Clinical Partners Limited ("we") is committed to protecting and respecting your privacy.
This page sets out what you can expect from us when we process (collect, use, and store) your information.
This page is divided into the following sections:
- Patient Privacy Notice
- Website and Recipients of our mailing list. Privacy Notice (for visitors to our website, users of our telephone support lines, and recipients of our mailing list or service updates)
These privacy notices, along with our terms and conditions for use of our services, form the basis for our use of your personal data. Please read the notice relevant to your interaction with us.
For any help, support, or further guidance on this or any aspect of our use of your information, please contact [email protected].
Patient Privacy Notice
What is personal data?
Personal data is any information that can be used to identify a living individual, either on its own or in combination with other pieces of data.
Examples of personal data include your name and address, while health data is a special category of data that is legally afforded extra protection. Data processing includes the collection, use, and storage of data.
Information we collect about you
- If you are referred to us by a GP or take up our services through an Integrated Care Board's Right to Choose framework, we will collect information provided by healthcare professionals, such as your GP. This will include your contact details and a short, relevant summary of your health that led to the referral.
- You may choose to send us previous medical records or reports for your clinician to review. You may also need to have medical tests or complete questionnaires/psychometrics for the service you are seeking from us. This information will only be shared on a need-to-know basis.
How do we use your data?
We use the information you give to us to:
- Provide you with the treatment and health services you have requested, including psychiatry, psychotherapy, and psychologist appointments.
- Provide you with the information and services that you have requested from us.
- Provide you with information about other services we offer that are similar to those you have already received or enquired about.
- Notify you about changes to our services and the services of our therapists.
How long do we retain your data?
In line with our obligations under the UK GDPR, we will only keep your data in an identifiable form for as long as necessary to achieve the purposes for which it was collected, including compliance with our legal and regulatory obligations.
Specifically, our treatment records are classified as mental health records, and their retention periods outlined in the NHS Records Management Code as follows:
- For adults: We retain adult records for 20 years following your last appointment with Clinical Partners Ltd. If you pass away, these records will be kept for 10 years after your death.
- For children and young people: We'll keep your records until your 25th birthday, or your 26th birthday if you were 17 at the time of your last appointment. In the unfortunate event of your passing, we will keep your records for eight years after your death.
Please note in some cases, such as for complex care or shared agreements with an NHS Trust, a longer 20-year retention period may be applied to a child's records to ensure a complete historical record.
Sharing your data
We take care of your personal data and will only share it with third parties where absolutely needed. This will include:
- Continuing care: If your care needs to continue outside Clinical Partners (e.g., through a shared care arrangement or with a different titration provider), we will share your contact details, medical records, test results, and mental health background with the clinicians taking over your care.
- Service evaluation: To evaluate and continuously improve our healthcare services.
- Legal obligation: If we are under a duty to disclose or share your personal data to comply with any legal obligation, or to enforce or apply our website terms and conditions and other agreements, or to protect the rights, property, or safety of Clinical Partners limited, our clients, or others. This includes, without limitation, exchanging information with other companies and organisations for the purposes of fraud protection.
Where appropriate, before disclosing personal data to a third party, we contractually require the third party to take adequate precautions to protect that personal data and to comply with applicable law.
Explaining the legal bases we rely on
The UK GDPR sets out several different reasons for which organisation may collect or process your personal data under its articles. We process your personal data under the following specific legal conditions.
The exact condition we rely on depends on how you engage with our services:
- If you are referred to us by an NHS organisation under the 'Right to Choose' framework: As we operate under the statutory obligations of the NHS in these cases, our lawful bases for processing your data are Article 6(1)(e) - Public Task (for the general processing of your personal data) and Article 9(2)(h) - Provision of Health or Social Care (for processing your special category data, such as health information).
- If you approach us directly as a private treatment provider: When you engage with us as a private healthcare provider under our standard terms and conditions, our lawful bases are Article 6(1)(b) - Contract (for the general processing of your personal data needed to fulfil our contractual obligations with you) and Article 9(2)(h) - Provision of Health or Social Care (for processing your special category data, such as health information).
We may also process your personal data using the following condition to help improve the service and care you receive over the course of our relationship with you:
- Legitimate Interest: We may process your data when it is necessary for our legitimate interests as a business. This could include, for instance, using your information to improve our services, tailor our communications to your needs and provide you updates and detail on our services and conduct essential business operations, such as handling complaints.
We always balance our interests against your privacy rights to ensure your data is protected and ensure your fundamental rights and freedoms outlined under the UK GDPR are not overridden. We will also not process your directly identifiable health data for this purpose.
Your rights over your data
You have the right to request:
- Access to the personal data we hold about you, free of charge. However, we hold the right to refuse requests that are unfounded or excessive.
- The correction of your personal data when incorrect, out of date, or incomplete.
- That we stop holding your personal data for direct marketing purposes.
- That we stop any consent-based processing of your personal data after you withdraw consent.
If you would like us to stop holding your data, have concerns about the data we hold, or would like it transferred to another medical practitioner, please email [email protected] or call 0203 326 9160.
