Confidentiality & Non-Disclosure Policy

Ashley James Medical (Pre-Hospital Emergency Care)

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1. Purpose and Scope

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Ashley James Medical (“the Provider”) delivers professional pre-hospital medical, clinical, and consultancy services to a diverse range of clients, including private individuals, corporate entities, VIPs, and Ultra-High-Net-Worth (UHNW) persons.
 

Because these engagements often involve sensitive information, maintaining the highest standards of confidentiality and discretion is a fundamental condition of employment, contracting, and service provision.

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This policy applies to all staff, contractors, volunteers, and agents engaged by Ashley James Medical, whether permanent, temporary, or freelance.

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2. Commitment to Confidentiality

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Ashley James Medical is committed to absolute confidentiality in all matters concerning our clients, their guests, operations, and any associated medical, personal, financial, or logistical information.

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All information obtained during service delivery must be treated as strictly confidential, regardless of format (spoken, written, electronic, or observed) and regardless of whether the client has signed a separate Non-Disclosure Agreement (NDA).

 

This obligation applies before, during, and after any period of engagement with the Provider.

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3. Definitions

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Confidential Information includes, but is not limited to:

• Personal and medical details of clients or patients

• Client identity, location, travel plans, and movements

• Business, financial, or family information

• Operational, security, or logistical details of events, productions, or private residences

• Communications, images, or recordings taken or observed while on duty

• Any other non-public information obtained in the course of work

 

Disclosure means sharing, publishing, transmitting, or otherwise making information accessible to any unauthorised person.

 

4. Obligations of Staff and Representatives

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All personnel must:
4.1 Treat all information as confidential and share it only with authorised persons who need it for legitimate operational, clinical, or safety purposes.
4.2 Never discuss client information with third parties, colleagues not involved in the assignment, or on social media.
4.3 Not record, photograph, or film any aspect of a client, their property, or their activities without explicit written authorisation.
4.4 Securely handle and store all written, electronic, and verbal information in line with our Data Protection and GDPR Policy.
4.5 Return or delete all confidential data upon completion of an assignment or when requested.
4.6 Report immediately to management any suspected or actual breach of confidentiality, data loss, or unauthorised disclosure.

 

5. Exceptions and Legal Disclosures

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Confidential information may be disclosed without consent only when:

• Required by law, court order, or lawful request by regulatory authorities;

• Necessary for the protection of life or to prevent serious harm;

• Required by safeguarding or mandatory reporting duties involving vulnerable persons.

 

In such cases, only the minimum necessary information will be disclosed, in line with the Caldicott Principles, and recorded appropriately and in-line with local policies.

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6. Non-Disclosure and Client Agreements

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6.1 This policy operates alongside any specific Non-Disclosure Agreements (NDAs) or confidentiality clauses signed by the Provider or its personnel.
6.2 Where a client requires an additional or bespoke NDA, this policy applies in addition to, not in place of, that agreement.
6.3 Staff and representatives must familiarise themselves with any client-specific confidentiality requirements before commencing work.

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7. Breach of Confidentiality

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7.1 Any breach or suspected breach of this policy—intentional or accidental—will be treated as a serious disciplinary matter and may result in termination of employment or contract, legal action, or referral to regulators.
7.2 Ashley James Medical reserves the right to seek legal remedy or compensation for damages, financial losses, or reputational harm resulting from unauthorised disclosure.

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8. Duration of Obligation

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The duty of confidentiality and non-disclosure continues indefinitely, including after employment, contracts, or assignments have ended.

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9. Enforcement and Acknowledgement

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All staff, contractors, and associates must read, understand, and sign a Confidentiality Acknowledgement Form confirming agreement to this policy as a condition of engagement.

Managers are responsible for ensuring compliance and providing refresher guidance as required.

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10. Related Policies

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This policy should be read in conjunction with:

• Data Protection & GDPR Policy

• Privacy Policy

• Safeguarding Policy

• Disciplinary Procedure

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11. Contact

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For questions or to report a potential breach of confidentiality, contact:

Data Protection & Compliance Officer
Ashley James Medical (Pre-Hospital Emergency Care)
Email: info@ashleyjamesmedical.org.uk
Address: 27A Pearson Road, Arundel, West Sussex, BN18 9HP, England, UK

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© Ashley James Medical (Pre-Hospital Emergency Care)
Confidentiality & Non-Disclosure Policy – All Rights Reserved
Last Updated: November 2025

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