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Last updated: October 2025

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1. Who We Are

• Excipian Ltd, trading as A1 Chronologies (Company No. 06913406), is responsible for the processing of personal data in accordance with this Privacy Policy.

• When acting as a processor for medical data provided by clients (solicitors, insurers, etc.), the instructing client remains the data controller.

• For business contact data (e.g. solicitors’ details, email addresses) A1 Chronologies is the controller.

 

 

2. What Data We Collect / Process

We may process:

• Patient personal data and special category data (medical records, diagnoses, treatment details) provided by the Client.

• Case metadata (claim numbers, client references, file identifiers).

• Contact and business data from instructing clients (names, emails, phone numbers).

• Usage / communication data (e.g. email logs, file transfer logs) needed for service provision and diagnostics.

 

 

3. Purposes & Legal Bases

We process data for these purposes:

• Preparation of medical chronologies, as instructed by clients.

• Communication with instructing clients about instructions, updates, clarifications.

• Quality assurance, internal training, audits, record retention, compliance.

• Meeting legal, regulatory, or contractual obligations.

 

 

Legal bases:

• For patient data: we act as processor under instructions of the client (controller) under UK GDPR principles, relying typically on legal claims basis (Article 6(1)(f)) and special category data basis (Article 9(2)(f)).

• For business contact data: processing is based on legitimate interests (managing professional relationships) or consent where applicable.

 

 

4. Data Sharing & Recipients

We may share data only as necessary and securely:

• With personnel or subcontractors working under confidentiality obligations.

• With IT, cloud, storage, email, or transfer service providers (subject to data protection agreements).

• With legal, regulatory, or court authorities if required by law.

• We do not sell or trade personal data.

 

 

5. International Transfers

• We aim to keep data within the UK or EEA.

• If data must leave those areas (e.g. through third-party IT providers), we ensure appropriate safeguards (such as UK International Data Transfer Addendum or equivalent contractual mechanisms) are in place.

 

 

6. Data Retention

• Client case / chronology records are retained for six (6) years from settlement or the last correspondence, whichever is later, unless a different requirement applies.

• After retention, data is securely destroyed or irreversibly anonymised.

• Business contact data is retained as needed for business relationship and legal records.

 

 

7. Security Measures

We implement organisational and technical safeguards to protect data:

• Access control, encryption, secure storage systems.

• Staff training, regular audits, secure IT infrastructure.

• Use of secure file transfer (TLS, VPN, etc.) and access-limited sharing.

• In context of AI use, local processing on secure machines or anonymised data only (see Terms).
   

7A. Chat and Analytics Tools

This website uses certain third-party tools to support communication and improve functionality:

• Live Chat (Tawk.to):

  • Used to handle general enquiries through the website.

  • Processes limited technical data (e.g. browser type, IP address, pages visited) to deliver the chat service.

  • Messages are stored temporarily by Tawk.to and by Excipian Ltd solely for responding to enquiries.

  • Chat data is not shared with third parties for marketing or profiling.

  • Users should not include medical, diagnostic, or other sensitive personal data in chat messages.

• Analytics:

  • Used to understand how visitors interact with the website and improve performance.

  • Collects anonymised usage data via cookies or similar technologies.

  • Data is analysed only for service improvement and not linked to identifiable users.

• Legal Basis:

  • Use of these tools is based on Excipian Ltd’s legitimate interest in improving service functionality and communication efficiency.

  • By continuing to use the site, visitors consent to the processing described above.

• Data Enquiries:

  • Users may contact enquiries@a1chronologies.co.uk for further information or to request deletion of chat transcripts.

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8. Your Rights (Data Subjects)

If you are a patient or data subject whose data is processed:

• You have the right to request access, correction, erasure, restriction, portability, objection, and withdraw consent (where relevant).

• These rights are exercised via the data controller (i.e. your solicitor/client instructing A1 Chronologies).

• For business contact data processed by us, you may contact us directly to exercise your rights.

 

 

9. Changes to This Policy

We may update this policy occasionally. The “Last updated” date will reflect when changes take effect. Your continued use of our services after updates means acceptance of new terms.

 

10. Contact & Complaints

If you have a question, request, or complaint about how we process data, you may contact:

 

A1 Chronologies – a trading name of Excipian Ltd

Email: enquiries@a1chronologies.co.uk

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If dissatisfaction persists, you may lodge a complaint with the UK’s Information Commissioner’s Office (ICO) at https://ico.org.uk/.