Privacy Policy For Patients

Privacy Policy

Bristol Menopause & Wellwoman Clinic Limited
 

1. Who We Are

Bristol Menopause & Wellwoman Clinic Limited is a private healthcare clinic providing women’s health and menopause services.

Data Controller:
Bristol Menopause & Wellwoman Clinic Limited
Low Barn, Sheepway, Bristol BS20 7TF
Email: hello@bristolmenopause.com

If you have any questions about this policy or how we use your data, you can contact us at the email address above.
 

2. The Information We Collect

We collect and use the following types of personal data:

• Name, address, email address and telephone number

• Date of birth

• Medical history and clinical notes

• Test results and investigation reports

• Appointment records

• Billing and payment information

• Health insurance details (if applicable)

• Communications with you (emails, messages or letters)

Because we are a medical clinic, much of this information is classed as special category data (health data).
 

3. How We Use Your Information

We use your information to:

• Provide safe and effective medical care

• Book and manage appointments

• Send relevant appointment reminders

• Arrange tests or referrals

• Process payments and invoices

• Meet legal and regulatory obligations

• Improve the quality and safety of our services

We do not sell your data or use it for unrelated marketing.
 

4. Our Legal Basis for Using Your Data

Under the UK GDPR, we must explain the lawful reasons for using your data.

We rely on:

Article 6 (general lawful basis):

• Performance of a contract (to provide your medical care), and/or

• Compliance with legal obligations

Article 9 (special category data – health data):

• Processing necessary for the provision of health or social care and treatment.

We do not usually rely on consent to process medical information, because we must process certain information to provide safe medical care.
 

5. Who We Share Your Information With

We may share your data with:

• Clinicians and staff involved in your care

• Laboratories and diagnostic services

• Imaging providers

• Health insurers (where relevant)

• Our IT and clinical software providers

• Regulatory bodies where legally required

We only share the minimum information necessary and always expect high standards of confidentiality.
 

6. Use of Heidi AI

We use Heidi AI to support clinical note-taking during consultations.

• We will always ask your permission before using Heidi AI.

• No recording or AI use will take place without your knowledge.

• You can decline at any time without affecting your care.
   

7. How We Keep Your Data Secure

We use appropriate technical and organisational security measures, including:

• Secure, encrypted computer systems

• Password protection and access controls

• Staff confidentiality duties and training

• Regular system updates and backups

Access to patient data is limited to staff who need it to provide your care.
 

8. How Long We Keep Your Information

We retain medical records in line with UK healthcare guidance:

• Adult patient records: normally kept for 8 years after your last appointment

Some records may be kept longer if legally required.
 

9. Your Rights

Under UK GDPR you have the right to:

• Request access to your personal data

• Request correction of inaccurate data

• Request restriction of processing in certain circumstances

• Request data portability where applicable

• Object to certain uses of your data

• Request erasure of your data (where legally appropriate)
   

You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Helpline: 0303 123 1113

To exercise your rights, please email: hello@bristolmenopause.com
 

10. Cookies and Website Use

Our website uses cookies and similar technologies.

• Non-essential cookies are only used with your consent.

• You can control or withdraw your consent at any time.

For full details, please see our Cookies Policy.
 

11. International Data Transfers

Some of our IT systems and processors may store data outside the UK.
Where this happens, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.
 

12. Changes to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
 

13. Contact Us

If you have any questions or concerns about this policy or your data, please contact:

hello@bristolmenopause.com

Low Barn, Sheepway, Bristol BS20 7TF