This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep how we keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how The Smart Medical Clinics use your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
When you are using The Smart Clinics website, Smart Medical Clinics Ltd is the data controller.
The Smart Medical Clinics – which we’ll refer to as ‘Smart’ in this document, is a doctor-led company, our mission is to strive towards delivering the best possible service for all our patients, whatever their needs, whenever they contact us or visit for a healthcare appointment.
We are based at the Brompton Cross clinic in South Kensington and also have a second clinic in Wandsworth. Both have state-of-the-art medical facilities as well as regular appointments with GPs and a host of other medical and healthcare professionals, including Dentistry at our Brompton Cross clinic.
Both of our London-based clinics were given the WhatClinic Patient Award 2017, having previously won the WhatClinic Customer Service Award 2016. Both these awards are based on customer feedback and go to very few clinics. Please see the individual clinic pages for details of the award and link to WhatClinic brochures.
For simplicity throughout this notice, ‘we’ and ‘us’ means The Smart Medical Clinics.
The law on data protection sets out several reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you, which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if blood work is required, we’ll share some of your personal information to ‘The Doctors Laboratory’ (TDL), who complete the required tests and return the results to Smart.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting Smart to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will use your email address to send promotional mailouts from time to time.
We may also use your address details to send you direct marketing information by post, telling you about services that we think might interest you.
If you have a membership account with us: your name, gender, date of birth, address, medical appointments, prescriptions, email, telephone number and payment card details
For example, our Doctors will collect notes from your appointments, details of any complaints or comments you make, details of prescriptions you made, consultancy services you show interest in, web pages you visit and how and when you contact us.
We’ll only ask for and use your personal data collected for recommending services of interest and to tailor your membership with us. Of course, it’s always your choice whether you share such details with us.
We want to give you the best possible care and medical services. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.
We then use this to provide healthcare services that are most beneficial to you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of care.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
Here’s how we’ll use your personal data and why:
For example, your details may need to be passed to a medical consultant to provide the service that you require, and we will keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as refunds.
Of course, you are free to opt out of receiving these requests from us at any time by updating your preferences by contacting our reception team.
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all areas of our websites and apps using ‘https’ technology.
Access to your personal data is password-protected, and sensitive data such as payment card information) is secured and tokenised to ensure it is protected.
We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.
Whenever we collect or process your personal data, we’ll only keep it for as long as you are member with Smart and it is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or upon request, provided to your new medical provider.
We sometimes share your personal data with trusted third parties.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
Examples of the kind of third parties we work with are:
An overview of your different rights.You have the right to request:
You have the right to request a copy of any information about you that Smart holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact Data Protection Officer, Smart Medical Clinics, PO Box 3627, Bourne End, SL8 5GQ, Bucks, or email firstname.lastname@example.org. To ask for your information to be amended.
If we choose not to action your request, we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
There are several ways you can stop direct marketing communications from us:
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites)
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:
Email us at email@example.com
Or write to us at Smart Medical Clinics, PO Box 3627, Bourne End, SL8 5GQ, Bucks
This notice was last updated on 17/11/2020
Smartlife. The proactive, preventative approach to healthcare.
Smartlife. The proactive, preventative approach to healthcare.
1b Hollywood Road