The Archive Bureau (TAB) is owned and operated by the Medical Clerical Bureau Ltd (MCB), and The Archive Bureau is a trading name of the Medical Clerical Bureau Ltd.
The following Terms and Conditions are applicable to all users of this site as a data room, and by using the site and services, you are therefore agreeing to these current and future updates of our Terms and Conditions as well as the Privacy Policy.
Use of the Archive Bureau
TAB can be used by individuals or businesses to store files in various formats. These files are stored for archiving purposes or for transferring/sharing purposes.
Radiology (DICOM) files can also be viewed online through TAB’s radiology viewer.
The following activities are expressly prohibited without the Archive Bureau’s prior written permission: Any non-personal or commercial use; use of any robot, spider, other automatic device, or manual process to monitor or copy the website or any of its content; “mirroring” the website or any content on any other server; collection or use of product listings, descriptions, or prices for a supplier competitive or comparable products; and any action that imposes an unreasonable large load on the website or otherwise interferes with its functioning.
All copyright, database rights and other intellectual property rights in the site and the material available on the site belongs to the Archive Bureau, and the use of the site does not give users any proprietary rights in such materials.
Security
The Archive Bureau is committed to ensuring the highest level of security for the data stored on its site. As part of the Medical Clerical Bureau, it is registered under the Data Protection Act 2018 and is compliant with ISO 27001, having put in place suitable physical, electronic and managerial procedures to safeguard and secure the data stored and the information collected. All data and all back-up systems are based in the UK.
Access to the Archive Bureau
The TAB data room is only accessible with an invitation, either from MCB or from a representative of an instructing firm who has agreed Terms and Conditions of working with MCB.
If you receive an invitation to access TAB, your login will be your chosen email address. You will choose your own secure password, and it is recommended that a complex password is used. Your password is unknown to MCB/TAB staff and to the instructing firm; it should not be passed to a third party. If you become aware that your access details have been shared or compromised, you must notify both MCB and the instructing firm immediately.
An instructing firm may at any time suspend or withdraw all or any part of the Archive Bureau service to any user that it has granted access to. This may result in the inability to access any account which you have registered or have access to.
MCB reserves the right to suspend or withdraw the ability of anyone to access the Archive Bureau, if it is believed that TAB has been used contrary to this Policy or if any outstanding amount is overdue by the instructing firm.
Access to Data on the Archive Bureau
Access to the Archive Bureau website does not automatically grant access to data stored therein. Data must be shared with you; the sharing of data will be compliant with all relevant data protection laws which will be assured by the instructing firm in partnership with MCB.
Materials found on TAB may contain highly confidential data, e.g. data that can identify a person, names, addresses, contact details, date of births and job titles, religious persuasion, ethnic details and criminal records. You must treat all the data on TAB as highly confidential and not disclose in part or in whole any information to a third party.
All files stored on The Archive Bureau can also have individual passwords which are randomly generated by Medical Clerical Bureau. Without the correct password, the file is completely unreadable and will be inaccessible. Files can be uploaded to The Archive Bureau unencrypted, however this will normally only be done at the request of the client.
Your Access to Uploaded Files and Creating Guest Users
The files uploaded to your account are for your own personal use, and/or to allocate to guest users either indefinitely or for a limited period of time. We do not recommend that you share your username and password with another person or with multiple users on this website, as each registration is only to be used by the person named in the User Name field.
You are responsible for the guests allocated to have access to your files and their use of the downloaded documents. The Archive Bureau is not liable for any personal information, the content of the scanned documents, the contents of the commenting on interactive documents, the attachment of dictation or other files attached to the scanned documents or for anyone accessing this information legitimately on our site from the creation of a company, client or guest account.
When a new guest account is created, an email is sent to the individual in order to set up their own password. The name of the person allocating access to their files appears on this email so that the recipient is aware of who is giving them access. If they receive an email from a client they do not recognise they should notify The Archive Bureau that the email has been sent to the wrong email account. However, the Company or Client enabling access is responsible for entering the correct Client/Guest name and their correct e-mail address when creating Clients/Guests and allocating access to files.
Uploading to TAB
Every piece of data on the Archive Bureau is labelled with its data Owner, which is usually the instructing party.
If you have an account that allows you to upload to TAB, you must do so in accordance with the terms set out in this policy. You ensure that any files/information uploaded are not of illegal material and are for the sole purpose of your firm’s use.
You retain ownership of all material uploaded to TAB; you are responsible for its content, period of time that it is uploaded and who has access to it. MCB will assist with the sharing of such files at the request of its owner.
Data Retention and Deletion
Although the data Owner has the ability to delete its own data and is responsible for instructing MCB in how their data is managed, MCB accepts the responsibility of having TAB reviewed at regular intervals for matters that should no longer be live and hosted on the Archive Bureau.
Third Party Access to Files
Any agent or third party working for The Archive Bureau will not be given access to the content of data unless it is anonymised and/or permission has been given by the client.
