Privacy Policy

Privacy notice for London Private Medical Concierge

London Private Medical Concierge (we or us) is a company registered in England and Wales under company number12592624. Our registered office is at 5 The Porticos, Kings Road, Chelsea, London SW3 5UW.

Our contact details are info@londonprivatemedicalservices.com

  • What is the purpose of this document?
    • We are committed to protecting and respecting your privacy. This privacy notice sets out the basis on which any personal data we collect about users of our website at londonprivatemedicalservices.com (our site) and how that information will be processed by us.
    • This privacy notice applies to: visitors to our site who do not register as well as those who do; any customers that book services with us via our site or telephone to speak to one of our advisers (you).
    • We are a data controller. This means that we are responsible for deciding how we hold and use personal information about you, and for explaining this clearly to you.
    • If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the using the details set out above.
    • Please read this privacy notice carefully to understand what we do with your personal information and what rights you have in relation to our activities.
  • What is personal data and our lawful basis for processing
    • Personal data, or personal information, means any information relating to an individual from which that person can be identified. There are special categories of more sensitive personal information which require a higher level of protection (see further at section 3.4, below).
    • We will only use your personal information when the law allows us to. Our principle lawful basis for processing is set out   However, some of our grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
    • We may only rely on our legitimate interests (or those of a third party) to process your personal information, if your interests and fundamental rights do not override those interests. Where we rely on legitimate interests for our processing, we have set out the relevant interest, below.
    • Except as expressly set out in section 4, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us.
    • We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
    • Please note that we may process your personal information without your knowledge or consent where this is required or permitted by law.
    • Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
  • Data we collect about you
    • Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
    • We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, username or similar identifier, title, date of birth and gender.

Medical Data includes details of your diagnosis or current medical concerns, medical records, details about medications you take or treatment you are undergoing, your health history, allergies, pregnancy and other relevant information about your wellbeing that you may provide to us.

Contact Data includes billing address, postal address, email address and telephone numbers.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Profile Data includes your username and password, bookings made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

  • How is your personal data collected?
    • We use different methods to collect data from and about you including through:
    • Direct interactions. You may give us your Identity, Contact and Medical and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
      • contact us about our services;
      • create an account on our website;
      • make a booking or subscribe to our service;
      • request marketing to be sent to you;
      • give us feedback, make a complaint or contact us.
      • ake payments

Social Media Sharing

Social Media sharing may be initiated from within the Services and/or our website. Social Media sharing may collect the User’s IP address. This may also forward information of which page the User is visiting on the Services and set a cookie to function properly.

Social Media features are governed by the privacy policy of the company providing it.

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Usage and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see section 10, below, for further details.
  • We embed pixels into our marketing emails so that we can monitor your interaction with them and we can tailor our offer to suit you better.
  • Third parties or publicly available sources. We will receive personal data about you from various third parties [and public sources] as set out below
  • Purposes for which we will use your personal data
    • We use your Identity Data, Profile Data and Contact Data to:
      • register you as a new client;
      • process and provide your instructions;
      • to manage our relationship with you;
      • 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; and
      • To make suggestions and recommendations to you about goods or services that may be of interest to you

Our lawful basis for processing is that:

  • it is for the performance of the contract with you;
  • It is necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
  • We use your Financial DataTechnical Data, Profile Data, Transactional Data and Communications Data to:
    • Manage payments, fees and charges;
    • Collect and recover money owed

Our lawful basis for processing is that:

  • Performance of a contract with you
  • Necessary for our legitimate interests (to recover debts due to us)
  • We use your Marketing and Communications Data to:
    • Notify you about changes or services
    • asking you to take a survey or leave a review
    • To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
    • To make suggestions and recommendations to you about goods or services that may be of interest to you.

Our lawful basis for processing is that:

  • Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
  • We use your Technical and Usage Data to:
    • use data analytics to improve our website, products/services, marketing, customer relationships and experiences; and
    • To make suggestions and recommendations to you about goods or services that may be of interest to you

Our lawful basis for processing is that:

  • Necessary for our legitimate interests to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy.
  • We process your Special Category Medical Data
    • To assess your requirements and identify an appropriate medical partner.

Our lawful basis for processing is that:

  • for performance of a contract with you and
  • with your explicit consent.
  • Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

  • Promotional offers from us
    • We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
    • You will receive marketing communications from us if you have requested information from us or purchased products from us and you have not opted out of receiving that marketing.
  • Opting out

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

  • Sharing your information
    • We share your personal information with Medical Professionals and service providers to the extent necessary to fulfil your booking.
    • We share your information with other third parties as follows:
      • Medical Professionals;
      • our regulators, professional advisors, insurance provider and auditors;
      • HMRC or other government or law enforcement agencies;
      • if we sell any business or assets, in which case we may disclose your personal information to the prospective buyer of such business or assets;
      • payment service providers when you pay via the website;
      • if we have a legal obligation to do so; and
      • for the purposes of fraud protection and credit risk reduction.
    • The categories of third parties listed above use your personal data for their own purposes and are responsible for their own compliance with data protection legislation.
    • We also share your data with third-party service providers who provide services to our business, such as our website host server, IT support and maintenance service, cloud storage provider and email exchange server and other businesses that provide certain services on our behalf. All of our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.
  • Data security
    • We have put in place:
      • Appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
      • Procedures to deal with any suspected data security breach, and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Transferring information outside the EEA

  • Our website is hosted on a cloud platform called Siteground this means that your data may be transferred outside the EEA to the USA. Siteground have appropriate measures in place to protect your data, they use the EU model clauses. More information about their practices can be found in their privacy policy.
  • If we are required to transfer your information outside the EEA, we have put in place appropriate measures to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the EU and UK laws on data protection.
  • If you are based outside the EEA we may transfer personal information to the correspondence address you provide to us to the extent necessary to complete your booking. We will take all reasonable steps to ensure that such transfers are secure. By instructing us from outside the EEA you agree that such transfer is necessary for us to complete your booking
  • How long will we keep your personal information for?
  • We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint.
  • To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
  • We keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes and for the purpose of any legal claims.
  • We keep your Medical Data for 30 days.
  • In some circumstances you can ask us to delete your data: see your rights below for further information.
  • In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
  • Your rights
    • You have the following rights:
      • to be told what we are doing with your personal information. We do this by providing you with this privacy notice;
      • to correct or update the personal information we hold about you.
      • to object to the processing of your personal information;
      • to request a copy of the personal information we hold about you;
      • to ask us to delete the information that we hold about you where there is no good reason for us continuing to process it;
      • to ask us to stop processing 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 to processing on this ground and where there is no good reason for us continuing to process it;
      • to ask us to restrict how we use your personal information for a period of time if you claim that it is inaccurate and we want to verify the position or in some limited other circumstances;
      • to ask us to send your personal information to another organisation in a computer-readable format;
      • to complain to the Information Commissioner’s office if you are unhappy with our use of your personal data: you can do this at https://ico.org.uk/concerns/. Do contact us straight away if you consider that we are not handling your personal information properly so we can try and sort the problem out.
    • If we delete your personal information or restrict our use of it, we will not be able to provide our services to you.
    • If you want to exercise any of your rights, please contact info@londonmedicalservices.com . We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).
  • Cookie policy
    • Our website uses cookies to distinguish you from other users of our website. We use cookies for our legitimate interests, to help us to provide you with a good experience when you browse our website and to improve our site. You can view our Cookies Policy on our Site.

12     Third-party links

This 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.

Last Updated June 2020.