Indigo Medical
Policies

Who we are and what we do
We, Indigo Medical, are an agency who provide our clients with services including documentation review, organising meetings for healthcare professionals, and the development of learning materials for use internally or with the wider healthcare community.

R2R Holdings Limited, trading as Indigo Medical, is registered in England and Wales with the company number 05355332. You can contact us:
By phone: +44 (0)1908 410 383
By email: info@www.indigomedical.co.uk
In writing: 2nd Floor, Vega House, Eastlake Park, Fox Milne, Milton Keynes MK15 0DF

In 2021, Indigo Medical became part of SCIRIS which is a global family of agencies delivering exceptional healthcare communications and consultancy services. SCIRIS connects best-in-class capabilities to achieve success across therapeutic categories and all phases of brand development through offering bespoke programmes in healthcare communications, health economics and outcomes research, creative and brand strategy, medical compliance and insights. Together, we are united by our ability to achieve intelligent solutions, inspired by science.

 

Privacy policy

Why we have a privacy policy
As part of our business, it is necessary to collect and process information such as names and contact details (known as personal data). Your personal data are protected by legislation such as the General Data Protection Regulation (GDPR) in the EU and UK Data Protection Act 2018 in the UK.
We take the management of your personal data very seriously and this privacy policy is provided to inform you about how we use the information that you provide us.

Why we need your personal data
We require personal data to conduct our business including the following examples:

• Setting up and using consultancy contracts between healthcare professionals and ourselves or our clients
• Organising attendance of medical meetings such as those that provide healthcare professionals with continuing medical education, or that support the internal training needs of our client’s employees
• Processing job applications
• Compliance with a law, process or regulatory requirement

The information that we collect and use
The data we require varies depending on the intended use, but we will only collect and process the information that we require to conduct our business. This includes the following examples:

• Name
• Email address
• Postal address
• Telephone number
• Job title and place of work
• Curriculum vitae
• Bank payment details

Some personal data are legally considered to be sensitive and are subject to additional safeguards. Sensitive data include: race, ethnic origin, genetics, health, sexual orientation, criminal convictions.

We do not normally collect or process such data except in specific circumstances. Examples of health information we may require includes allergy information to ensure that your dietary needs are met at a catered event, or if you have mobility restrictions that impact on your travel and accommodation arrangements.

How information is collected
We may collect data several ways, including by:

• Email
• Verbally
• Event registration forms
• Transferred to us via our clients or other third parties
• Hardcopy (e.g. a business card or CV)
• Publicly available records (e.g. Google, PubMed)
• Website analytics (e.g. Google, LinkedIn)

How information is shared
Indigo Medical will not sell or rent your personal information with anyone, but we may need to share your information with other third parties to allow us to fulfil our obligations to you. For example, we may share your information with a pharmaceuticals company to allow a contract to be drawn up, or with a logistics provider to arrange your travel to a meeting.

How your information is kept safe
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

Your rights
You have specific legal rights around your personal data and how we use it. Please bear in mind that some may not be actionable in specific circumstances. If you would like to discuss or exercise any of these rights, please get in touch with us using the details under the ‘who we are and what we do’ heading above.

Your legal rights under GDPR and Data Protection Act 2018:

To be informed
This Privacy Policy ensures that you are informed about how we will process your personal data.

To access
You have the right to access a copy of your personal data and receive certain information about what the data are and how and why we are processing it. Please note that we will require you to prove your identity before we disclose any information.

To rectification
If you feel that any of the information that we hold about you is incorrect, do let us know so that we can investigate it.

To erasure
You have the right to request that we delete your information and can discuss this with us at any time. You should know that there are some circumstances where we may need to keep your details, for example if it is necessary to comply with a legal obligation. If this situation occurs, then we will explain and discuss these circumstances with you.

To restrict processing
You can request that we restrict processing of your data as an alternative to deleting it – this means that we will keep the data but stop processing it for specific purposes.

To data portability
You have the right to request a copy of certain personal data to have it transferred to another organisation.

To object
You can also request that we stop processing your data under specific circumstances.

Where you can find further independent information
In the UK, the website of the Information Commissioner’s Office can provide further information on your rights and our obligations (www.ico.org.uk)

Updates to this policy
We may amend this privacy policy from time to time to reflect changes in the law or our privacy practices. Our website will always have the latest version of the privacy policy available.

DIVERSITY, EQUITY & INCLUSION POLICY

Policy Overview

The aim of this policy is to outline Indigo Medical’s commitment to complying with the Equality Act 2010, and to promoting diversity, equity, and inclusion across the Group and in our interactions with third-party clients and suppliers, as well as the wider society.

