Data Protection Statement

Orvia Healthcare Ltd

Last updated: 23 May 2026

Our Commitment to Data Protection

ORVIA Healthcare takes the protection of personal data seriously. We are committed to handling all personal information lawfully, fairly, transparently and securely, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registration

Orvia Healthcare Ltd is registered with the Information Commissioner’s Office (ICO).

ICO Registration Number: ZC152311

Registration Date: 19 May 2026

Expiry Date: 18 May 2027

Fee Tier: Tier 1

Data Controller

Orvia Healthcare Ltd

Company Registration: 16123685 (England and Wales)

Registered Address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE

Data Protection Officer: john.mcgill@orviahealthcare.co.uk

How We Protect Data

We protect personal data through:

Secure systems — Microsoft 365 is our primary operating environment, with SharePoint as our controlled document store

Access controls — only authorised team members can access personal data, based on their role and the requirements of the work

Encryption — we use encrypted email and secure communication channels

Regular review — we review our data handling practices regularly to ensure they remain appropriate

Training — team members are expected to understand their data protection responsibilities

Minimal collection — we only collect the personal data we need for a clear, lawful purpose

Data Protection Principles

We follow the six UK GDPR principles. Personal data must be:

Processed lawfully, fairly and transparently

Collected for specified, explicit and legitimate purposes

Adequate, relevant and limited to what is necessary

Accurate and kept up to date

Kept only for as long as necessary

Processed securely

Safeguarding and Data Protection

ORVIA works in safeguarding, governance and operational oversight. This means we may handle information that is sensitive or relates to vulnerable people. We handle all such information with the highest level of care.

Where there is a safeguarding duty to share information with the appropriate statutory authority (such as a local authority safeguarding team or the police), we will do so in line with UK law and professional guidance. Data protection law does not prevent the sharing of information for safeguarding purposes where there is a lawful basis to do so.

Data Protection Impact Assessments (DPIAs)

Where our processing is likely to result in a high risk to the rights and freedoms of individuals, we will carry out a Data Protection Impact Assessment before beginning that processing.

We conduct Data Protection Impact Assessments where processing is likely to result in a high risk to individuals’ rights and freedoms. This includes assessments for our service delivery processes and any technology-assisted features. Our DPIA approach is reviewed regularly.

Subject Access Requests

You have the right to request a copy of the personal data we hold about you. To make a subject access request, contact us at Hello@orviahealthcare.co.uk. We will respond within one calendar month.

Data Breaches

In the event of a personal data breach, we will:

Assess the breach and its likely impact

Report it to the ICO within 72 hours if it is likely to result in a risk to people’s rights and freedoms

Notify affected individuals without undue delay if there is a high risk to their rights and freedoms

Record all breaches, including those that do not require reporting

AI and Technology

ORVIA uses AI tools to support operational efficiency, communication and administrative tasks. We do not use AI to make safeguarding decisions. Human judgement remains the final decision layer in all matters relating to safeguarding, governance and oversight.

Any AI tools we use are subject to our data protection policies and the AI Removal Test™ — every process that uses AI must also work without it.

Your Rights

For full details of your data protection rights, including how to access, correct or delete your data, please see our Privacy Policy.

Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the ICO:

Website: ico.org.uk

Helpline: 0303 123 1113

Contact

Orvia Healthcare Ltd

Email: Hello@orviahealthcare.co.uk

Phone: 0114 399 8231

Address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE

ICO Registration: ZC152311