1. Who we are
Ascot Weight Loss & Wellness (“we”, “us”, “our”) provides medically-led weight-management services. We are the “data controller” responsible for your personal information under UK data protection law (the UK GDPR and the Data Protection Act 2018).
2. What this policy covers
This policy explains what personal information we collect when you use our website or enquire about our services, why we collect it, who we share it with, how we keep it safe, and the rights you have over it.
3. The information we collect
When you complete our consultation/eligibility form or contact us, we may collect:
Identity & contact details
- Full name, date of birth, age
- Email address, phone number
- Home or delivery address
Health information (special-category data)
- Height, weight, BMI and waist measurement
- Allergies
- Medical history (e.g. answers about liver/kidney/heart conditions, diabetes, thyroid conditions, cancer history, eating-disorder history, pancreatitis, gallbladder problems, pregnancy/breastfeeding status, family history of certain conditions, previous surgery)
- Current medications and doses
- Anything else you choose to tell us in the message box or during your consultation
Consultation & service information
- Notes and outcomes from your online consultation
- Treatment and delivery records
- Messages you send us (e.g. via WhatsApp or email)
Technical information
- Basic website/analytics data and cookies (see section 9)
We only ask for health information because it is necessary to assess whether treatment is safe and suitable for you.
4. How we use your information and our legal basis
Under UK data protection law we must have a “lawful basis” for using your information. For health (special-category) data we also need a further condition. We rely on the following:
| What we use it for | Our lawful basis (general data) | Our condition (health data) |
|---|---|---|
| Assessing your eligibility and providing safe, appropriate treatment | Performance of a contract / our legitimate interests, and your consent to submit the form | Provision of health/medical care and treatment (UK GDPR Art 9(2)(h)) and/or your explicit consent (Art 9(2)(a)) |
| Contacting you about your enquiry and consultation | Consent / performance of a contract | Explicit consent |
| Keeping clinical and treatment records | Legal obligation / legitimate interests | Provision of health/medical care |
| Sending you marketing (only if you opt in) | Consent | N/A |
You can withdraw your consent at any time (see section 8). Withdrawing consent won’t affect anything we did lawfully before you withdrew it.
5. Who we share your information with
We only share your information where it’s necessary to provide your care, and we never sell it. We may share it with:
- Our prescribing clinicians (doctors registered with the GMC or prescribing pharmacists registered with the GPhC) so they can assess and, where appropriate, prescribe treatment.
- Our dispensing pharmacy so your medication can be dispensed safely and lawfully.
- Delivery/courier partners so your medication can be delivered to your chosen address.
- Trusted service providers who help us run our business (for example website hosting, form and IT providers). These act as our “data processors” and may only use your data on our instructions.
- Regulators, or other authorities, where we are legally required to do so.
6. Where your information is stored / international transfers
We store your information within the UK where possible. If any of our providers process data outside the UK, we ensure appropriate safeguards are in place as required by UK data protection law.
7. How long we keep your information
We keep your information only for as long as necessary. Clinical and treatment records are kept in line with professional and legal record-keeping requirements. Enquiry data from people who don’t become patients is kept for 12 months and then securely deleted.
8. Your rights
Under UK data protection law you have the right to:
- Access the personal information we hold about you.
- Correct information that is inaccurate or incomplete.
- Erase your information (“right to be forgotten”), in certain circumstances.
- Restrict or object to how we use your information, in certain circumstances.
- Data portability — receive your data in a portable format.
- Withdraw consent at any time, where we rely on consent.
To exercise any of these rights, contact us at [EMAIL]. We’ll respond within one month. There’s usually no charge.
9. Cookies
Our website uses cookies to help it function and, if enabled, to understand how visitors use the site. You can control cookies through your browser settings.
10. Marketing
We’ll only send you marketing messages if you’ve asked us to or agreed to receive them. You can opt out at any time using the link in our emails or by contacting us.
11. How we keep your information safe
We take the security of your health information seriously. Our website uses a secure encrypted connection (HTTPS), and we use appropriate technical and organisational measures to protect your data against unauthorised access, loss or misuse. Access to your information is limited to those who need it to provide your care.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be published on this page with the “last updated” date at the top.
13. How to contact us or make a complaint
If you have any questions about this policy or how we handle your data, contact us at:
Ascot Weight Loss & Wellness – 07761 115457
If you’re unhappy with how we’ve handled your information, you can complain to the UK’s data protection regulator:
Information Commissioner’s Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113
We’d appreciate the chance to resolve your concern first, so please contact us before approaching the ICO.