Privacy Policy
The Private Clinic is committed to ensuring the privacy of our patients and website visitors. This policy explains what personal data we may collect about you when you interact with us and how we use it.
Our promises
- Service: We will only use your data to improve your experience of our services
- Patient Safety: We will only use your sensitive personal data to ensure your care and safety
- Keep in touch: We will only contact you about things you have told us you’re interested in
Who are we?
“The Private Clinic” is a trading name of “TPC Group Limited”. For simplicity, “we” and “us” means TPC Group Limited.
TPC Group Limited is the data controller in relation to the processing of personal information that you provide us when using our services.
You can contact our Data Protection Officer at: DataProtectionOfficer@theprivateclinic.co.uk
Or write to:
Data Protection Officer
The Private Clinic
98 Harley Street
London
W1G 7HZ
Your personal and sensitive personal data
Under data protection legislation, the data that organisations hold about you can be categorised as follows:
Personal Data: This is data related to an identifiable person or data that can be used to identify a distinct individual. Examples of personal data we collect and process include names, email addresses, location, telephone numbers, ID numbers and online identifiers. Where this policy states “your data/your personal data” we are referring to Personal Data unless otherwise stated.
Sensitive Personal Data: Sometimes referred to as “Special Category Data”, this is data that is deemed to be more sensitive than the above personal data. For example, medical records, genetics, biometric data, details of ethnicity, sexual orientation. We only use this data for the purposes of your treatment and to ensure you care and safety as a patient. We will usually ask for your consent to collect or process this data, though there may be instances where we are required or permitted to do so by applicable law (eg. To comply with public health requirements). We never use your sensitive personal data for marketing purposes.
The legal bases we rely on
Under data protection legislation, organisations must have one of a number of reasons for processing your personal data. Below we outline the bases we use and an example of the purpose for which it is used:
Consent: In some situations, we ask for your consent to process your data for the purpose we have identified.
- For example, we ask you to tick a box on our enquiry form to receive our special offer and discount emails.
- As a patient you may be asked for consent to allow us to collect sensitive personal data about you to ensure your safe treatment and care.
Contractual obligations: Sometimes we may need your data to fulfil our obligations.
- For example, if you wish to book an appointment we may need your payment details, address and contact details to process payment and secure your booking.
Legal compliance: There may be some situations where we are required by law or regulatory bodies to process your data
- For example, we may require you provide proof of ID and age where the law requires.
- Gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests.
Legitimate Interests: In some situations we require your data to pursue our interests in a way which might reasonably be expected as part of running our business and which does not significantly impact your rights or freedom.
- For example, we will use the contact details you provide, to call/SMS/email you regarding your enquiry and provide you with targeted relevant information.
- We may combine and anonymise your data with that of other customers to identify trends and help make improvements to our service and business.
When do we collect your personal data?
- When you visit any of our websites
- When you communicate with us by phone or email or instant messaging systems
- When you engage with us on social media
- When you interact (open/click) with our emails
- When you request further information from us
- When you arrange appointments with clinic staff
- When you attend appointments and as part of the consultation process
- When you make payments to us or require a refund
- When you fill in any forms online or in clinic
- When you’ve given a third party permission to share with us the information they hold about you (eg. Facebook/Instagram).
- When you complete any surveys we send you
- When you review our services
- When you refer a friend
- When you visit our clinics we may operate CCTV systems for security purposes
What personal data do we collect?
- Whilst using our website you may submit information to us via an enquiry form. This may include your name, email address, phone number and postcode. We require this information to contact you regarding your enquiry and to better understand demand for our services.
- Details of your interactions with us through our call centre, in clinics or online. For example, we may record calls or make note of conversations and maintain phone call logs.
- Copies of documents you provide to prove your age or ID where the law or company policy requires.
- Payment details.
- Details of your visits to our websites, including how you arrived, which pages you visited, time spent, links clicked and technical information about your device and internet connection.
- Personal details which help us make suggestions. For example, you may indicate that you have a particular skin condition or concern, which we will use to recommend treatments.
- Information gathered by the use of cookies. Learn more about how we use cookies.
- Your reviews, survey responses and comments.
How and why do we use your personal data?
We want to give you the best possible experience from your very first interaction with us. One way to achieve this is to better understand who you are by collecting data about you.We use this to make improvements to our service and to communicate information that you are likely to be interested in.There are many cases where we are required to collect and process data about you either to fulfil our contractual obligations to you or to comply with the law.We use your personal data for the following purposes:
- To contact you regarding your enquiry – we have to collect and process your data in order to fulfil your request for further information or to book an appointment.