It is our belief that every person at Indigo Medical should be treated fairly and with the dignity and respect they deserve, regardless of their characteristics which may include those protected by UK Government legislation, as well as those that are not protected.  See definitions below for a list of characteristics.

Definitions

Diversity: This is a perceived difference in characteristics in comparison to another person or group.  Depending on their characteristics, each person will experience different privileges and non-privileges e.g., a black woman compared to a white man; or a poor old man compared to a rich young woman.

Equity:  This is an approach that ensures an individual’s needs are met.  This is opposed to people being treated equally which may not be applicable in all circumstances because often one person does not need what another person needs, for example, the way a person is managed or training opportunities may differ from person-to-person, depending on their needs.

With regards to reward, pay equity is equal pay for work of equal value; and equal pay for equal work addresses situations in which men and women do the same work.

Inclusion: This is an experience of authenticity where a person feels safe, seen, heard, respected, and engaged, regardless of their personal characteristics, while interacting with one or more people.  It is also the practice of providing equal access to opportunities and resources for people who might otherwise be excluded or marginalized.

Our Commitment

As a company, Indigo Medical has a responsibility to foster a culture where our staff can thrive; feel engaged and motivated to do meaningful work; feel valued; and add value through supporting personal growth, as well as that of the business and our clients.  With this in mind, we are committed to being proactive in our efforts to achieve the following:

• To create a safe space to openly discuss and raise awareness of diversity, equity, and inclusion across the company; what it means exactly; and how it affects each of us personally through our lived experiences. This can be achieved through training sessions as well as informal meetings.
• To safely discuss non-work topics such as gender, race, mental health, and discrimination, to remove stigmas, and encourage people to speak up and no longer cover aspects of themselves at work.
• To recognise, understand and celebrate our individual differences and contributions, so that we can foster an open, creative, and collaborative culture.
• Upskill Managers on how to manage themselves and others to prevent harassment, bullying, victimisation, discrimination, and promote positive employee experiences.
• Monitor the diversity of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religious beliefs, and disability etc. for reporting purposes; to improve diversity and business performance; and to help design and implement SCIRIS Group Environmental, Social & Corporate Governance (ESG) initiatives.
• Ensure all people are treated with dignity and respect throughout the entire employee lifecycle from recruiting and hiring; growing and keeping; and through to them leaving.
• Consider and include all the above in any employee engagement initiatives, incorporating them into action plans which will be created and agreed by Senior Management.
• Senior Management to be responsible for leading the implementation of any relevant actions, and for reviewing, evolving, and reporting on the outcomes.

The full Diversity, Equity and Inclusion Policy is available upon request.

Contact info@www.indigomedical.co.uk and a member of the team will get back to you.

SUSTAINABILITY POLICY

Policy Overview

Indigo Medical recognises that day-to-day business operations can impact on the environment both directly and indirectly.  We aim to protect the environment and combat climate change through good environmental management and by adopting best practice wherever possible.  We will work to integrate environmental considerations into our business decisions and adopt greener alternatives wherever possible.

As part of our commitment to reducing our environmental impact, we aim to continually improve our environmental performance as an integral part of our business strategy and operations, and this will be reviewed on an ongoing basis.  We will encourage third-party clients and suppliers and other external stakeholders to do the same.

Objectives

As a business, our main objectives are to:

• Comply fully with all legal requirements, codes of practice and regulations related to the environment that are relevant to our business operations.
• Prevent pollution to land, air, and water.
• Reduce water and energy use.
• Minimise waste and increase recycling where commercially possible.
• Identify and manage any relevant environmental risks and hazards.
• Involve third-party clients and suppliers and any other associated external stakeholders in the implementation of our objectives.
• Promote environmentally responsible purchasing.
• Provide suitable training to enable employees to deal with their specific areas of environmental control.
• Improve the environmental efficiency of our transport and travel.

Best Practice

During our business operations, and within resource constraints, we will improve our environmental performance by being proactive and demonstrating best practice in the following areas:

• Management
• Culture & Awareness
• Travel
• Office Management
• Procurement
• Office Supplies
• Energy and Water
• Paper

The environmental activities of Indigo Medical and all our employees will be reviewed regularly and if any related business issues are identified, actions will be devised and implemented by the Senior Leadership Team or designated other  to address these.

Our goal is for our environmental performance to be reviewed and improved upon on an ongoing basis, with a view to protecting the environment, our planet, and its people.

The full Sustainability Policy is available upon request.

Contact info@www.indigomedical.co.uk and a member of the team will get back to you.

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