Medical Physics Consultancy Ltd

Last updated: 30 September 2026

Medical Physics Consultancy Ltd (“MPC”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, engage our services, attend training provided by us, or otherwise interact with our business.

Medical Physics Consultancy Ltd is registered with the Information Commissioner’s Office (ICO) and acts as a data controller where we determine how and why personal information is processed.

In some circumstances, particularly when providing services to client organisations, we may instead process personal information on behalf of a client acting as the data controller.

1. Who we are

Medical Physics Consultancy Ltd provides medical physics, radiation protection, regulatory compliance, training and related consultancy services.

Company: Medical Physics Consultancy Ltd
Company number: 15225065
ICO registration number: ZB899763
Email: enquiries@medphys.co.uk
Website: www.medphys.co.uk

If you have any questions about this Privacy Policy or how we handle personal information, please contact us using the details above.

2. Personal information we collect

The information we collect depends upon how you interact with us.

Website enquiries

If you contact us using our website contact form, we collect: your name; your email address; your company name; and any information you choose to provide within your enquiry.

We use this information to receive, respond to and manage your enquiry and, where appropriate, to take steps towards providing our services.

Clients and prospective clients

When you enquire about or engage our services, we may collect information including: your name; job title or professional role; organisation; business address; telephone number; email address; correspondence with us; information relating to quotations, contracts and services provided; and invoicing and transaction records.

Payments are currently made by bank transfer. We do not collect or store payment-card details through this website.

Training

Where you or your organisation arrange training with us, we may process information such as your name, organisation, professional role, contact details, attendance and, where applicable, assessment results and records of course completion.

Information arising from our professional services

In providing medical physics, radiation protection and related professional services, we may receive or have access to personal information relating to employees, contractors, patients or other individuals associated with a client organisation. This may include information provided to us when reviewing or investigating radiation incidents, exposures or other events as part of the professional services we provide.

Where relevant to the matter being reviewed, this information may include patient identifiers, information relating to an examination, procedure or exposure, and other health or clinical information necessary for us to provide appropriate professional advice.

We ask clients to provide only the personal information that is reasonably necessary for the service being provided and, where practicable, to minimise or anonymise information before providing it to us.

The nature of our role will depend upon the particular service and circumstances. In some cases, the client organisation will determine why and how the personal information is processed and will remain the data controller, with MPC acting as a data processor. In other circumstances, MPC may act as a data controller in respect of information that we are independently required to process for our own professional, legal or business purposes.

Providing information to us

Where we need personal information in order to respond to an enquiry, enter into or perform a contract, or comply with a legal requirement, you may be required to provide certain information to us. If you do not provide information that is reasonably necessary for these purposes, we may be unable to respond to your request, enter into a contract with you or provide the relevant service.

3. Special category personal information

Due to the nature of medical physics and radiation protection services, we may occasionally receive or need to process information concerning an individual’s health or other special category personal data.

This may arise, for example, where information is relevant to radiation protection advice, an investigation, a professional assessment or another service provided to a client.

We only process such information where it is necessary and where an appropriate lawful basis and, where required, an applicable condition for processing special category personal data is available under data protection law.

Where we process such information solely on the instructions of a client organisation, we will do so in accordance with our obligations as a data processor and the arrangements agreed with that client.

4. How we use personal information

We may use personal information to: respond to enquiries; prepare quotations and proposals; take steps to establish a contract; establish and manage client relationships; provide medical physics, radiation protection, training and consultancy services; communicate with clients and their representatives; maintain appropriate records of professional advice and services provided; administer training and maintain appropriate training records; issue and administer invoices and payments; maintain appropriate contractual, professional, regulatory and business records; manage and protect our website and IT systems; establish, exercise or defend legal claims; and comply with legal, regulatory and professional obligations.

We will not use personal information for purposes that are incompatible with those for which it was collected unless permitted or required by law.

5. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely upon:

Contract – where processing is necessary to enter into or perform a contract with you.

Legitimate interests – where processing is necessary for our legitimate business or professional interests and those interests are not overridden by your rights and interests. This may include responding to business enquiries, managing relationships with client organisations, maintaining appropriate professional records, protecting our business and systems and establishing or defending legal claims.

Legal obligation – where processing is necessary to comply with a legal or regulatory requirement.

