Medical Record Collation

Privacy Policy

This privacy policy applies between you, the User of this Website, and Medical Record Collation, the owner and provider of this Website. Medical Record Collation takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.
Definitions and interpretation

1.   In this privacy policy, the following definitions are used:


collectively all information that you submit to Medical Record Collation via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;


a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);

Data Protection Laws

any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation;


the UK General Data Protection Regulation;

Medical Record Collation,  
 or us

  Medical Record Collation, a company incorporated in England and Wales with registered number 7212178 whose registered office is at Bruce Court, 25a Hale Road, Altrincham,   Cheshire,  WA14 2EY; 

UK and EU Cookie Law

the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011 & the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2018;

User or you

any third party that accesses the Website and is not either (i) employed by Medical Record Collation and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Medical Record Collation and accessing the Website in connection with the provision of such services; and


the website that you are currently using,, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

2.   In this privacy policy, unless the context requires a different interpretation:

a.   the singular includes the plural and vice versa;

b.   references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;

c.   a reference to a person includes firms, companies, government entities, trusts and partnerships;

d.   “including” is understood to mean “including without limitation”;

e.   reference to any statutory provision includes any modification or amendment of it;

f.   the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

3.   This privacy policy applies only to the actions of Medical Record Collation and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

4.   For purposes of the applicable Data Protection Laws, Medical Record Collation is the “data controller”. This means that Medical Record Collation determines the purposes for which, and the manner in which, your Data is processed.

Data collected

5.   We may collect the following Data, which includes personal Data, from you:

a.   name;

b.   contact Information such as email addresses and telephone numbers;

c.   demographic information such as postcode, preferences and interests;

d.   IP address (automatically collected);

e.   web browser type and version (automatically collected);

f.   operating system (automatically collected);

g.   a list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected);

in each case, in accordance with this privacy policy.

How we collect Data

6.   We collect Data in the following ways:

a.   data is given to us by you; and

b.   data is collected automatically.

Data that is given to us by you

7.   Medical Record Collation will collect your Data in a number of ways, for example:

a.   when you contact us through the Website, by telephone, post, e-mail or through any other means;

b.   when you complete surveys that we use for research purposes (although you are not obliged to respond to them);

c.   contact form submissions;

in each case, in accordance with this privacy policy.

Data that is collected automatically

8.   To the extent that you access the Website, we will collect your Data automatically, for example:

a.   we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.

b.   we will collect your Data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them on the Website, see the section below, headed “Cookies”.

Our use of Data

9.   Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

a.   internal record keeping;

b.   improvement of our products / services;

c.   transmission by email of marketing materials that may be of interest to you;

d.   contact for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the Website;

in each case, in accordance with this privacy policy.

10.                    We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed “Your rights” below).

11.                    For the delivery of direct marketing to you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt-in:

a.   soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). Under “soft opt-in” consent, we will take your consent as given unless you opt-out.

b.   for other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.

c.   if you are not satisfied with our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed “Your rights” below.

Who we share Data with

12.                    We may share your Data with the following groups of people for the following reasons:

a.   our employees, agents and/or professional advisors – to obtain an accurate report on the statistics of the website;

in each case, in accordance with this privacy policy.

Keeping Data secure

13.                    We will use technical and organisational measures to safeguard your Data, for example:

a.   access to your account is controlled by a password and a user name that is unique to you.

b.   we store your Data on secure servers.

14.                    We are certified to Cyber Essentials. This family of standards helps us manage your Data and keep it secure.

15.                    Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address:

16.                    If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit Get Safe Online is supported by HM Government and leading businesses.

Data retention

17.                    Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

18.                    Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

19.                    You have the following rights in relation to your Data:

a.   Right to access – the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

b.   Right to correct – the right to have your Data rectified if it is inaccurate or incomplete.

c.   Right to erase – the right to request that we delete or remove your Data from our systems.

d.   Right to restrict our use of your Data – the right to “block” us from using your Data or limit the way in which we can use it.

e.   Right to data portability – the right to request that we move, copy or transfer your Data.

f.   Right to object – the right to object to our use of your Data including where we use it for our legitimate interests.