- To provide you with further information about the subject of your enquiry so you understand your options and can make an informed decision.
- To remind you by email to book subsequent appointments for a treatment you have previously had which requires ongoing review.
- With your consent, we will send you special offers and news via email – to keep you up to date with our promotions.
- To tailor the content of our communications – to make it more relevant to you.
- To contact you regarding your appointments and treatments – we want to make sure you don’t miss your appointments.
- For business performance analysis – to ensure we continue to provide the best service.
- To make sure we’re speaking to the right person – to help prevent and detect fraud.
- To take payment and process refunds
- To provide customer service and support
How we protect your data
We take the security of your data seriously and take all appropriate steps to protect it from unauthorised access, loss and misuse. We never sell any of your personal data for any purpose. Any sensitive personal data we may collect (such as medical records) is never used for marketing purposes and access to such data is further restricted.
How long do we keep your data?
We only keep your data for as long as is necessary to fulfil the purpose for which it was collected. At the end of the period, your data will either be deleted or anonymised so that it can be used in a non-identifiable way for statistical analysis which helps us make improvements to our service and business.
Cookies & similar technologies
To help us give you the best possible experience, our websites and emails contain cookies, web beacons and similar technologies. Cookies are small, harmless text files that are downloaded to your computer/device when you visit websites. They serve a range of purposes such as helping us understand our website usage, activity and user behaviour. For more information, see our Cookies Policy.
Who do we share your personal data with?
We never sell or share your personally sensitive data with any third parties. We want to maintain your trust in us as a reputable company and believe this is essential to ensure this.
However, we do use third parties to support, manage or deliver some of our day to day business services.
As a result, we may share non-sensitive personal data (such as phone numbers, email address and IP address) with the following type of companies we work with:
- Companies that help us deliver our emails and electronic communications to you.
- Companies that support our website, phone handling and other IT/business systems.
- Companies that provide online communication services between you and us such as instant messaging and video conferencing platforms. By using these services you accept their terms of usage and understand that all data including messages, photos, videos, files and transcripts will be managed in accordance with the policies of those third parties.
- Companies that provide analytics services, such as but not limited to Google Analytics and Microsoft Clarity.
- Third party advertising platforms such as, but not limited to, Meta, Google and Microsoft to show you our services that might interest you whilst you’re browsing the internet or on social media platforms. This is based on your acceptance of cookies on our websites. See our Cookie Policy for further details.
We select these companies carefully and take precautions to keep your data safe and protect your privacy:
- We carefully screen all providers with data security playing a key factor in our decision to work with them.
- We only provide the data they need to perform the services we require.
- They may only use your data for the purposes we specify and agree with them.
What are your rights?
You have many rights relating to your personal data including:
- The right to access the personal data we hold about you.
- The right to request the correction of inaccurate data about you. If we hold inaccurate or out of date information about you, you can request that we change or update it.
- The right to request that we delete your data or stop processing it – in some instances such as where we no longer need it, we can delete your personal data.
- The right to stop direct marketing – You have the absolute right to stop our use of your personal data for direct marketing purposes. In this instance we must always comply with your request.
- The right to withdraw your consent – Whenever you have given us your consent to use your personal data, you have the right to change your mind and tell us.
- Please note there may be instances where we refuse your request for any of the above (unless otherwise stated) where we have a strong overriding reason or are legally obliged to.
If you wish to exercise any of your rights, have a complaint or questions about this policy, please see the “Who are we?” section for contact details.
How to stop marketing messages from us
There are several ways you can stop receiving marketing messages from us:
Please note these actions will only stop emails that are not related to booking confirmation/ payment confirmation/ medical aftercare. You may still receive email correspondence from The Private Clinic staff; for example emails to confirm your appointments.
- Clicking the “unsubscribe” link at the top or bottom of any of our marketing emails
- Send a request to unsubscribe by replying directly to any of our marketing emails
In most cases your request will be processed immediately but occasionally it may take a few days to take effect so you may still receive emails from us during this time.
If you have previously unsubscribed but change your mind and wish to be included in our emails again, please call us or let a member of staff know. We will email you a request which you need to open and accept to start receiving our emails again.
Children
We do not knowingly collect personal data relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child, please contact us. We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal data.
Changes to this privacy policy
We may update this privacy policy from time to time to reflect how we use your personal data. We will notify you by e-mail (if we hold your email details) of any significant changes but we encourage you to review this policy regularly to stay informed of how we use your data.
Complaints
If you have concerns about aspects of the way your data has been handled or used by us and are not satisfied with our response, you can report your concerns to the UK Information Commissioner Office (ICO). Details of how to do this are on the ICO website (https://ico.org.uk).
