Privacy notice
VitaCare Clinic Ltd · Effective 1 October 2026 · Document reference 5.07.01.
This notice describes clinic information handling. The separate daily-running prototype uses browser-local storage and must not be used for patient records.
WHO WE ARE
VitaCare Clinic Ltd is responsible for the personal information it collects and uses in connection with your care and the operation of the clinic. We take your privacy seriously and handle your information in accordance with applicable UK data-protection law.
INFORMATION WE MAY COLLECT
We may collect information such as your name, contact details, date of birth, GP details, emergency-contact details, medical history, medicines, allergies, consultation and treatment records, clinical photographs where appropriate, prescription or treatment-authorisation information, appointment information, communications, payment information and other details needed to provide safe and appropriate care.
HEALTH INFORMATION
Information about your health is treated as special-category personal data and receives additional protection. We only collect and use health information where it is necessary for your care, treatment suitability, patient safety, clinical governance, prescribing or authorisation where applicable, and related legal or professional responsibilities.
HOW WE COLLECT YOUR INFORMATION
Information may be collected directly from you through digital or paper forms, consultations, appointments, treatment records, photographs, telephone or electronic communications, and payment or booking systems. Where appropriate and lawful, relevant information may also be received from prescribers or other healthcare professionals involved in your care.
HOW WE USE YOUR INFORMATION
Assess treatment suitability and provide safe care;
Record consultations, consent, treatment and aftercare;
Support prescribing or treatment authorisation where applicable;
Manage appointments, payments and clinic administration;
Maintain clinical governance, quality and patient safety;
Manage complaints, incidents, safeguarding concerns or legal obligations;
Communicate with you about your care; and
Send marketing communications only where there is an appropriate lawful basis and any required consent.
HOW INFORMATION IS STORED
VitaCare Clinic stores patient information using secure, access-controlled electronic systems. Clinical records are kept within a dedicated confidential record structure, with access restricted to authorised persons who need the information for legitimate clinic purposes. Security measures include strong authentication, two-step verification where supported, restricted sharing, secure devices and controlled access to connected applications.
DIGITAL SERVICES WE USE
VitaCare may use trusted service providers to support clinic operations. These may include Jotform for digital forms, Dropbox for restricted electronic record storage, Acuity Scheduling for appointment management and Stripe for payment processing. Where these organisations process personal information on our behalf, appropriate data-protection and contractual arrangements are used where required.
CLINICAL PHOTOGRAPHS
Clinical photographs may be taken where appropriate for assessment, treatment documentation, monitoring or clinical governance. These are treated as part of your confidential clinical record. Separate optional consent is required before photographs are used for marketing, social media, promotional, teaching or similar non-clinical purposes. Choosing not to consent to marketing use will not affect your treatment.
WHO WE MAY SHARE INFORMATION WITH
Where necessary and lawful, relevant information may be shared with prescribers, your GP, emergency services, other healthcare professionals, insurers, regulators, safeguarding authorities or professional advisers. We aim to share only the minimum information necessary for the purpose.
HOW LONG WE KEEP INFORMATION
We retain clinical and administrative records for periods appropriate to patient safety, professional responsibilities, legal requirements, insurance requirements and clinical governance. Records that are no longer actively required may be securely archived. Information is securely deleted or destroyed when the applicable retention period has ended and there is no continuing reason to retain it.
YOUR DATA-PROTECTION RIGHTS
Depending on the circumstances, you may have rights relating to your personal information, including the right to request access, correction, restriction, objection, erasure in certain circumstances and data portability where applicable. Requests will be handled in accordance with UK data-protection law and we may need to verify your identity before releasing information.
MARKETING
Marketing communications are kept separate from your clinical care. Where consent is required, you can withdraw that consent or opt out of marketing communications at any time without affecting your treatment or access to VitaCare services.
KEEPING YOUR INFORMATION SAFE
VitaCare uses appropriate technical and organisational measures to protect personal and clinical information. Access is restricted to authorised persons, patient-record folders are not made publicly available for routine clinical storage, and clinic systems and access permissions are reviewed as required.
QUESTIONS OR CONCERNS
If you have a question about how your information is used, wish to exercise a data-protection right or have a privacy concern, please contact VitaCare Clinic Ltd using the clinic contact details provided to you. You also have the right to raise a concern with the Information Commissioner's Office if you are dissatisfied with how your personal information has been handled.
CHANGES TO THIS NOTICE
This Privacy Notice will be reviewed periodically and updated when clinic systems, services or legal requirements change.
Website and booking services
This public website provides clinic information and links to Acuity Scheduling. When you follow a booking link, you leave this website and use Acuity’s service. The website hosting provider may process technical request information, such as an IP address, to deliver and protect the website.
Contact for privacy questions
Email info@vitacareclinic.co.uk or write to Unit V, Pixmore Business Centre, Letchworth Garden City, SG6 1JG. You can also raise a concern with the Information Commissioner’s Office.
VitaCare Clinic Limited · Registered in England & Wales · Company no. 17376482 · Registered office: Unit V Pixmore Business Centre, Pixmore Avenue, Letchworth Garden City, Hertfordshire, United Kingdom, SG6 1JG.