Downloading, printing and making copies of materials
Once files have been received from the Archive Bureau, responsibility rests with individual User for ensuring passwords remain secret and files remain secure. We advise against opening files on systems that may lack adequate protection by way of antivirus, antimalware or firewall software, or on public systems or other systems not under the direct control of the end user or company concerned.
By accessing TAB, you have been given permission by the instructing firm to download, print or make copies which are made available to you on your account solely for the purpose of fulfilling your obligation to the client.
You should inform MCB immediately if you have access to materials on TAB that you have not been instructed on.
By downloading, copying or printing any materials from TAB, you will be solely responsible for such documents and for ensuring they are stored securely.
Upon completion of your work for the instructing firm, you must as soon as possible delete any digital copies downloaded from TAB off of your computer. This also includes files within the temporary download folder as well as any other locations the files have been saved too or any other computers they have been accessed on. Any hard copies printed, copied must be securely shredded and disposed off in the correct manner unless your own terms and conditions state that you may hold onto the information for a set period and the instructing firm has agreed to this.
Access to users from outside the UK is permissible, however TAB does not take responsibility for granting access to data that could be downloaded onto their local servers. The User is responsible for compliance with laws regarding access to data.
What information we collect from you
When you are invited to create an account on TAB, we require:
- Your full name.
- Your email address.
- Your role in the matter (e.g. instructing solicitor, defendant, etc).
This information is used by our company for the purposes of setting up the account and ensuring data will be shared to the correct user account.
For all accounts set up by MCB, these details are also stored on our internal database to register your contact details and record access to the data stored on TAB. The information is not disclosed to any third party but may be used for our company’s own marketing purposes or to send out updates on important information about the use of the site.
If you do not wish to receive any marketing communication from MCB/TAB, please email the Archive Bureau at services@archivebureau.co.uk, stating that you wish to have your details removed from our marketing/User Group list.
Medical Experts are invited to publish their CV for perusal by instructing firms in TAB’s Expert Directory.
- Your computer’s Internet Protocol address and browser type.
- Date and time of security actions taken, including the activation of your account, logins (both failed and successful), password reset requests and logout times.
- Date and time of CMS actions, including file additions, updates, deletions and movement.
- Date and time of notification actions, which include contacting other users through TAB to notify them of available files, to reset their passwords or to activate their accounts.
The above information may be used for the following reasons:
- Improvements of the TAB system to provide better services for all users.
- Resolving technical and/or access problems of a user.
- Record keeping for ourselves and our instructing clients, including the date and time of logins relating to their matters.
Updating Your Information
You may correct some of your information through your TAB Account, such as your email address and your guest information. You may also use the Forgotten Password Option on our website by following the links and instructions. To correct any other information, please contact us by telephone or email.
Controlling Your Personal Information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. Specifically, in compliance with Laws and Law Enforcement, the Medical Clerical Bureau will co-operate with government or law enforcement officials to enforce and comply with the law. We will disclose any information about you to government or law enforcement officials, in our sole discretion, believed to be necessary or appropriate to respond to claims and legal process (including but not limited to a summons), to protect the property and rights of the Medical Clerical Bureau or a third party, to protect the safety of the public or any person, or to prevent or stop activity we may consider to be, or to pose a risk of being illegal, unethical, inappropriate or legally actionable.
Business Transfer of Information
The Archive Bureau may sell, transfer or otherwise share some or all of its assets, including your Personal Information held by the Archive Bureau, in connection with a merger, acquisition, reorganisation or sale of assets or in the event of bankruptcy. If such changes take place, all the registered clients of the Archive Bureau will be notified.
Service Availability and Limitation of Liability
We aim to ensure the continuous 24/7 availability of this website and its services. However, the Archive Bureau accepts no responsibility for direct, indirect, special, incidental, consequential or punitive loss or damage caused by interruptions, delays or inability to use or access any part of the website or the stored files, however caused or under any circumstances, in respect of any claims or damages. Therefore, you use or access this website and its files at your own risk. We also reserve the right to alter the design or specification of the site at any time.
Opening Hours
If you have any questions regarding this Policy or the use of the Archive Bureau, please email us at
services@archivebureau.com
Email or telephone communication is normally answered between 8:30am and 5pm, Monday to Friday, and our offices are open for deliveries and collections between those times. Due to the nature of our work, the offices are not open to the general public and visitors should schedule an appointment in advance.
Complaints
You can complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, Cheshire.
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Governing Law
These Terms and Conditions shall be interpreted in accordance with English/UK Law and/or any European Law that is applicable to UK legislation. All disputes shall be decided by the English courts.
Term of This Policy Statement
This policy was written on 1st October 2012 and was last reviewed on 20th March 2022.
We will not be liable for any loss or damage arising out of or in connection with any use of the Archive Bureau which is inconsistent with this Policy. The Archive Bureau is not for use to anyone under the age of 18. By accepting this policy and its terms herein you are confirming you are aged 18 or over.
If you continue to use the Services following a change you will be deemed to have accepted the change.