Any Questions?
We hope this privacy policy has been helpful in setting out the way we handle your personal data and your rights. If you have any questions that haven’t been covered, please contact our Data Protection Officer at: DataProtectionOfficer@theprivateclinic.co.uk
Or write to:
Data Protection Officer
The Private Clinic of Harley Street
98 Harley Street
London
W1G 7HZ
This policy was last updated on the 21st November 2023
Cookie Policy
We use cookies on our websites to improve your experience of our website and services. In this policy we will outline the cookies we use, what they do and what you can do about cookies.
What are cookies?
Cookies are small, harmless text files that are downloaded to your computer/device when you visit websites. These files essentially identify your computer/device for specified purposes. Cookies can have a range of different purposes but these are the main reasons we use cookies:
- Understanding browsing habits on our websites
- Understanding the number of visitors to our websites and the pages visited
- Understanding how you found/ came to visit our website
- When you consent to “advertising cookies”, our advertising partners may use cookies to serve personalised and non-personalised online adverts to you when you browse other websites.
For more information about cookies, please see: http://www.aboutcookies.org.uk/.
Managing cookies
Our cookie policy consent prompt, served to first-time users or when you access our site from a different browser or IP address, enables you to select which type of cookies you accept. By choosing to accept advertising cookies you consent to your data being used to show you personalised and non-personalised online adverts when you browse other websites and the internet.
If you decide for any reason that you do not wish to accept cookies, there are steps you can take to block them. For more information on how to check whether your browser is allowing cookies and to block them, please go to the settings of your browser. Typically the option to manage cookies will be found in a section called “Privacy” or similar. There should be options to block some/all cookies but you may need to refer to your browser for full details.
Cookies we use
Below is a list of the main cookies we use on our websites and a description of what we use them for:
Strictly Necessary Cookies
These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
| Cookie Subgroup | Cookies | Cookies used | Lifespan |
|---|---|---|---|
| theprivateclinic.co.uk / Civic Cookie Control | CookieControl | First Party | 365 Days |
| theprivateclinic.co.uk / WordPress | PHPSESSID | First Party | Session |
| Infinity | ictf_master | ||
| Infinity | ictf_il | ||
| Infinity | ictf_in | ||
| Infinity | ict_0 | ||
| Infinity | ict_master |
Analytics Cookies
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
| Cookie Subgroup | Cookies | Cookies used | Lifespan |
|---|---|---|---|
| theprivateclinic.co.uk / Microsoft Clarity | _clck | First Party | 365 Days |
| theprivateclinic.co.uk / Microsoft Clarity | _clsk | First Party | 1 Day |
| theprivateclinic.co.uk / Microsoft Clarity | _cq_duid | First Party | 91 Days |
| theprivateclinic.co.uk / Microsoft Clarity | _cq_suid | First Party | Session |
| theprivateclinic.co.uk / Google Analytics | _ga | First Party | 400 Days |
| theprivateclinic.co.uk / Google Analytics | _ga_M0W0W8GG8J | First Party | 400 Days |
| theprivateclinic.co.uk / Google Analytics | _gat_UA-224878-1 | First Party | 0 Days |
| theprivateclinic.co.uk / Google Analytics | _gid | First Party | 1 Day |
| c.clarity.ms / Microsoft Clarity | ANONCHK | Third Party | 0 Days |
| obs.ofgreencolumn.com / CHEQ | cg_uuid | Third Party | 336 Days |
| clarity.ms / Microsoft Clarity | CLID | Third Party | 365 Days |
| clarity.ms / Microsoft Clarity | MUID | Third Party | 390 Days |
| c.clarity.ms / Microsoft Clarity | SM | Third Party | Session |
Advertising Cookies
These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.