20.                    To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address:

21.                    If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at

22.                    It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Links to other websites

23.                    This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

24.                    Medical Record Collation may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Medical Record Collation. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

25.                    We may also disclose Data to a prospective purchaser of our business or any part of it.

26.                    In the above instances, we will take steps with the aim of ensuring your privacy is protected.


27.                    This Website may place and access certain Cookies on your computer.     Medical Record Collation uses Cookies to improve your experience of using the Website and to improve our range of services.  Medical Record Collation has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

28.                    All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

29.                    Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling Medical Record Collation to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

30.                    This Website may place the following Cookies:


Type of Cookie


Strictly necessary cookies

These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Analytical/performance cookies

They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies

These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region). By using the Website, you agree to our placement of functionality cookie.

31.                    You can find a list of Cookies that we use in the Cookies Schedule.

32.                    You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please see the help menu in your internet browser. You can switch off  Cookies at any time, however, you may lose any information that enables you to access the Website more quickly and efficiently.

33.                    You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

34.                    It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

35.                    For more information generally on cookies, including how to disable them, please refer to You will also find details on how to delete cookies from your computer.


36.                    You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

37.                    If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

38.                    Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

39.                    This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy policy

40.                    Medical Record Collation reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.  
 You may contact Medical Record Collation by email at


41.                    This privacy policy was created using a document from Rocket Lawyer (


This privacy policy was created on 11 August 2023.




Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.


Strictly necessary


We use the following strictly necessary cookies:




Our strictly necessary cookie is a type of cookie that is used by the website to function properly, without which the site would not work.


We use this session cookie to remember the user and maintain their session whilst they are using our website.





We use the following functionality cookies:




Our cookie allows the website to remember the user’s site preferences and choices they make on the site including username, region, and language.


We use this cookie to allow the website to provide personalised features like local news stories and weather if the user shares their location.





We use the following analytical/performance cookies:




Our analytics cookie is used to help collect data that allows us to understand how the user interacts with the website.


These insights allow services to both improve content and build better features that enhance the user’s experience.





Our Client Testimonials

I have been involved in personal injury work for at least 20 years, and have to say that the service you have provided to me in gathering, collating, organising, paginating and distributing the near 8000 pages of notes and records in my brain injury case has been phenomenal. You have performed this work exceptionally thoroughly and professionally. It has achieved a permanent resource to enable the matter to now proceed to the instruction of all relevant experts with ease and confidence. Thank you so much to you and all of your team of very keen and eager helpers to have put this whole package together. I will have no hesitation in either using you again, or recommending you to others.

Sefton Kwasnik Solicitor & Director, Ozon Law

I have deliberately not repeated the chronology in detail as this has been done very comprehensively in the chronology you have provided and I didn’t feel it would add to my report…. My final comment relates to the 7 files of paginated notes that accompanied this case. In over 10 years of medicolegal practice I have never seen such a well organised set of notes! Whether this was your firm or Huddersfield I don’t know but whoever did it deserves hearty congratulations. It certainly saved me hours.

Professor John MacFie Consultant Surgeon

MRC are a very approachable organisation to work with. From the initial call, collection and return of the records the experiences is a very pleasant one. The records are delivered on time, well ordered and experts have expressed their thanks to us for such easy to follow and well-presented documents. No task is too much even when having to print the records from disk and producing 23 lever arch files of records! MRC are quick and good value for money and will provide a cost estimate should you require one for insurance purposes. I would have no hesitation in recommending MRC’s services. Toby the dog is lovely too!

Julie Grayston Solicitor, Graystons

MRC are leaders in their field, providing a quality and reliable service. Medical records are always returned within agreed timescales and collated and paginated to a consistently high standard. MRC provide flexible terms at reasonable rates. I would not hesitate to recommend their service to other clinical negligence practitioners.

Anna Sari Solicitor, Morrish Solicitors

I just wanted to drop you a quick e-mail to say thank you… for all your amazing work since the lockdown in March. I thought your service was seamless during lockdown. Personally I found that there was no impact to my case load the records were paginated in a timely manner with your usual high standards. I am also grateful that when I was working remotely you arranged to have it delivered to my home office.

