Privacy Policy

Privacy Policy

1. Introduction
We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including our mailing list and booking system in partnership with The Female Health Clinic Limited (company number: 12185757).

2. About Us
Health is the trading name of 4GP Health Limited, which is a company registered in England and Wales under company number 15124158, whose registered office is 6 Roding Lane South, Ilford, Essex, United Kingdom, IG4 5NX.

We are a “data controller” for the information we hold about you. This means that we are responsible for deciding how we hold and use the personal information which we hold about you.

ICO Registration Number: ZB652050

3. Information We Collect
We may collect and process the following data about you:

Personal Identification Information: Name, email address, phone number.
Financial Information: such as details of bank and/or debit/credit cards used to pay us.
Usage Data: Details of your visits to our website, including traffic data, location data, and other communication data.
Marketing and Communications Data: Your preferences in receiving marketing
from us and your communication preferences.

4. How We Get the Information
Most of the personal information we process is provided to us directly by you for one of the following reasons:

Signing up for our mailing list.
Book appointments through our partner, The Female Health Clinic Limited.
Filling out forms on our website.
Enter a contract with us and/or a healthcare provider to provide your healthcare and use our healthcare services.

We may additionally process data provided to us indirectly from the following sources:

From third-party providers, services and public registers (for example, traffic analytics vendors).
Medical records from other healthcare services, such that we may be able to provide you with the best care possible.

5. Special Category Data

We collect and use more sensitive personal data (known as “special category data”) about you, such as information relating to your health, in order to provide your healthcare needs. Special category data must be handled even more sensitively than “standard” personal data and will be managed in accordance with the law and this Privacy Notice and also all applicable professional standards including guidance from the General Medical Council and British Medical Association. Such data may include details of your current or prior health and any data pertaining to healthcare services you have received.

6. How We Use Your Information
We use the information we collect in the following ways:

To provide you with information and updates: We use your email address to send newsletters and updates about our services.
To facilitate appointment bookings: We share necessary data with The Female
Health Clinic Limited to book clinic appointments.
To improve our website and services: We analyse usage data to enhance user
experience.
To comply with legal and regulatory requirements: We process your personal
data to comply with applicable laws and regulations.
To manage our relationship with you: Including notifying you about changes to our terms or privacy policy and asking you to leave a review or take a survey.
To administer and protect our business and this website: Including
troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data.
To deliver relevant website content and advertisements to you and measure or
understand the effectiveness of the advertising we serve to you.
To provide you with healthcare upon entering a contract with us and/or a
healthcare provider.

7. Legal Basis for Processing
Under the GDPR, we process your personal data based on the following legal grounds:

Consent: You have given clear consent for us to process your personal data for
specific purposes.
Contract: The processing is necessary for a contract you have with us, or because you have asked us to take specific steps before entering into a contract.
Legal Obligation: The processing is necessary for compliance with a legal
obligation.
Legitimate Interests: The processing is necessary for our legitimate interests or the legitimate interests of a third party, provided these are not overridden by your rights and interests.

8. How We Share Your Information
We may share your information with third parties under the following circumstances:

With The Female Health Clinic Limited: To facilitate clinic appointment bookings.
With service providers: Who assist in our website operations and communications.
If required by law: To comply with legal obligations or protect your vital interests.
With regulators: To comply with regulatory requirements and to respond to lawful requests from public authorities.
With third-party analytics and search engine providers: That assist us in the improvement and optimisation of our site.
In the event of a business transfer: If we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer.

9. Transfer of Data
Please note that some data recipients may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection or enter into legal agreements ensuring an adequate level of data protection.

10. Data Security
We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. These measures include encryption, access controls, and secure data storage. However, no internet-based site can be 100% secure, and we cannot be held responsible for unauthorised or unintended access that is beyond our control.

11. Data Retention
We will retain your personal information for as long as necessary to provide our services, and as necessary to comply with our legal obligations, resolve disputes and enforce our policies. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable opportunity. Under applicable regulations, we will keep records containing client personal data, account opening documents, communications and anything else as required by applicable laws and regulations. We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion.

12. Your data protection rights
Under data protection law, you have rights including:

Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing: You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at [email protected] if you wish to make a request.

13. How to Complain

If you have any concerns about our use of your personal information, you can make a
complaint to us at:

4GP Health Limited, 6 Roding Lane South, Ilford, Essex, United Kingdom, IG4 5NX

Email: [email protected]

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://ico.org.uk/make-a-complaint/

14. Links to Other Websites
Our website may contain links to other websites. This Privacy Policy applies only to our website. If you click on a link to another website, you should read their privacy policy. We do not accept any responsibility or liability for their policies.

15. Children’s Privacy
Our website is not intended for children under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16 without verification of parental consent, we will take steps to remove that information from our servers.

16. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track the activity on our website and hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

17. Third-Party Services
We may employ third-party companies and individuals to facilitate our services, provide the services on our behalf, perform service-related services, or assist us in analysing how our services are used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

18. Data Protection Officer
We have appointed a Data Protection Officer (DPO) to oversee compliance with this Privacy Policy. If you have any questions about this Privacy Policy or how we handle your personal data, please contact our DPO at:

Email: [email protected]

19. Last Updated
This Privacy Policy was last updated on 29.10.2024. We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this Privacy Policy.