GDPR – Private Policy

Privacy Policy

Last updated, 25/05/2018

Fit 2 Fly Medicals (“us”, “we”, or “our”) operates the website (the “Service”).  All medicals from flying to transport medicals are used under the name of Fit 2 Fly Medicals.

This page informs you of our policies regarding the collection, use and disclosure of Personal Information when you use our Service.

We will not use or share your information with anyone except as described in this Privacy Policy.

We at Fit 2 Fly medicals believe that our customers should always know what data we collect from you and how we use it.  We value your privacy and want you to understand the choices and control you have over your information.

In line with the new data protection laws, the EU General Data Protection Regulation (GDPR), which is in force from 25th May 2018, we have updated our private policy in order to empower you to make the best decisions about the information that you share with us.

There’s nothing you need to do – you’re all set. But we do encourage you to take a look at the revised policy to see how we protect your information and your rights under the GDPR. 

The key updates to this private policy are as follows:

  • Transparency – we have added details about the information we collect and also how we use that information.  The choices and control you have over your information.       When and with whom we share information with.
  • Functionality – we may provide you with the ability to access and request deletion of your personal information.

Please read the updated Private Policy and do not hesitate to contact us if you have any questions.

Thank you for your trust and for using Fit 2 Fly Medicals.

We use your Personal Information for providing and improving the Service.  The meaning of Service is the booking system on, this is present online using the booking form, it also includes any direct email or via the telephone.  Once we do receive details from any means of booking a medical, you are considered a customer and we have a legitimate interest under GDPR regulation to keep in touch with you. In the paragraph below we explain what your data will be used for including what we collect, why we collect information, how we store and use information and when and whom we share it with.


We require adequate information to prepare your documents and provide you with your very own personalised folder before you visit the Health Centre.  By using the Service, you agree to the collection and use of information in accordance with this policy.  We ask for specific information that is only needed by Fit 2 Fly Medicals, specific information included name, email address, telephone number, if you have had a medical at Fit 2 Fly medicals before; and for flying medicals, date of birth and pilot number.

The flying medicals include Class 1, Class 2, Class 3 (Air Traffic Controllers), Light Aircraft Pilots Licence and Cabin Crew medicals.

For every medical at Fit 2 Fly Medicals we require a proof of ID, whether this being a passport, driving licence or birth certificate. Under the new GDPR rules we have to record the specialised numbers on any of these forms of ID and this will be placed in your medical folder. This information is needed in order to positively identify each examinee in line with CAA and DVLA regulations.  We do not photocopy any form of ID.

Each individual medical will require forms to be completed.  This will involve personal data and depend on the medical you are undertaking.  This information must be completed and can be kept by Fit 2 Fly Medicals as it is for the sole benefit of direct examinee care and is for specified, explicit and legitimate purposes.  It will all be processed in a manner that ensures appropriate security of the personal data.

You can ask for copies of the records we hold of you and we must comply within a month and there is no fee.  You also have the right to have any errors in your personal information corrected.  You can request to have your personal information deleted (or altered so that you are not identifiable) or to restrict the ways in which we use your information – but in either case, only under specific circumstances prescribed by law.


The information that we have for you will only be intended for the sole benefit of yourself. This will be in regards to having information readily available when you book your next medical so you are not left repeating information as before. In regards to reminder emails which will be sent out 45 days before your medial runs out in order to avoid any disappointment (please note we are working on this at this present moment in time). If you would not like to receive any reminder emails please contact us as soon as possible via the website, direct email or telephone under the ‘contact us’ menu tab.

The information obtained will also be used for AME online – for first time flyers all AME’s are expected to load the results of medical assessments directly into the CAA’s Medical Administration Records System.  This is also needed for returning examinees too in order to produce the CAA certificate.


All information will be stored on an Excel spreadsheet and only accessed by us at Fit 2 Fly Medicals. It is stored on a password protected desktop computer. The information is not needed for any other intention than to help you book your medical as efficiently as possible and make your process as seamless as possible.

Your information will only by used by the team at Fit 2 Fly medicals. That will be Dr A. Wallis, Rachel Sabin and Katie Bugby. The information will hold solely about you will also only be used by ourselves in reminder emails or stored on the spreadsheet ready for the booking of your next medical.

