Privacy Policy
The Bristol Practice Ltd – Privacy Policy
This Privacy Policy sets out how The Bristol Practice Ltd uses and protects your personal data. This privacy policy is provided in a layered format so you can click through to the specific areas set out below. You can view the full version of the privacy policy here:
Introduction
1. IMPORTANT INFORMATION AND WHO WE ARE
2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED?
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. CONTACT DETAILS
11. COMPLAINTS
12. CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
13. THIRD PARTY LINKS
Important information and who we are
This privacy policy gives you information about how The Bristol Practice Ltd collects and uses your personal data through your use of this website and our services, including any data you may provide when you register with us.
Controller
The Bristol Practice Ltd (referred to as "we", "us" or "our" in this privacy policy) is the controller and responsible for your personal data.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact us using the information set out in the contact details section (paragraph 10).
The types of personal data we collect about you
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth, sex and gender.
Health-related Data includes symptoms, allergies, medications prescribed and/or treatments/tests requested and associated results.
Contact Data includes billing address, home address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
Profile Data includes purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you interact with and use our website and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.
How we use your personal data
Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Vital interests: We may need to process your personal data in order to protect your vital interests or the vital interests of another natural person. We may also need to process your health data to protect someone's life where the data subject is unable to give consent.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose.
Health and social care purposes: We may use your health data for the purposes of providing you with preventive or occupational medicine, medical diagnosis, providing health care or treatment and providing our services as a health professional in line with our contract with you. We will ensure data we collect under this legal basis is reasonable and proportionate in order to achieve the purpose. We will not collect more data than required. We will be processing this data as health professionals and are subject to the obligation of professional secrecy.
Public health: We may use your health data as health professionals that owe a duty of confidentiality for reasons of public interest in public health.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Purpose/Use
Type of Data
Legal basis and Retention period
To provide our medical service to you
Special category data: information relating to your physical or mental health
Necessary for the purposes of providing you with preventive or occupational medicine, medical diagnosis, providing health care or treatment and providing our services as a health professional in line with our contract with you. We will ensure data we collect under this legal basis is reasonable and proportionate in order to achieve the purpose. We will not collect more data than required. We will be processing this data as health professionals and are subject to the obligation of professional secrecy.
Necessary for reasons of public interest in public health and we are processing this data as health professionals that owe a duty of confidentiality.
The processing of the data is necessary to protect someone's life.
You have provided consent for us to use your personal information.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To register you as a new patient
Identity: name, nationality
Contact: email, phone number, address
Performance of a contract with you. We obtain this data to provide the medical service you are paying for i.e., medical appointments, health tests and advice on your health.
Vital interests. We may be required to process this data in order to protect your vital interests or the vital interests of another natural person.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
Identity: name, nationality
Contact: email, phone number, address
Financial: Credit or debit card details; bank details
Communications: Any correspondence we have with you
Performance of a contract with you. We obtain this data to provide the medical service you are paying for i.e., medical appointments, health tests and advice on your health.
Necessary for our legitimate interests for example, to recover debts due to us.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Dealing with your requests, complaints and queries
(c) Dealing with any safeguarding issues that affect you or other individuals
Performance of a contract with you. We obtain this data to provide the medical service you are paying for i.e., medical appointments, health tests and advice on your health.
Vital interests. We may be required to process this data in order to protect your vital interests or the vital interests of another natural person.
Necessary to comply with a legal obligation.
Necessary for our legitimate interests for example, to keep our records updated and manage our relationship with you.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
Identity: name, nationality
Contact: email, phone number, address
Technical: IP address,website usage data
Necessary for our legitimate interests, for example, for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise.
Necessary to comply with our legal obligations.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you
Identity: name, nationality
Contact: email, phone number, address
Profile: medical treatments of interest, background health data Marketing and Communications: Any correspondence we have with you
Technical: Website usage data
Usage: time spend and pageviews on website
Necessary for our legitimate interests to study how customers use our medical services in order to develop them, to grow our business and to inform our marketing strategy.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing
Usage: time spend and pageviews on website
Necessary for our legitimate interests to define the types of customers for our medical services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
Identity: name, nationality
Contact: email, phone number, address
Profile: medical treatment of interest
Marketing and Communications: Any correspondence we have with you
Necessary for our legitimate interests to carry out direct marketing, develop our medical services and grow our business.
Consent, having obtained your prior consent to receiving direct marketing communications.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
To carry out market research through your voluntary participation in surveys
Identity: name, nationality
Contact: email, phone number, address
Profile: medical treatment of interest
Marketing and Communications: Any correspondence we have with you
Necessary for our legitimate interests to study how customers use our medical services and to help us improve and develop our products and services to you.
We will retain this data for as long as reasonably necessary to fulfil this relevant purpose.
Direct marketing
During the registration process on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us via email, SMS, telephone or post.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.
Third-party marketing
We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing
You can ask to stop sending you marketing communications at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links within any marketing communication sent to you or by contacting us using the details found at Paragraph 10.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to appointment confirmations for a product/service warranty registration, appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct.
Cookies
For more information about the cookies we use and how to change your cookie preferences, please see [LINK TO YOUR COOKIE POLICY].
International transfers
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.
Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:
We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement or the International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers. To obtain a copy of these contractual safeguards, please contact us at the Contact details in paragraph 10.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Data security
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. This version was last updated on 10/03/2025..
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
