Privacy Policy

Privacy Policy

1. Introduction

The Private Doctors (“we”, “our”, “us”) is committed to upholding the highest standards of patient confidentiality and data protection in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant UK healthcare regulations.

This Privacy Policy explains:

What personal data we collect and how we obtain it.

How we process, store, and safeguard your information.

Your legal rights regarding your personal data.

How you can contact us with any concerns.

By using our services, you agree to the terms outlined in this policy.

2. What Information We Collect

To provide high-quality medical care and ensure regulatory compliance, we may collect and process the following types of personal and sensitive information:

2.1 Personal Identification Information

Full name, date of birth, gender, and contact details (address, phone number, email).

Emergency contact details and next of kin.

Identification documents such as passports or driving licences (if required for verification).

2.2 Medical and Health Information

Your medical history, including pre-existing conditions, allergies, and medications.

Details of consultations, diagnoses, test results, prescriptions, and treatment plans.

Referrals to and from other healthcare providers or specialists.

Any information provided to us through discussions with healthcare professionals, online forms, or medical assessments.

2.3 Payment and Financial Information

Bank details and payment information for billing purposes.

Details of health insurance (if applicable).

Invoice records for private healthcare services rendered.

2.4 Communications and Preferences

Records of emails, phone calls, letters, and online messages between you and The Private Doctors.

Your communication preferences, including consent for receiving appointment reminders or service updates.

2.5 Technical and Website Data

IP address, device information, and browsing history on our website (where applicable).

Information collected via cookies and tracking technologies to enhance user experience.

3. How We Collect Your Information

We obtain personal data in the following ways:

3.1 Directly from You

We collect your personal information when you interact with us in the following ways:

By phone: Calls may be recorded or monitored for quality assurance, compliance with legal regulations, and internal training.

By email: Any correspondence sent via email may be stored and used for reference in service provision.

Through our website: Information collected via web forms, web chats, and virtual assistants.

Through our mobile apps: Data provided when using any The Private Doctors applications.

By using our products and services: Details collected during your engagement with our healthcare services.

By post: Any information sent via physical correspondence.

By completing forms: Such as application forms, registration documents, or medical questionnaires.

By entering competitions or promotional activities.

Through social media: If you interact with us via platforms such as Facebook, Twitter, LinkedIn, or Instagram.

Face-to-face: When attending appointments, consultations, or treatments at our facilities.

3.2 From Third Parties

With your consent, we may receive information from:

Other healthcare providers, such as your GP, consultants, or specialists.

Laboratories and diagnostic centres.

Insurance providers handling medical claims.

Regulatory authorities or governing bodies.

4. How We Use Your Information

We will only use your personal data where legally permitted and necessary for:

4.1 Providing Healthcare Services

Diagnosing, treating, and managing medical conditions.

Prescribing and administering medication.

Conducting medical assessments and investigations.

Liaising with other healthcare professionals for continuity of care.

4.2 Appointment and Administrative Management

Scheduling and confirming appointments.

Sending reminders and follow-up correspondence.

Managing cancellations or rescheduling.

4.3 Billing and Payment Processing

Processing payments for consultations, treatments, and medical services.

Handling insurance claims and financial transactions.

4.4 Regulatory and Legal Compliance

Complying with UK healthcare regulations and reporting obligations.

Notifying public health authorities when required (e.g., in cases of communicable diseases).

4.5 Quality Improvement and Auditing

Conducting patient feedback surveys to improve our services.

Internal auditing to maintain service excellence and regulatory compliance.

We do not use your data for marketing purposes without your explicit consent.

5. Legal Basis for Processing Your Data

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

Contractual Necessity: To provide medical services as requested.

Legal Obligation: To comply with regulatory and statutory duties (e.g., Care Quality Commission (CQC) inspections).

Legitimate Interests: For administrative efficiency, quality improvement, and fraud prevention.

Consent: When explicit permission is required for specific treatments, data sharing, or research participation.

6. Data Sharing and Confidentiality

We respect patient confidentiality and only share personal data when absolutely necessary, including:

With other healthcare professionals – If required for referral, diagnosis, or treatment (e.g., specialist consultants, hospitals, laboratories).

With regulatory and legal bodies – Such as the Care Quality Commission (CQC), NHS England, or law enforcement agencies where required by law.

With service providers – Trusted third parties providing IT support, payment processing, or secure medical record storage, under strict confidentiality agreements.

We do not sell, lease, or disclose patient data for commercial purposes.

7. Data Security Measures

We implement stringent security protocols to protect patient data, including:

Encryption – Ensuring all electronic records are securely encrypted.

Access Controls – Restricting access to authorised personnel only.

Secure Storage – Using firewalls and multi-factor authentication for data protection.

Regular Audits – Monitoring systems for vulnerabilities and maintaining compliance with the latest cybersecurity standards.

8. Data Retention Policy

We retain personal data in accordance with legal and regulatory requirements:

Medical Records: Retained for a minimum of 8 years after the last treatment, or until the patient turns 25 years old, whichever is longer.

Financial Records: Retained for 7 years for auditing and tax compliance.

Communications: Retained for 2 years, unless required for ongoing care.

Once retention periods expire, data is securely deleted or anonymised.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to Access – Request a copy of the data we hold about you.

Right to Rectification – Request corrections to inaccurate or incomplete information.

Right to Erasure – Request deletion of your data in certain circumstances.

Right to Restriction – Ask us to limit how we process your data.

Right to Data Portability – Request a digital copy of your data for transfer to another provider.

Right to Object – Object to processing under certain legal bases.

Right to Withdraw Consent – Where processing is based on consent, you can withdraw at any time.

10. Contact Information

For queries or concerns about this Privacy Policy, please contact:

Email: admin@theprivatedoctors.com

Address: The Private Doctors, 52 Street Lane, Leeds, LS8 2ET

If you are dissatisfied with our handling of your data, you may lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Phone: 0303 123 1113

11. Updates to This Policy

We may update this policy periodically to reflect legal or operational changes. Any significant updates will be communicated via our website.

Effective Date: 28/01/2025
Review Date: 27/01/2026

Your Health is Our Priority.

Call Us

0113 3886399

Email Us

admin@theprivatedoctors.co.uk