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GDPR Guidance

GDPR Statement

Clear Health Clinic is committed to protecting your privacy and handling your personal information securely and responsibly. We process personal and health information in accordance with UK GDPR, the Data Protection Act 2018, and applicable healthcare confidentiality requirements. Your information will only be collected and used where there is a lawful basis, including providing your care, meeting legal obligations, and managing our services. We will not share your information without a valid reason and will only retain it for as long as necessary.

You have rights regarding your personal information, including the right to access it, request corrections and, in certain circumstances, request restriction, deletion or transfer of your data. For more information, please read our full Privacy Notice below.

Clear Health Clinic is committed to protecting your privacy and handling your personal information safely, lawfully and transparently.

This Privacy Policy explains what information we collect, why we collect it, how it is used and shared, how long it is retained, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Clear Health Clinic provides private healthcare and therapy services, including online consultations.

The data controller responsible for your personal information is:

Legal company name: Clearhealthclinic Ltd 
Trading name: Clear Health Clinic
Registered address: 1 Thames Court, Richfield Avenue, Reading, RG1 8EQ
Email: hello@clearhealthclinic.co.uk

2. Information we collect

Depending on how you use our services, we may collect:

  • Your name, date of birth, address and contact details.
  • Emergency-contact information.
  • Appointment and booking information.
  • Payment and billing information.
  • Identity-verification information, including government-issued identification where required.
  • Health, medical, psychological, relationship and sexual-health information.
  • Information you provide on assessment, consent or referral forms.
  • Consultation notes, treatment plans, correspondence and clinical records.
  • Details provided by your GP, another healthcare professional or an authorised third party.
  • Emails, telephone calls and other communications with us.
  • Technical information such as your IP address, browser, device and website usage.
  • Your marketing and cookie preferences.

Health information, information concerning your sex life or sexual orientation, and some related details are classed as special-category personal data and receive additional legal protection.

3. How we collect your information

We may collect information:

  • Directly from you when you contact us, complete a form or book an appointment.
  • During consultations and throughout your care.
  • From a referring healthcare professional, with an appropriate legal basis.
  • From a parent, guardian or person authorised to act for you.
  • Through our website, booking system and payment provider.
  • Through cookies and similar website technologies.

4. How we use your information

We use your personal information to:

  • Register you as a patient and verify your identity.
  • Assess your needs and provide safe, appropriate care.
  • Arrange, manage and deliver appointments.
  • Send confirmations, reminders, calendar invitations and secure meeting links.
  • Maintain accurate clinical and administrative records.
  • Process payments, refunds and invoices.
  • Communicate with you and respond to enquiries.
  • Liaise with clinicians, referrers and other healthcare professionals where appropriate.
  • Safeguard patients and others from serious harm.
  • Manage complaints, concerns and legal claims.
  • Improve the safety, quality and operation of our services.
  • Meet professional, regulatory, insurance, accounting and legal obligations.
  • Send marketing communications where you have consented or where otherwise legally permitted.

We will not use your health information for advertising or unrelated marketing.

5. Our lawful bases

Under Article 6 of the UK GDPR, we may process personal information because:

  • It is necessary to take steps at your request or fulfil our contract with you.
  • We must comply with a legal obligation.
  • It is necessary for our legitimate interests in operating and protecting the clinic.
  • It is necessary to protect someone’s vital interests.
  • You have provided consent, where consent is required.

Because health and therapy information is special-category data, we must also meet an Article 9 condition. We will generally rely on processing being necessary for the provision or management of health or social care by professionals who are subject to confidentiality obligations.

Where we rely on consent, you may withdraw it at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

The ICO confirms that health data requires both an Article 6 lawful basis and a separate Article 9 condition. ICO guidance on special-category data

6. Online appointments

Online consultations may be conducted using Zoom or another approved secure video platform.

When an online appointment is booked:

  • A meeting link may be sent to you and your clinician.
  • A calendar invitation may be attached to your confirmation email.
  • Your name, email address and appointment details may be processed to arrange the meeting.
  • The consultation will not be recorded unless this has been discussed and you have provided explicit consent.

You are responsible for joining from a reasonably private location and keeping your appointment link confidential.

7. Payments

Payments are processed through Stripe

Clear Health Clinic does not normally receive or store your complete card number or card security code. Your payment provider processes these details under its own privacy policy and security arrangements.

We may retain transaction references, payment status, amount paid, billing details, invoices and refund information for accounting and legal purposes.

8. Who we share information with

Where necessary and lawful, information may be shared with:

  • The clinician responsible for your care.
  • Clear Health Clinic’s authorised administrative team.
  • Your GP or another healthcare professional involved in your care.
  • Emergency services, safeguarding authorities or regulators.
  • Professional advisers, insurers and legal representatives.
  • Website, hosting, email, booking, video-consultation and IT providers.
  • Payment processors and accounting providers.
  • Government bodies, courts or law-enforcement agencies where legally required.

Clinicians only receive information necessary to provide and manage your care. Everyone handling patient information must maintain confidentiality and appropriate security.

We do not sell your personal information.

9. Confidentiality and safeguarding

Information discussed during treatment is treated as confidential.

There are limited circumstances where information may need to be shared without your consent, including where:

  • There is a serious and immediate risk of harm to you or another person.
  • We have a safeguarding concern involving a child or vulnerable adult.
  • Disclosure is required by law, a court order or a relevant regulator.
  • It is necessary for the establishment, exercise or defence of a legal claim.

Where appropriate and safe, we will discuss the disclosure with you first.

10. International transfers

Some technology providers may process or store information outside the United Kingdom.

Where this occurs, we take steps to ensure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, and appropriate contractual and security measures.

The ICO requires organisations to assess and safeguard restricted international transfers. ICO international-transfer guidance

11. How we protect your information

We use appropriate technical and organisational safeguards, which may include:

  • Secure systems and encrypted connections.
  • Access controls and strong authentication.
  • Role-based access to patient information.
  • Confidentiality agreements and staff training.
  • Secure backups and system monitoring.
  • Policies for responding to data incidents.
  • Careful selection and oversight of service providers.

Although we take appropriate precautions, no internet-based system can be guaranteed to be completely secure.

12. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal information.
  • Ask us to correct inaccurate or incomplete information.
  • Request deletion of your information.
  • Ask us to restrict how information is used.
  • Object to certain types of processing.
  • Request transfer of information in a portable format.
  • Withdraw consent where processing is based on consent.
  • Complain about how your information has been handled.

Some rights are not absolute. For example, we may need to retain clinical information to meet legal, professional or safeguarding obligations.

To exercise your rights, email hello@clearhealthclinic.co.uk. We may need to verify your identity before responding.

13. Cookies

Our website may use essential cookies required for security, bookings and website functionality.

With your permission, we may also use analytics or marketing cookies. Non-essential cookies should not be activated until you have provided consent. Further information should be provided in our separate Cookie Policy.

14. Marketing

We will only send marketing communications where we have an appropriate legal basis.

You can unsubscribe at any time by selecting the unsubscribe option in an email or contacting us. Opting out of marketing will not prevent us from sending essential appointment or service-related messages.

15. Children

Our services are primarily intended for adults unless a particular service states otherwise.

Where we provide services to someone under 18, we will apply appropriate consent, safeguarding and confidentiality procedures and involve a parent or guardian where legally and clinically appropriate.

16. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will always be published on our website with its effective date.

18. Contacting us

For questions, requests or concerns about your personal information, contact:

Clear Health Clinic
Email: hello@clearhealthclinic.co.uk