Our Privacy Policy

When you supply your personal details to this clinic they are stored and processed for 3 reasons:

1. We have a legal obligation to maintain medical notes in order to provide you with treatment. 

2. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. Under the GDPR, this is known as Legitimate Interest.

3. Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know.

We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.

Depending on when you have received treatment, your records are stored either on paper (appointments before Aug 2017) or electronically “in the cloud” (appointments since Aug 2017). Paper notes are kept in locked filing cabinets, and the clinic is always locked out of working hours. Electronic notes are maintained using a specialist medical records service. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected.

We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:

  • The medical records service who store and process our files 

  • Your practitioner in order that they can provide you with treatment (and if you agree to see a locum practitioner, they will also gain temporary access)

  • Administrative staff to organise practitioners’ diaries, coordinate appointments and reminders, bookkeeping duties, marketing purposes (but they do not have access to your medical notes, only your contact details).