Privacy Notice

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Last Updated: July 2026

At The VIP Clinic, we are committed to protecting your privacy and ensuring that your personal information is handled securely, fairly and transparently.

When you attend the clinic, you trust us with your personal and medical information. We understand how important that trust is and are committed to safeguarding your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Data (Use and Access) Act 2025.

This Privacy Notice explains what information we collect, why we collect it, how we use it, who we may share it with and the rights you have regarding your personal information.

Who We Are

The VIP Clinic is the Data Controller responsible for the personal information we collect and process.

Data Controller: Morgan Fallon – Registered Osteopath

Telephone: 01384 386919

Website: www.thevipclinic.co.uk

If you have any questions regarding this Privacy Notice or how your personal information is handled, please contact us using the details above.

What Information Do We Collect?

To provide safe and effective healthcare, we may collect the following information:

• Name

• Address

• Date of birth

• Telephone number

• Email address

• GP details

• Emergency contact details

• Occupation

• Relevant medical history

• Current medication

• Previous injuries or surgery

• Lifestyle information relevant to your treatment

• Clinical assessment findings

• Diagnostic imaging or scan reports

• Treatment records and clinical notes

• Appointment history

• Payment information where applicable

We only collect information that is necessary to provide your healthcare or meet our legal and professional obligations.

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How Do We Collect Your Information?

We may collect your information when you:

• Book an appointment online or by telephone

• Complete a medical history or registration form

• Contact the clinic by telephone, email or through our website

• Attend for treatment

• Update your medical information

• Make a payment

• Subscribe to receive clinic news or offers

With your permission where appropriate, we may also receive information from another healthcare professional involved in your care.

 

Why Do We Collect Your Information?

We use your personal information to:

• Provide safe and effective osteopathic care

• Assess your condition and develop an appropriate treatment plan

• Maintain accurate clinical records

• Contact you regarding appointments

• Send appointment reminders

• Process payments

• Respond to your enquiries

• Meet legal, regulatory and professional obligations

• Improve the services we provide

• Protect the safety of patients, visitors and staff

 

If you choose to receive marketing communications, we may occasionally send information about clinic services, promotions or important updates. You can unsubscribe at any time.

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Our Lawful Basis for Processing

Under UK GDPR, we process your personal information because it is necessary for one or more of the following reasons:

• The provision of healthcare.

• Compliance with legal and regulatory obligations.

• Legitimate interests in managing and operating the clinic.

• Your consent where required, such as receiving marketing communications.

 

Where special category health information is processed, this is done in accordance with Article 9 UK GDPR for the provision and management of healthcare.

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How We Keep Your Information Safe

Protecting your personal information is extremely important to us.

We use appropriate technical and organisational security measures including:

• Secure clinical software

• Password-protected systems

• Restricted access to patient records

• Encrypted technology where appropriate

• Secure electronic storage

• Regular review of our security procedures

 

Only those who need access to your information in order to provide your care or fulfil legal obligations are permitted to access your records.

 

How Long Do We Keep Your Records?

Healthcare records are retained in accordance with current legal, regulatory and professional guidance.

At The VIP Clinic, adult patient records are normally retained for 8 years from the date of your last consultation.

Where treatment was provided to a child (under the age of 18), records are retained until the patient's 25th birthday, or for 8 years after the last consultation, whichever period is longer.

Once the appropriate retention period has expired, your records will be securely destroyed or permanently deleted in a confidential manner.

 

Who Do We Share Your Information With?

Your personal information is never sold.

Where necessary, your information may be shared with:

• Your GP (with your consent where appropriate)

• Other healthcare professionals involved in your care

• Diagnostic imaging providers

• Insurance companies where you have requested this

• Professional regulators where required by law

• Professional indemnity insurers if required

• Accountants or auditors where legally required

• Trusted third-party providers who support the operation of the clinic, such as clinical software providers, website hosting and accounting software.

 

All third-party providers are required to process your information securely, confidentially and in accordance with UK data protection legislation.

International Transfers

Where any service provider processes personal information outside the United Kingdom, appropriate safeguards required under UK GDPR will be in place to ensure your information remains protected.

 

Your Rights

Under UK data protection legislation, you have the right to:

• Be informed about how your personal information is used.

• Request access to the personal information we hold about you.

• Request correction of inaccurate or incomplete information.

• Request restriction of processing in certain circumstances.

• Object to certain types of processing.

• Withdraw consent where processing is based on consent.

• Request erasure of your personal information where legally applicable.

• Raise concerns about how your information has been handled.

 

Please note that healthcare providers are legally required to retain clinical records for minimum retention periods. This means we may not always be able to delete your information immediately if you exercise your right to erasure.

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Accessing Your Records

You have the right to request a copy of the personal information we hold about you.

Requests can be made by telephone, email or in writing.

We will normally respond within one calendar month, unless an extension is permitted under UK GDPR.

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Data Protection Complaints

If you have any concerns about how The VIP Clinic has collected, used or handled your personal information, we encourage you to contact us first so that we can investigate and resolve your concerns.

Complaints may be made:

• By telephone

• By email

• In writing

• In person

We will:

• Acknowledge receipt of your complaint within 30 calendar days.

• Investigate your concerns fairly, impartially and objectively.

• Keep you informed if additional time is required.

• Provide a written outcome without undue delay.

• Explain any action we have taken where appropriate.

 

If you remain dissatisfied after receiving our response, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: www.ico.org.uk

Telephone: 0303 123 1113

The ICO generally expects organisations to have the opportunity to investigate and respond to complaints before they are contacted directly.

 

Cookies

Our website uses cookies to improve your browsing experience and to help us understand how visitors use our website.

You can manage or disable cookies through your web browser settings at any time.

For further information, please see our Cookie Policy.

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Google Analytics

We use Google Analytics to help provide anonymous web analytics for our website.

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__utma Used to distinguish different users on this website Expiration 2 years

__utmb Used to determine new sessions/visits to this website Expiration 30 minutes

__utmc A historical cookie that is no longer used by Google Expiration End of session

__utmz Stores details about where the user came from (the referral or traffic source) to visit this website Expiration 6 months

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We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including but not limited to, traffic data, location data, weblogs and other communication data (but this data will not identify you personally).

We use Google products including: Google Analytics, Google Search Console and Google Adwords.  We use these products to understand how the website is being used in order to improve the user experience.  User data is all anonymous.  The types of data collected includes: IP address, browser-generated information e.g. browser type, operating system, date and time of access, how long a person looks at a website, what they look at etc.  Click here for an overview of Google’s privacy policies.

Google Privacy Policy

Google Analytics Privacy Policy

Google Adwords Privacy Policy

 

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, professional guidance or the way we operate.

The latest version will always be available on our website.

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Contact Us

If you have any questions about this Privacy Notice or how we handle your personal information, please contact:

The VIP Clinic

Telephone: 01384 386919

Website: www.thevipclinic.co.uk

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