Patient Privacy Policy

Patient Privacy Policy

Who Manages Your Data

We are eGynaecologist – specialists in women’s health services. As your Data Controller, we:

Decide how your personal/health data is used
Are legally responsible for protecting your information
Operate from Harley Street and partner clinics
Why this matters: You know exactly who is accountable for your sensitive health data.

What Information We Collect & Why

Essential Categories

Data Type	Examples	Why We Need It
Identity & Contact	Full name, DOB, address, phone, NHS number	To confirm it’s you, send appointment details, and contact you about your care
Health Data	Symptoms, scan results, diagnoses, treatment plans	To provide accurate diagnoses, personalised treatments (e.g., endometriosis bundles), and safe care
Financial Data	Card details (processed via Sage Pay/Worldpay)	To securely take payments for consultations, scans, or care bundles
Appointment History	Visit dates, consultant notes, preferences	To track your treatment journey and tailor future care

Special Notes:

How We Use Your Information

Always With Clear Purpose

Providing Clinical Care
Example: Your pelvic scan results directly inform your fibroid treatment plan.
Legal Basis: Required for your medical contract with us.
Coordinating Care
Example: Sharing ultrasound results with your NHS GP (with your consent).
Legal Basis: Vital for safe, joined-up treatment.
Processing Payments
Example: Charging for your menopause care bundle.
Legal Basis: Contractual necessity.
Marketing (Only with Consent)
Example: Sending fertility workshop invites via email.
You control this: opt out anytime via email or your patient portal.

Who We Share With & Why

Strictly Necessary Partners

Healthcare Teams:
- Consultants, nurses, diagnostic labs (for your direct care)
- Hospitals if you need surgery (e.g., endometriosis excision)
Regulatory Bodies:
- CQC audits (anonymised where possible)
- Legal requirements (e.g., infectious disease reporting)
Trusted Service Providers:
- Payment processors (Sage Pay)
- IT support (bound by strict confidentiality agreements)

We NEVER: Sell data, share with marketers, or disclose to unauthorised third parties.

How We Protect Your Data

Enterprise-Grade Security

Encryption: Health records secured with AES-256 (bank-level)
Secure Storage: UK-based data centres with 24/7 monitoring
Access Controls: Staff only see data essential for their role
Staff Training: Annual GDPR/compliance certification
Secure Disposal: Physical records shredded; digital data permanently deleted

Breach Protocol: We’ll notify you within 72 hours if your data is ever at risk.

How Long We Keep Your Data

Record Type	Retention Period	Reason
Adult Health Records	8 years after last visit	Clinical negligence protection
Financial Transactions	7 years	HMRC/tax compliance
Genetic Data (BRCA)	30 years	Long-term cancer risk management

After retention periods: Data is securely destroyed.

Your Rights

You Control Your Data

How to Act:
Email: privacy@egynaecologist.com
Subject Line: “Data Request – [Your Name]”
We’ll verify your identity before proceeding.

International Data Transfers

99% of data stays in UK/EEA secure servers.
If transfer is essential (e.g., you move abroad):
- We’ll notify you first
- Use GDPR-approved safeguards (e.g., encrypted email)

Policy Updates

Questions or Concerns?

Contact Our Data Lead: contact@egynaecologist.com
Complain to ICO: ico.org.uk/concerns | 📞 0303 123 1113 we encourage you to review it regularly.

For privacy-related inquiries, contact us at:

Registration No 12274353, England.

Registered Address: 2^nd Floor, College House,
17 King Edwards Road, Ruislip, London, HA4 7AE

📧 info@egynaecologist.com