Tanzeela Aslam Solicitor , WHN Solicitors

I got the opportunity this morning of reviewing what you have sent back to me. My goodness! You have done an extraordinary job! Sending the records to you is one of the best things I have ever done. Instead of having about two thousand sheets in no particular sequence, order or category, I have them all now neatly ordered, categorised and indexed so that instead of trying to find a needle in a haystack I can instantly locate any particular record. Even better, you have prepared a chronology and have made initial observations which are absolutely invaluable. Now, instead of having to send a mass of documentation to Counsel to trawl through and advise on for the purpose of selecting the relevant medical experts, with all the difficulty, delay and expense that would have entailed, I can just send the pages containing the contents and index, the chronology, the schedule of radiology and your observations and if counsel then wishes to see any particular records they can be instantly accessed and forwarded. You have done all this quickly and for a very reasonable fee. You can be very proud of the service you provide! It is outstanding. I am extremely grateful to you.

Matt Nagle Solicitor, Matthew J.Nagle & Co Solicitors

I would like to say how impressed we are with your service. This is the first time myself (and a lot of parties in the case) have used a collation service and it has made the case a lot easier to run and ensured all parties and experts are in the right place when it comes to the records! Thank you also for always responding to me and the other parties so quickly and efficiently.

Naomi Ayodeji Solicitor , London Borough of Bexley

I believe that in a case where a colleague is being investigated for potential negligence it is mandatory to examine every record and to reference it in the report. Unless the documents are sent in a format that enables me to do this I devote double the amount of time, much of it secretarial rather than professional. I thanked Gregsons Quality Solicitors who had sent me extensive documentation that had been sorted, indexed and paginated better than I had ever previously encountered. I understand that this had been done by Medical Record Collation Ltd.

Hugh Whitfield Consultant Urological Surgeon

Sally Gordon is absolutely excellent at what she does. She is able to bring forth calm from the storm. She is able to take the most complex medical bundles which may be out of order, incomplete, illegible and confusing and present them in such a way that even a lawyer can understand them! She not only knows, presents and interprets what is there, but she also tells me what is not there that should be, where else to look and what to look for. I wish she was involved in all cases which are record-heavy. It would certainly be easier for the advisers. I find Sally’s confidential briefing note, (which often accompanies her records) extremely valuable, concise and relevant – not words usually associated with experts in other disciplines!! If the case is in a mess, I know Sally can sort it out. I have recommended her to many others

Richard A Hartley QC, Cobden House Chambers

Sally Gordon is absolutely excellent at what she does. She is able to bring forth calm from the storm. She is able to take the most complex medical bundles which may be out of order, incomplete, illegible and confusing and present them in such a way that even a lawyer can understand them! She not only knows, presents and interprets what is there, but she also tells me what is not there that should be, where else to look and what to look for. I wish she was involved in all cases which are record-heavy. It would certainly be easier for the advisers. I find Sally’s confidential briefing note, (which often accompanies her records) extremely valuable, concise and relevant – not words usually associated with experts in other disciplines!! If the case is in a mess, I know Sally can sort it out. I have recommended her to many others

Richard A Hartley QC, Cobden House Chambers

Thank you for collating our client’s medical records and having accessed them via the link to your portal, we are delighted with the result. You have done a fantastic job in a very quick turnaround time and we would like to thank you wholeheartedly for your efforts.

Adrian Ohio Managing Partner, House of Law

I confirm that I and my Clinical Negligence Team at Jobling Gowler have used the services of Medical Record Collation since its inception in March 2008 and for several years prior to that, we regularly instructed Sally Gordon in her previous partnership. I have always been pleased with the quality of the chronologies prepared by Medical Record Collation. I am also impressed with their service in terms of keeping to agreed delivery times and I would have no hesitation in recommending their services to other Solicitors.

Simon D L Gowler Solicitor and Partner, Jobling Gowler LLP

I just wanted to say that Gez who sorted the records has done an excellent job. The Memo she sent to me is extremely helpful raising a number of issues in addition to those I had already considered which I am now asking our Experts to comment on.

Julie Hardy Solicitor and Partner , Barratts Legal