| Cookie Subgroup | Cookies | Cookies used | Lifespan |
|---|---|---|---|
| theprivateclinic.co.uk / Facebook | _fbp | First Party | 7 Days |
| theprivateclinic.co.uk / Bing | _uetsid | First Party | 1 Day |
| theprivateclinic.co.uk / Bing | _uetvid | First Party | 390 Days |
| google.com / Google Ads | AEC | Third Party | 180 Days |
| linkedin.com / LinkedIn | bcookie | Third Party | 365 Days |
| theprivateclinic.co.uk / TPC Group | gclid | First Party | 60 Days |
| theprivateclinic.co.uk / PixelYourSite | last_pys_landing_page | First Party | 7 Days |
| theprivateclinic.co.uk / PixelYourSite | last_pysTrafficSource | First Party | 7 Days |
| linkedin.com / LinkedIn | li_gc | Third Party | 180 Days |
| linkedin.com / LinkedIn | li_sugr | Third Party | 90 Days |
| linkedin.com / LinkedIn | lidc | Third Party | 1 Day |
| c.bing.com / Bing | MR | Third Party | 7 Days |
| bing.com / Bing | MUID | Third Party | 390 Days |
| google.com / Google Ads | NID | Third Party | 180 Days |
| theprivateclinic.co.uk / PixelYourSite | pbid | First Party | 180 Days |
| theprivateclinic.co.uk / PixelYourSite | pys_first_visit | First Party | 7 Days |
| theprivateclinic.co.uk / PixelYourSite | pys_landing_page | First Party | 7 Days |
| theprivateclinic.co.uk / PixelYourSite | pys_session_limit | First Party | 0 Days |
| theprivateclinic.co.uk / PixelYourSite | pys_start_session | First Party | Session |
| theprivateclinic.co.uk / PixelYourSite | pysTrafficSource | First Party | 7 Days |
| c.bing.com / Bing | SRM_B | Third Party | 390 Days |
| doubleclick.net / Google Ads | test_cookie | Third Party | 0 Days |
| theprivateclinic.co.uk / TPC Group | utm_campaign | First Party | 60 Days |
| theprivateclinic.co.uk / TPC Group | utm_content | First Party | 60 Days |
| theprivateclinic.co.uk / TPC Group | utm_medium | First Party | 60 Days |
| theprivateclinic.co.uk / TPC Group | utm_source | First Party | 60 Days |
| theprivateclinic.co.uk / TPC Group | utm_term | First Party | 60 Days |
Cookie Settings
Google Analytics
We use a number of cookies relating to Google Analytics. These cookies allow us to analyse our website traffic and identify areas of improvement. For full details of the cookies used by Google Analytics click here.
Google Adwords
We use cookies relating to Google Adwords. These cookies allow us to track the performance of our paid for links on Google search results. For details of the cookies used by Google products click here.
Google Display Network
We may use cookies relating to Google Display Network. These cookies allow us to track the performance of online display and video ads served on Google Display Network, including on YouTube. For details of the cookies used by Google products click here.
Microsoft Ads
We may use cookies relating to Microsoft Ads. These cookies allow us to track the performance of online search ads served on Microsoft websites. For details of the cookies used by Microsoft Ads click here.
Infinity
Infinity is a service that allows us to measure call centre interaction and identify the source of phone calls so we can understand the effectiveness of our marketing efforts. For details of the cookies used by Infinity click here.
Meta
From time to time we may serve targeted adverts to promote our services on Meta owned platforms such as, but not limited to, Facebook and Instagram. To enable us to discover and target relevant segments of individuals and ensure the effectiveness of these adverts, our websites contain Facebook cookies. For details of how Facebook adverts work click here.
Microsoft Clarity
Microsoft Clarity is a service which provides behavioural metrics, website session replays, heat maps, visitor journeys and analytics to help us better understand your needs to make improvements which ultimately improve your experience. Neither Microsoft Clarity nor we will use this information to identify users. Any data you submit to us through our website will not be visible to nor collected by Microsoft Clarity. For details of the cookies and other technologies used by Microsoft Clarity click here.
CHEQ
CHEQ is a service which helps us secure our website and associated data assets against bots and others with potentially malicious intentions. This security also ensures the integrity of our data analytics to improve our accuracy and efficiency. For details of the cookies used by CHEQ, click here.
PixelYourSite
PixelYourSite allows us to reliably measure the performance and attribution of our marketing efforts on Meta’s advertising platforms (such as Facebook and Instagram) by securely sending event data from our websites directly to Meta’s servers. For details of the cookies used by PixelYourSite, click here.
WhatsApp
WhatsApp Business is a messaging application that enables us to interact with website users. The primary purpose is to provide an alternative means of enquiry. Users who choose to initiate a conversation with us via WhatsApp are encouraged to review WhatsApp Terms Of Service, click here.
Web Beacons
Web beacons are not cookies however they perform a similar task. We use beacons on our website and emails to understand user behaviour and the effectiveness of our marketing. For example, beacons in our emails may enable us to know that you have opened an email from us which we use to understand the effectiveness of our email marketing efforts.
For further information on how we use your data please see our privacy policy.
If you have any concerns or questions about our policies or how we handle your data, you can contact our Data Protection Officer at:
DataProtectionOfficer@theprivateclinic.co.uk
Or write to:
Data Protection Officer
The Private Clinic of Harley Street
98 Harley Street
London
W1G 7HZ
