London Paediatric Clinic Privacy Policy

Data Privacy & Cookie Notice
Last updated: 29 June 2026

Privacy Summary

At London Paediatric Clinic, we take privacy seriously and handle personal information responsibly. We collect only the information needed to respond to enquiries, assess a child’s clinical needs, arrange care, provide treatment where appropriate, and manage the patient and parent/guardian experience safely.

We do not sell personal data. Information is only shared where necessary, such as with clinicians, hospitals, diagnostic providers, administrative systems, payment providers, insurers, safeguarding bodies, or where required by law. You and your child have rights over personal data, including the right to request access, correction, restriction, or deletion where applicable.

1. Introduction

This Privacy Policy explains how London Paediatric Clinic (“we”, “us”, or “our”) collects, uses, stores and protects personal data when you use our website, contact us, make an enquiry, attend an appointment, or receive care through our services.

For the purposes of data protection law, London Paediatric Clinic is the data controller for personal data processed through this website and our services, unless otherwise stated.

We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.

2. What Personal Data We Collect

Patients, Parents, Guardians and Enquiries

To provide safe, appropriate and effective clinical care, we may collect personal information including:

• the child or patient’s name, date of birth and contact details
• parent, guardian or carer name, contact details and relationship to the child
• NHS number, GP details, referrer details and insurance information, where relevant
• medical history, health information, symptoms, allergies, medication, developmental history, vaccination history and relevant family or social history
• details of your enquiry, consultation, investigation, referral, treatment or care
• correspondence, appointment information and clinical notes
• emergency contact details
• payment and billing information, where applicable
• CCTV footage if you attend a clinic location where CCTV is in operation

Health information is classed as special category data under data protection law. This means it receives additional legal protection. Personal data relating to children also requires particular care and protection.

Website Users

When you visit our website, we may collect limited technical and usage information, such as:

• IP address and device information
• browser type and operating system
• website pages viewed
• time spent on the website
• referral source
• approximate location, language and preference settings
• cookie consent preferences

3. How We Collect Your Data

We may collect personal data in the following ways:

• directly from you, including through consultations, telephone calls, emails, online forms or appointment requests
• from a child or young person during a consultation, where appropriate
• automatically through cookies, CookieYes, analytics tools and website tracking technologies
• from healthcare professionals, referrers, GPs, hospitals, laboratories, diagnostic providers or other professionals involved in your child’s care, where relevant and appropriate
• from administrative or booking systems used to support our services

4. How We Use Your Personal Data

Clinical Care

We may use personal data to:

• assess your enquiry, symptoms, clinical concerns or suitability for treatment
• arrange consultations, tests, scans, referrals, procedures or follow-up care
• maintain accurate clinical and administrative records
• communicate with parents, guardians, carers and patients, as appropriate, about appointments, care and treatment
• support safe and appropriate medical decision-making
• support patient safety, safeguarding, audit, quality assurance and service improvement

Clinical Data Sharing

Where it is necessary for care, we may share relevant information with healthcare professionals and providers involved in assessment, treatment or follow-up. This may include consultants, GPs, hospitals, laboratories, imaging providers, diagnostic services, pharmacies, therapists or other clinical teams.

Information is shared securely and only where appropriate.

Safeguarding

Where there are concerns about the safety or welfare of a child, young person or another individual, we may share relevant information with appropriate professionals, safeguarding bodies, public authorities or legal bodies where permitted or required by law, regulation or professional duties.

Administration and Legal Compliance

We may also use information to:

• manage bookings, appointments and payments
• respond to enquiries
• maintain patient records
• meet legal, regulatory, professional and clinical governance obligations
• support patient safety, audit, quality assurance and service improvement
• manage complaints, queries or requests

Communication

We may contact you to:

• respond to enquiries
• provide information about appointments or services
• send relevant administrative or clinical information
• provide updates where permitted by law

Marketing communications will only be sent where we are legally permitted to do so. You may opt out of marketing communications at any time. We do not sell personal data and we do not use children’s health information for marketing.

