Privacy Policy | Holistic Healthcare Clinics

This Privacy Policy was last updated on May 8, 2025, and complies with the UK GDPR and Data Protection Act 2018.

Introduction

Holistic Healthcare Clinics Ltd ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website, use our services, or interact with us in any way.

Please read this Privacy Policy carefully to understand our practices regarding your personal data. By using our services or providing us with your information, you consent to the collection, use, and transfer of your information under the terms of this policy.

Information We Collect

We may collect and process the following categories of personal information:

Personal Identification Information

Name, date of birth, and contact details (including address, email, and phone number)
NHS number and details of your GP (where applicable)
Health insurance details (if using insurance to pay for treatment)
Payment information (credit/debit card details, bank account information)

Health Information

Medical history and current health conditions
Information about your symptoms and the reason for seeking treatment
Treatment notes and healthcare records
Results of examinations, assessments, and tests
Information about medications, supplements, and lifestyle factors

Website and Technology Information

IP address and device information
Browser type and version
Time zone setting and location
Pages visited on our website and how you interact with them
Information collected through cookies (see our Cookie Policy)

How We Collect Your Information

We collect information about you through various channels:

Direct interactions: Information you provide when booking appointments, filling out forms, communicating with us by phone, email, or otherwise
Automated technologies: As you interact with our website, we automatically collect technical data about your equipment, browsing actions, and patterns
Third parties: We may receive information from your GP, other healthcare providers, or insurance companies with your consent

How We Use Your Information

We use your personal information for the following purposes:

Purpose	Legal Basis
To provide healthcare services and treatment To maintain accurate and up-to-date health records To ensure continuity of care	Processing is necessary for the provision of healthcare or treatment pursuant to a contract with a health professional (UK GDPR Article 9(2)(h))
To manage appointments and bookings To process payments To communicate with you about your treatment	Processing is necessary for the performance of a contract to which you are a party (UK GDPR Article 6(1)(b))
To improve our services and website To conduct data analysis and research To administer and protect our business	Processing is necessary for our legitimate interests (UK GDPR Article 6(1)(f))
To send you marketing communications about our services To invite you to participate in surveys or feedback	Consent (UK GDPR Article 6(1)(a)) - which you can withdraw at any time
To comply with legal and regulatory obligations	Processing is necessary for compliance with a legal obligation (UK GDPR Article 6(1)(c))

Data Retention

We retain your personal information for only as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For healthcare records, we follow the NHS Records Management Code of Practice, which typically requires adult health records to be retained for 8 years after the conclusion of treatment, or longer if the patient has certain conditions.

For financial records, we retain information for 7 years to comply with tax and accounting regulations.

Disclosure of Your Information

We may share your personal information with:

Healthcare Providers and Third Parties

Other healthcare professionals directly involved in your care
Your GP with your consent
NHS and private healthcare insurers (if you're using insurance to pay for treatment)
Third-party service providers who process data on our behalf (e.g., booking system providers, payment processors)

Note: We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

Legal Requirements

We may disclose your personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

Data Security

We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. These measures include:

Encryption of sensitive data
Secure electronic health record systems
Regular security assessments and updates
Staff training on data protection
Physical security measures for paper records
Access controls limiting who can view your information

We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Your Rights

Under UK data protection laws, you have the following rights regarding your personal information:

Right of Access

You can request a copy of the personal information we hold about you (commonly known as a "subject access request").

Right to Rectification

You can request correction of incomplete or inaccurate personal information that we hold about you.

Right to Erasure

You can request deletion of your personal information in certain circumstances. Note that this right is limited for healthcare records, which we may need to retain for legal and regulatory purposes.

Right to Restriction

You can request restriction of processing of your personal information in certain circumstances.

Right to Data Portability

You can request the transfer of your personal information to yourself or to a third party in a structured, commonly used, machine-readable format.

Right to Object

You can object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object.

You will not have to pay a fee to access your personal information or to exercise any of your other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

To exercise any of these rights, please contact our Data Protection Officer using the contact details provided below.

Cookies

Our website uses cookies to distinguish you from other users and to provide a better experience when you browse our website. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.

Third-Party Links

Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Policy.

Contact Us

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our Data Protection Officer:

Data Protection Officer

Holistic Healthcare Clinics Ltd, Unit A, First Floor, 5 Percy Street, London, W1T 1DG

0207 526 4925

privacy@holistichealthcareclinics.com

Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Last Updated: May 8, 2025