If we choose not to action your request, we will explain the reasons for our refusal. You have the right to complain about this refusal to the supervisory authority (ICO).
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this privacy notice. If you have asked someone else to submit a request on your behalf, we will ask them to prove they have your permission to act.
Where we store your data
We only store your healthcare information on servers located in the UK.
Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any request you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
- You can contact them by calling 0303 123 1113.
- Or you can go online to www.ico.org.uk/concerns (this will open in a new window—please note we cannot be responsible for the content of external websites).
Questions?
If you have any questions about this policy, please contact our Data Protection Officer by calling 0203 326 9160 or emailing [email protected].
Notification of changes to privacy policy
We are continually improving our methods of communication and adding new features to this website. If we change our data protection practices, we will notify you on this page, so we encourage you to check this page frequently.
This privacy policy is governed by the Laws of England and is incorporated by reference into our Terms and Conditions of Service.
Website and Recipients of our mailing list Privacy Notice
How We Collect and Use Data from Our Website
When you interact with us, whether it's through our website, online forms, or surveys, the data you provide belongs to you. "Personal information" and "information" in this notice refer to the data we collect or act as custodians for. We are committed to collecting only the data necessary for specific, legitimate purposes. The information we gather will always be adequate, relevant, and limited to what is needed for those purposes.
Website Analytics and Tracking
We use a service called Hotjar to better understand how users interact with our website. This helps us improve your experience by showing us things like which pages you spend the most time on and which links are most popular. Hotjar uses cookies and other technologies to collect data about your device and browsing behaviour, such as your device’s IP address (stored in an anonymised form), screen size, browser type, and general location. This information is stored in a pseudonymised user profile. Neither we nor Hotjar will use this information to identify you as an individual. You can find more details in Hotjar’s privacy policy.
You have the right to opt out of Hotjar's data collection. You can do so by following this opt-out link. By submitting your personal data to us and/or using our website, you consent to our processing of your data in the ways described here.
Our Legal Basis for Processing Your Data
To process your personal data, we rely on specific legal bases set out by data protection law.
- Legitimate Interests: We may process your data when it is necessary for our legitimate interests as a business or those of a third party, provided your fundamental rights and freedoms are not overridden. This includes using your information to improve and develop our service offerings, tailor our communications to your needs and provide you with perspective and marketing, ensure the security of our systems.
- Consent: In specific situations, we will ask for your consent to collect and process your data. We will always make it clear which data is necessary for a particular service.
Data We Collect
When you visit our website, we may collect the following types of data:
- Device and Browser Data: We collect information from the device and application you use to access our services. This includes your IP address, operating system, device type, and browser.
- Page Tags: We use third-party tracking services with cookies and page tags (web beacons) to collect data on website visitors, including usage and user statistics.
- Log Data: Our web servers keep log files that record data about each visit to our website. This includes your IP address, internet service provider, the files viewed on our site, operating system versions, time on site, device type, and timestamps.
Why We Collect This Data
We collect and process this data to:
- Ensure our website content is presented in the most effective way for you and your device.
- Administer and manage our site.
- Help with internal operations such as troubleshooting, testing, and data analysis.
- Improve the website.
- Work with analytics and search engine providers that assist us in the improvement and optimisation of our site.
- Understand and plan for customer demand and interest.
How Long We Retain Your Data
In line with our obligations under the UK GDPR, we will only keep your data in an identifiable form for as long as is necessary to achieve the specific purposes for which it was collected, including compliance with our legal and regulatory obligations. The length of time we keep your data will vary depending on the type of data and the purpose for which it was collected. For example, some data may need to be retained for a certain period to meet our legal record-keeping requirements, while other data, such as anonymous website analytics, may be retained indefinitely to help us track long-term trends.
Where Your Data is Stored
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Please note that some of the data we collect may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or one of our suppliers. By submitting your personal data, you agree to this transfer, storing, and processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
Cookies
Our website uses cookies to improve your experience and our services. A cookie is a small piece of data transferred from a web server to your web browser or hard drive when you visit a website. If your web browser is set to accept cookies, they will be stored in the web browser or hard drive until their expiration date is reached or you delete the cookies yourself. We will inform you if we use any cookies that collect your personal information and request your consent prior to doing so. You can remove cookies from your computer at any time and can also choose to disable cookies in your internet browser settings.
Links to other websites
This website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third-party websites or any association with their operators. We do not control these websites and are not responsible for their personal data practices. We urge you to review any privacy policy posted on any site you visit before using the site or providing any personal data about yourself.
Unsubscribing from Communications
If you do not wish to receive emails from us and want to be removed from our electronic mailing list, please email us with "email unsubscribe" in the subject heading. If you also wish to be removed from our postal marketing database, please let us know by emailing us with "mail unsubscribe" in the subject heading or writing to us at the address given below. You may unsubscribe by emailing [email protected].
Clinical Partners Imagery
The people featured in the images used on our website and marketing materials are models and do not have any direct connection to Clinical Partners or any specific mental health condition.