Consent – where we have specifically requested and obtained your consent for a particular purpose. Where we rely upon consent, you may withdraw it at any time.

Where special category personal data is processed, we will also identify an appropriate condition for that processing as required by law.

6. Automated decision making

We do not currently use personal information to make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects on individuals.

7. Where we obtain personal information

Most personal information we process is provided directly by you or by the organisation for which you work.

We may also receive information from: clients and prospective clients; employers and other organisations engaging our services; employees or representatives of our clients; contractors and professional advisers; and publicly available professional or business sources.

Where a client provides us with personal information concerning another person, the client is responsible for ensuring that it is entitled to disclose that information to us.

8. Contact form and Google reCAPTCHA

Our website contact form is protected by Google reCAPTCHA, which is used to help protect the website against spam, abuse and automated submissions.

The use of reCAPTCHA may involve information being processed by Google when you interact with the contact form. Google’s Privacy Policy and Terms of Service apply to its processing.

A notice containing links to Google’s Privacy Policy and Terms of Service is displayed alongside the reCAPTCHA-protected contact form.

9. Sharing personal information

We do not sell personal information.

We may share personal information where reasonably necessary with organisations that assist us in operating our business or providing our services, such as: website and IT service providers; email and business software providers; accountants and other professional advisers; insurers; contractors or specialist professional advisers engaged where necessary in connection with our services; and regulators, public authorities, courts or law enforcement bodies where disclosure is required or permitted by law.

Where an organisation processes personal information on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.

We only disclose personal information where there is an appropriate reason for doing so.

10. International transfers

Some technology providers used in operating our business or website may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we take appropriate steps to ensure that the transfer is permitted under applicable data protection law and that appropriate safeguards are in place where required.

11. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, contractual, professional, regulatory, insurance and accounting requirements.

Different types of information may therefore be retained for different periods.

When determining an appropriate retention period, we consider the nature and sensitivity of the information, why it is required, applicable legal and professional requirements, relevant limitation periods and whether it remains necessary for the purposes for which it was collected.

When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

12. How we protect personal information

We take appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, alteration, disclosure, access, destruction or other unauthorised processing.

Access to personal information is limited to those who require it for legitimate business or professional purposes.

Although we take reasonable measures to protect information, no electronic system or method of transmission can be guaranteed to be completely secure.

13. Cookies and similar technologies

Our website uses cookies and similar technologies necessary for the operation, functionality and security of the website.

Where cookies or similar technologies are not strictly necessary, they will only be used where permitted by applicable law and, where required, after you have provided your consent.

We do not currently use Google Analytics.

You can manage your cookie preferences through the cookie controls provided on our website and through your browser settings.

Further information about the cookies used by our website is available in our Cookie Policy.

14. Marketing

We do not use information submitted through our website contact form to subscribe you automatically to marketing communications.

If we introduce marketing communications in the future, we will ensure that personal information is used for those purposes only where permitted by applicable data protection and electronic communications law and will provide an appropriate means of opting out.

15. Your data protection rights

Depending upon the circumstances, UK data protection law may give you rights including the right to: request access to personal information we hold about you; ask us to correct inaccurate or incomplete information; ask us to erase your personal information; ask us to restrict the processing of your personal information; object to certain processing; request transfer of certain personal information to you or another organisation; and withdraw consent at any time where we rely upon consent.

These rights are not absolute and may not apply in every circumstance.

If you wish to exercise any of these rights, please contact us using the details provided in this Privacy Policy. We may need to verify your identity before acting upon a request.

16. Complaints

If you have concerns about how we have handled your personal information, please contact us so that we can investigate and respond to your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection:

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

17. Third-party websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy information provided by a third-party website before providing personal information to it.

18. Children

Our website and consultancy services are intended primarily for organisations and professionals and are not directed at children.

We do not knowingly collect personal information directly from children through our website.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, business practices or legal and regulatory requirements.

Any updated version will be published on this website and the date at the top of the policy will indicate when it was last updated.

We will review this Privacy Policy periodically and whenever there is a significant change to the way we process personal information.

20. Contact us

If you have questions about this Privacy Policy, wish to exercise a data protection right or have concerns about how your personal information has been handled, please contact:

Medical Physics Consultancy Ltd enquiries@medphys.co.uk

ICO registration number: ZB899763