Other medicals we undertake such as; Taxi, HGV, PSV, PCV, MSA, Horse Riding, Balloon medicals require less data capture due to information not having to be processed through the Civil Aviation Authority’s AME Online system.

All medicals that are taken out at Fit 2 Fly medicals are filed in folders. These files are then sorted before being filed. The term sorted means that they will have all of the required information inside and proof the medical went ahead and copies of the examination should it be needed for auditing reasons at any point, this will all be filed in a neat and orderly fashion. The folders are kept in alphabetical order in a secure locked room in locked cabinets and Fit 2 Fly Medicals employees only will have access to these files.

If you decide to pay for a medical via this website, it is through Paypal.  PayPal’s website is secure and encrypted. As long as you have a secure connection to the legitimate site, any information you exchange is hidden from prying eyes.  Paypal automatically encrypt all sensitive information sent between your computer and their servers.


We will never share your information with any other third party. The information is shared between Fit 2 Fly medicals and yourself. It will be solely used for Fit 2 Fly Medicals only and kept on a spreadsheet as described above. We share the information between the team at Fit 2 Fly Medicals and yourself only. For instance we will send you a confirmation email of your booking which will be stored in the secure spreadsheet and used by us to send to yourself.

You always remain in control of your data as it is kept secure. When booking a medical at Fit 2 Fly medicals online you have the option of entering additional information, in this box you can tell us if you do not want to keep your information on file for instance and after your medical has taken place we will delete all information we have that is yours. You can also do this when booking via email or via the telephone.

The one other time your information will be sent via email is to the CAA, this applies to Class 1 pilots and is because the CAA require a copy of every single ECG that takes place. It will be sent In the form of a PDF and the PDF will not be renamed i.e. it will have just the usual 10 number.pdf and not the name, pilot number or date of birth of the pilot visible or any other secure information, this will only be visible within the email body text itself.  These emails are also sent via a account.  This means the emails are secured and ‘automatically’ protected.

We also send text reminders but this is only if requested.  the SMS messages are short, concise and only mean something to the recipient.

Please note we do not send any faxes as this is deemed not to be data compliant.  We only send out blank medical forms via post if requested i.e. an examinee does not have access to an email address.


If you have had a medical with us before and do not wish us to keep any information on file for you or you do not wish to be sent any reminder emails, please do not hesitate to contact myself Katie on 01789 763060 option 5 or you can contact myself via email, whichever is easiest for you.  These requests will be dealt with under the GDPR rules.

Complaints And Suggestions

We strive hard to ensure that everyone receives quality care and services, we welcome any suggestions or comments you may have that may improve the service offered. Should you feel your needs are not being met we welcome the opportunity to discuss this with you. Please contact us under the ‘contact us’ tab.

Zero Tolerance

We uphold a zero tolerance policy. Any patient who is violent and/or abusive to doctors, health care professionals or any member of staff will not be seen.

Information Collection And Use

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to, your name, phone number, email address, other information (“Personal Information”).  This information will be kept only with ourselves at Fit 2 Fly Medicals.  This has been described previously above.

Links To Other Sites

Our Service contains links to other sites that are not operated by us.  However, the directed website is the Civil Aviation Authority website CAA and also the General Medical Council.

Assessment of Children’s Privacy for aviation medical certification

There is no minimum age for application for an EASA medical certificate (Class 1, 2 or Light Aircraft Pilot’s Licence (LAPL)).  FCL.020 states the following minimum ages for solo flight: 14 for sailplanes and balloons and 16 for aeroplanes, helicopters and airships.

Governing consent in children under the age of 16 years there is clear case law.  AMEs should follow the guidance on obtaining appropriate consent in:

1) Consent: Patients and doctors making decisions together, General Medical Council 2008 and

2) 0-18 years: guidance for all doctors, General Medical Council 2007, particularly the section Making Decisions (paragraphs 22-41).

Legal jurisdiction

Fit 2 Fly Medicals website operates under the new EU General Data Protection Regulation.

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us under the ‘contact us tab’ on the menu of this website.