Gynaecology Clinic London Privacy Policy

Data Privacy & Cookie Notice

Privacy Summary

At Gynaecology Clinic London, we take your privacy seriously and handle personal information responsibly. We collect only the information needed to respond to enquiries, assess your clinical needs, arrange care, provide treatment where appropriate, and manage your experience safely.

We do not sell your personal data. Information is only shared where necessary, such as with clinicians, hospitals, diagnostic providers, administrative systems, or where required by law. You have rights over your personal data, including the right to request access, correction, restriction, or deletion where applicable.

1. Introduction

This Privacy Policy explains how Gynaecology Clinic London (“we”, “us”, or “our”) collects, uses, stores and protects personal data when you use our website, contact us, make an enquiry, attend an appointment, or receive care through our services.

We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.

2. What Personal Data We Collect

Patients and Enquiries

To provide safe, appropriate and effective clinical care, we may collect personal information including:

• name, date of birth and contact details
• NHS number, where relevant
• medical history and health information
• details of your enquiry, consultation, investigation, treatment or care
• correspondence, appointment information and clinical notes
• emergency contact details
• payment and billing information, where applicable
• CCTV footage if you attend a clinic location where CCTV is in operation

Health information is classed as special category data under data protection law. This means it receives additional legal protection.

Website Users

When you visit our website, we may collect limited technical and usage information, such as:

• IP address and device information
• browser type and operating system
• website pages viewed
• time spent on the website
• referral source
• approximate location, language and preference settings

3. How We Collect Your Data

We may collect personal data in the following ways:

• directly from you, including through consultations, telephone calls, emails, online forms or appointment requests
• automatically through cookies, analytics tools and website tracking technologies
• from healthcare professionals, referrers, hospitals or diagnostic providers where relevant to your care
• from administrative or booking systems used to support our services

4. How We Use Your Personal Data

Clinical Care

We may use your personal data to:

• assess your enquiry, symptoms, condition or suitability for treatment
• arrange consultations, tests, scans, procedures or follow-up care
• maintain accurate clinical and administrative records
• communicate with you about your appointments, care and treatment
• support safe and appropriate medical decision-making

Clinical Data Sharing

Where it is necessary for your care, we may share relevant information with healthcare professionals and providers involved in your treatment. This may include consultants, hospitals, laboratories, imaging providers, diagnostic services or other clinical teams.

Information is shared securely and only where appropriate.

Administration and Legal Compliance

We may also use your information to:

• manage bookings, appointments and payments
• respond to enquiries
• maintain patient records
• meet legal, regulatory, professional and clinical governance obligations
• support patient safety, audit, quality assurance and service improvement
• manage complaints, queries or requests

Communication

We may contact you to:

• respond to enquiries
• provide information about appointments or services
• send relevant administrative or clinical information
• provide updates where permitted by law

Marketing communications will only be sent where we are legally permitted to do so. You may opt out of marketing communications at any time.

5. Who We Share Your Data With

We only share personal data where there is a lawful reason and it is necessary to do so. This may include sharing information with:

• treating clinicians and healthcare professionals
• hospitals, clinics, laboratories and diagnostic providers
• administrative, booking, IT and system providers
• payment processors, where applicable
• professional advisers, insurers or legal representatives where required
• regulators, public authorities or legal bodies where required by law

Any third parties processing data on our behalf are expected to handle information securely and in accordance with data protection law.

We do not sell your personal data.

6. How We Protect Your Data

We use appropriate technical and organisational measures to protect personal information from:

• unauthorised access
• accidental loss
• misuse or disclosure
• alteration or damage
• data breaches

These measures may include secure systems, restricted access, password protection, staff awareness, and appropriate procedures for handling personal and medical information.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary and in line with medical, legal, professional and regulatory requirements.

In general:

• medical records are usually retained for 8–10 years, or longer where required by law or clinical guidance
• enquiry information may be kept for a shorter period where no appointment or treatment takes place
• administrative, billing and communication records are retained only for as long as needed for legitimate business, legal or regulatory purposes

When information is no longer required, it will be securely deleted or anonymised where appropriate.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These may include the right to:

• request access to the personal data we hold about you
• ask for inaccurate or incomplete information to be corrected
• request deletion of your data where applicable
• restrict or object to certain types of processing
• withdraw consent where processing is based on consent
• request information about how your data is used

Some rights may be limited where we are required to retain information for medical, legal, regulatory or clinical safety reasons.

Requests will be handled within the required legal timeframes.

9. Legal Basis for Processing

We process personal data under one or more lawful bases, including:

• contract — to provide or arrange healthcare services
• legal obligation — to comply with legal, regulatory and clinical requirements
• legitimate interests — to operate, manage and improve our services
• consent — where consent is required for specific uses of data

Health data is processed under additional legal conditions that apply to medical care, healthcare management, diagnosis, treatment and the provision of health services.

10. Cookies

Cookies are small files placed on your device when you use our website. They help the website function properly and may also support performance, analytics and user experience.

We may use:

• essential cookies needed for the website to work
• performance cookies to understand how visitors use the website
• functional cookies to remember settings or preferences

You can manage or disable cookies through your browser settings. Some parts of the website may not function properly if essential cookies are disabled.

11. Data Security

We use secure systems and reasonable safeguards to protect personal information. However, no website, email system or digital platform can be guaranteed to be completely secure.

Please avoid sending highly sensitive medical, personal or financial information by unsecured email unless specifically advised to do so.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

13. Related Website Notices

This Privacy Policy should be read together with our Medical Disclaimer, Cookie Policy and any other relevant notices published on our website.

14. 
    Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data handling practices.

Please review this page periodically for the latest version.

15. 
    Contact

If you have questions about this Privacy Policy, how your data is handled, or if you wish to exercise your data protection rights, please contact:

Gynaecology Clinic London
10 Harley Street
London
W1G 9PF

Email: enquiries@gynaecologycliniclondon.co.uk
Phone: 0203 302 3631

Please do not send sensitive medical or financial information by unsecured email.