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Privacy Policy

Privacy Policy – Hainault Health Clinic

Effective Date: 19/10/2025 

Hainault Health Clinic (“we”, “our”, “us”) is committed to protecting the privacy and security of your personal and health-related information. This Privacy Policy explains, in detail, how we collect, process, store, and share your data, as well as your rights under UK GDPR and the Data Protection Act 2018.

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By using our website www.hainaulthealthclinic.co.uk , booking appointments, or interacting with our services, you consent to the practices described below.

Appendix

1. Information We Collect

We collect and process a variety of information depending on the services used. This includes:

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a. Personal Identifiable Information (PII):

  • Full name, date of birth, gender.

  • Home address, phone number, and email address.

  • Emergency contact details.

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b. Health Information:

  • Medical history, past diagnoses, and ongoing treatments.

  • Medications, allergies, test results, scans, and imaging.

  • Consultation notes, lifestyle details, and mental health information.

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c. Website Usage Data:

IP address, device type, operating system, browser type.

  • Pages visited, time spent on the website, and interactions with forms.

  • Referring website, search queries, and cookies (see Cookies Policy).

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d. Financial and Billing Information:

  • Payment method, card or bank details (securely processed through third-party payment providers).

  • Billing history, invoices, and insurance claims.

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e. Communication Data:

Emails, phone calls, live chat, or online forms submitted to the clinic.

  • Feedback, complaints, or queries.

  • Explanation: Collecting this information allows us to provide safe, effective healthcare services and comply with legal obligations while maintaining patient confidentiality.

2. How We Use Your Data

Your data is processed for the following purposes:

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a. Providing Healthcare Services:

  • Assessing, diagnosing, and treating medical conditions.

  • Recording consultation notes and monitoring progress.

  • Communicating test results or treatment plans.

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b. Administrative Purposes:

  • Managing appointments, reminders, and follow-ups.

  • Billing, insurance claims, and financial reporting.

  • Clinic operational planning and resource allocation.

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c. Legal and Regulatory Compliance:

  • Maintaining accurate medical records as required by law.

  • Reporting to regulatory authorities in the case of communicable diseases, safeguarding, or mandatory notifications.

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d. Research, Audits, and Quality Improvement:

  • Anonymized data may be used to improve services, develop treatment protocols, or conduct internal audits.

  • Patient-identifiable data will only be used for research with explicit consent.

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e. Marketing and Communications (Optional):

  • With explicit consent, we may send newsletters, service updates, or promotions.

  • Users can withdraw marketing consent at any time.

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Example: If a patient consents, they may receive an email about new physiotherapy programs. If consent is withdrawn, no further marketing emails are sent.

3. Legal Basis for Processing Data

Under UK GDPR, we process data based on the following legal grounds:

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  1. Consent: When patients voluntarily provide information for marketing or optional services.

  2. Contractual Necessity: Processing data to provide healthcare services, schedule appointments, and issue invoices.

  3. Legal Obligation: Keeping medical records, reporting certain diseases, or complying with regulatory audits.

  4. Legitimate Interests: Improving clinic operations, ensuring website security, and evaluating service quality.

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Explanation: We must always identify and document the lawful basis for processing personal and health data.

Appendix

4. How We Share Your Data

We do not sell or rent personal data. Data may be shared in the following situations:

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  • Healthcare Providers: Other clinicians or specialists involved in your care, such as lab technicians or physiotherapists.

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  • Regulatory Authorities: When required by law, such as NHS reporting, safeguarding concerns, or public health notifications.

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  • Service Providers: IT vendors, cloud storage providers, or secure email services, all under strict confidentiality agreements.

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  • Legal Requests: Courts, law enforcement, or insurance claims where legally mandated.

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Example: A blood test report may be shared with the relevant lab and your GP for treatment purposes, but never publicly.

5. Data Security Measures

We implement comprehensive security measures to protect your data:

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  • Digital Security: Encrypted storage, strong access controls, two-factor authentication for staff accounts, and secure backups.

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  • Physical Security: Locked filing cabinets, secure storage of paper records, and restricted access to clinical areas.

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  • Staff Training: All staff are trained in confidentiality, GDPR compliance, and secure data handling.

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  • Regular Audits: Routine checks to ensure compliance with privacy and security standards.

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Explanation: Security measures prevent unauthorized access, accidental loss, or breaches of sensitive information.

6. Data Retention

We retain your data only for as long as necessary:

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  • Adult Records: Minimum of 8 years from the date of last treatment.

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  • Child Records: Until the patient reaches at least 25 years of age.

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  • Billing Data: Retained according to financial regulations (usually 7 years).

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  • Research/Anonymized Data: Retained indefinitely if anonymized and unidentifiable.

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Example: A patient treated in 2015 will have records stored until at least 2023.

Appendix

7. Patient Rights Under GDPR

Patients have the following rights regarding their data:

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  1. Right to Access: Request a copy of all personal and health data held.

  2. Right to Rectification: Correct any inaccurate or incomplete information.

  3. Right to Erasure: Request deletion of data when not legally required to retain it.

  4. Right to Restrict Processing: Limit how your data is used for specific purposes.

  5. Right to Data Portability: Receive a copy of data in a structured, machine-readable format.

  6. Right to Object: Object to certain processing, including marketing or profiling.

  7. Right to Withdraw Consent: Revoke previously given consent for optional processing.

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Contact: Submit requests via email to [Insert Email] or in writing to the clinic address.

8. Children’s Data

  • Patients under 16 require parental or guardian consent for data collection.

  • Data collected for minors is strictly limited to what is necessary for care.

  • Special attention is paid to safeguarding and confidentiality.

9. International Data Transfers

If data is transferred outside the UK or EU:

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  • Only to countries with adequate data protection measures.

  • Secure transfer protocols (such as encryption) are always used.

  • Explicit consent is obtained when necessary.

10. Updates to This Privacy Policy

  • The policy may be updated periodically to reflect legal, operational, or technological changes.

  • Updated versions are posted on the website with the effective date.

  • Users are encouraged to review the policy regularly.

11. Contact Information

For queries, complaints, or GDPR requests:

Email: admin@hainaulthealthclinic.co.uk
 

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