the safeguards used for relevant
international transfers.
How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purpose
for which it was collected, including meeting legal, regulatory, tax, accounting or
reporting requirements.
The period will depend on the nature of the information and our relationship with you.
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As a general guide:
• contact form enquiries may be retained for up to 6 months after the enquiry is
resolved, unless they lead to an ongoing business relationship
• newsletter subscription information may be retained while you remain subscribed
• limited suppression information may be retained after you unsubscribe so that we can
respect your preference
• cookie and analytics information will be retained for the periods stated in our Cookie
Policy and cookie preference tool
• records relating to a contract, transaction or potential legal claim may be retained for
the applicable legal limitation period
• information may be retained for longer where required by law or where necessary in
connection with a dispute
We periodically review the information we hold and securely delete or anonymise it when
it is no longer required.
How We Protect Your Information
We use appropriate organisational and technical measures designed to protect personal
information against:
• unauthorised access
• accidental loss
• misuse
• alteration
• disclosure
• destruction
These measures may include access controls, secure contractual protections and appropriate security practices.
systems, staff procedures,
Access to personal information is limited to people and service providers that need it for
legitimate business purposes.
No internet - based system can be guaranteed to be completely secure. You should
therefore take care when sending information online and avoid including unnecessary
sensitive information in website forms or emails.
Your Data Protection Rights
Depending on the circumstances, you may have the right to:
• ask us for confirmation of whether we process your personal information
• request access to the personal information we hold about you
• ask us to correct inaccurate or incomplete information
• ask us to delete your personal information
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• ask us to restrict how we use your personal information
• object to our use of your personal information
• object at any time to the use of your information for direct marketing
• ask us to transfer certain information to you or another organisation
• withdraw your consent at any time
• raise concerns about decisions made solely through automated processing, where
applicable
• complain to a data protection regulator
These rights are not absolute. In some circumstances, the law may allow or require us to
continue processing your information.
You will not usually have to pay a fee to exercise your rights. We may charge a reasonable
fee or refuse a request where the law permits us to do so, including where a request is
manifestly unfounded or excessive.
We may need to ask for information to confirm your identity before responding to a
request. This is intended to protect your information from unauthorised access.
To exercise any of your rights, contact:
MD Comms Group
hello@mdcommsgroup.com
86 Paul Street, London, EC2A 4NE
We will respond within the period required by applicable law.
Your Right to Object to Direct Marketing
You have an absolute right to object to the use of your personal information for direct
marketing.
You can exercise this right at any time by:
• selecting the unsubscribe link in a marketing email
• updating your communication preferences
• emailing us at hello@mdcommsgroup.com
We will stop using your information for direct marketing as soon as reasonably
practicable. We may retain your email address on a suppression list to ensure that your
objection continues to be respected.
Complaints
We hope that we can resolve any questions or concerns you may have about how we use
your information.
Please contact us first at:
hello@mdcommsgroup.com
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You also have the right to complain to the Information Commissioner’s Office, the UK
regulator responsible for data protection.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Telephone: 0303 123 1113
Website: ico.org.uk
If you are based outside the United Kingdom, you may also have the right to contact the
data protection regulator in the country where you live or work.
Links to Other Websites
Our website may contain links to websites, platforms or services operated by other
organisations.
We do not control those services and are not responsible for their privacy practices.
When you follow an external link, you should read the privacy information provided by
the relevant organisation.
Children’s Information
Our website and services are intended for professional and business audiences. They are
not directed towards children.
We do not knowingly collect personal information from children through our website.
Please contact us if you believe that a child has provided personal information to us so
that we can take appropriate action.
Automated Decision - Making
We do not currently use personal information collected through this website to make
decisions about individuals based solely on automated processing that produce legal or
similarly significant effects.
We will update this Privacy Policy if that changes.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
• our website or services
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• the way we use personal information
• the service providers we work with
• legal or regulatory requirements
The latest version will be published on this page. The date at the beginning of the policy
shows when it was last updated.
Where a change materially affects how we use your personal information, we may
provide an additional notice where appropriate.
Contact Us
For questions about this Privacy Policy, our use of personal information or your data
protection rights, contact:
MD Health Communications Ltd. (Trading as MD Comms Group, MD Health, MD Social
Impact and MD Tech)
Address: 86 Paul Street, London, EC2A 4NE
Email: hello@mdcommsgroup.com
Website: www.mdcommsgroup.com
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