Privacy Policy

Last updated 5/9/25 

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Our contact details 

Name: The Holistic GP Clinic 
E-mail: info@holisticGPclinic.co.uk 
www.theholisticGPclinic.co.uk 

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1. The type of personal information we collect 

We may collect and process the following types of information: 

• Name, date of birth, address, telephone number, email address. 

• Medical history, consultation notes, test results, lifestyle and nutrition information, and other health data you provide. 

• Payment details (credit/debit card information and/or other payment information). 

• Billing and delivery address. 

• IP address, cookies and online identifiers when you use our website. 

• Any other personal information you choose to provide when you contact us. 

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2. How we get the personal information and why we have it 

Most information is provided directly by you when you: 

• Register as a patient. 

• Complete health questionnaires. 

• Book and attend consultations. 

• Contact us by phone, email, or online forms. 

We may also receive information from: 

• Other healthcare providers (e.g. GP, hospital, laboratory) where you have consented or where it is necessary for your care. 

• Safeguarding or emergency services if there is a risk of harm. 

 

3. Our lawful basis for processing 

Under the UK GDPR, the lawful bases we rely on are: 

• Article 6(1)(e): Processing necessary for the performance of a task in the public interest (healthcare). 

• Article 9(2)(h): Processing necessary for the provision of health or social care, medical diagnosis, or management of health systems. 

For non-clinical communications (such as newsletters or promotions), we rely on your explicit consent. 

 

4. How we use your information 

We use your information to: 

• Provide safe, effective healthcare and nutrition services. 

• Maintain accurate medical records. 

• Process bookings, payments, and invoices. 

• Communicate with you about appointments, test results, and your care. 

• Share relevant information with your GP or other healthcare providers, where clinically appropriate. 

• Fulfil our legal and regulatory obligations (e.g. CQC, GMC, safeguarding). 

• Conduct clinical audit, quality improvement and anonymised research for governance purposes. 

• Respond to complaints or incidents. 

• Improve our website and personalise online content. 

• Send you marketing updates (only if you opt-in). 

 

5. Sharing your information 

We will only share your information when necessary and lawful. This may include: 

• Your GP or other healthcare providers involved in your care. 

• Laboratories or pharmacies where required for your treatment. 

• Safeguarding authorities or emergency services if there is a risk of serious harm. 

• Regulatory bodies (e.g. GMC, CQC, ICO) if required by law. 

• Service providers who support our clinic (e.g. IT, payment systems) under strict confidentiality agreements. 

We will never sell or lease your information to third parties. 

 

6. Data security 

• Records are stored securely using encrypted, access-controlled systems. 

• Paper records (if used) are locked and accessible only to authorised staff. 

• We regularly review and audit our data security arrangements. 

 

7. How long we keep your information 

• Adult medical records: 8 years after your last contact. 

• Children’s records (not applicable to our clinic, as we do not treat under-18s): until the patient’s 25th birthday. 

• Financial/transaction data: 6 years (for HMRC requirements). 

• Website/cookie data: usually up to 2 years. 

After these periods, records are securely destroyed. 

 

8. Your data protection rights 

Under UK GDPR you have the right to: 

• Access your records. 

• Request correction of inaccurate or incomplete information. 

• Request deletion (in some circumstances). 

• Restrict or object to processing (where lawful). 

• Request transfer of your data (data portability). 

Requests should be sent to info@holisticGPclinic.co.uk. We will respond within one month. 

 

9. Marketing communications 

We will only send you newsletters, clinic updates, or offers if you have opted in. 
You can withdraw consent at any time by clicking “unsubscribe” in emails or contacting us. 

 

10. Cookies and website use 

Our website uses cookies and analytics tools to: 

• Improve site functionality. 

• Monitor usage patterns. 

• Pre-fill online forms to improve efficiency. 

You can control cookies through your browser settings. 

External links on our website may direct you to other sites; we are not responsible for their privacy practices. 

 

11. Complaints 

If you have concerns about how we use your information, please contact us at: info@holisticGPclinic.co.uk. 

You may also complain to the ICO: 

Information Commissioner’s Office 
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 
Helpline: 0303 123 1113 
www.ico.org.uk 

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