5. Who We Share Your Data With

We only share personal data where there is a lawful reason and it is necessary to do so. This may include sharing information with:

• treating clinicians and healthcare professionals
• GPs, referrers, hospitals, clinics, laboratories and diagnostic providers
• administrative, booking, IT, website and system providers
• payment processors and insurers, where applicable
• professional advisers, indemnity providers, insurers or legal representatives where required
• regulators, safeguarding bodies, public authorities or legal bodies where required by law or professional duties

Any third parties processing data on our behalf are expected to handle information securely and in accordance with data protection law.

We do not sell personal data.

6. How We Protect Your Data

We use appropriate technical and organisational measures to protect personal information from:

• unauthorised access
• accidental loss
• misuse or disclosure
• alteration or damage
• data breaches

These measures may include secure systems, restricted access, password protection, staff awareness, and appropriate procedures for handling personal and medical information.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary and in line with medical, legal, professional and regulatory requirements.

In general:

• children’s medical records are usually retained until the child’s 25th birthday, or 26th birthday if the young person was 17 when treatment ended, or longer where required by law, regulation or clinical guidance
• enquiry information may be kept for a shorter period where no appointment or treatment takes place
• administrative, billing and communication records are retained only for as long as needed for legitimate business, legal or regulatory purposes

When information is no longer required, it will be securely deleted or anonymised where appropriate.

8. Your Rights

Under data protection law, you have rights in relation to personal data. These may include the right to:

• request access to the personal data we hold about you or your child, where appropriate
• ask for inaccurate or incomplete information to be corrected
• request deletion of data where applicable
• restrict or object to certain types of processing
• withdraw consent where processing is based on consent
• request information about how data is used

Parents and guardians may be able to make requests on behalf of a child where appropriate. Older children and young people may also have their own data protection rights. We will consider requests carefully, taking account of the child’s age, understanding, best interests, confidentiality, clinical safety and any legal or professional obligations.

Some rights may be limited where we are required to retain information for medical, legal, regulatory, safeguarding or clinical safety reasons. Requests will be handled within the required legal timeframes.

9. Legal Basis for Processing

We process personal data under one or more lawful bases, including:

• contract — to provide or arrange healthcare services
• legal obligation — to comply with legal, regulatory and clinical requirements
• legitimate interests — to operate, manage and improve our services
• consent — where consent is required for specific uses of data
• vital interests — where processing is necessary to protect someone’s life or safety

Health data is processed under additional legal conditions that apply to medical diagnosis, treatment, healthcare management and the provision of health services.

10. Cookies

Cookies are small files placed on your device when you use our website. They help the website function properly and may also support performance, analytics, marketing and user experience.

We may use:

• essential or functional cookies needed for the website to work and to remember cookie preferences through CookieYes
• statistics or analytics cookies to understand how visitors use the website, including through tools such as Google Analytics 4
• Google Tag Manager to help manage website tags
• marketing cookies where consent has been given

You can manage or disable cookies through your browser settings and through the CookieYes preferences tool on our website, where available. Some parts of the website may not function properly if essential cookies are disabled.

For more information, please read our Cookie Policy.

11. Data Security

We use secure systems and reasonable safeguards to protect personal information. However, no website, email system or digital platform can be guaranteed to be completely secure.

Please avoid sending highly sensitive medical, personal or financial information by unsecured email unless specifically advised to do so.

12. Children and Young People

Because London Paediatric Clinic provides healthcare services for children and young people, we take particular care when handling children’s personal data.

Where appropriate, information may be provided to parents, guardians or carers. In some circumstances, we may also communicate directly with a young person, depending on their age, understanding, confidentiality rights, best interests and the nature of the care being provided.

Where a parent, guardian or carer contacts us about a child’s care or data, we may need to confirm their relationship to the child and their authority to act before discussing or releasing information.

13. Complaints

If you have concerns about how we handle personal data, please contact us first so we can try to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

14. Related Website Notices

This Privacy Policy should be read together with our Medical Disclaimer, Cookie Policy and any other relevant notices published on our website.

15. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data handling practices.

Please review this page periodically for the latest version.

16. Contact

If you have questions about this Privacy Policy, how data is handled, or if you wish to exercise data protection rights, please contact:

London Paediatric Clinic
90 Sloane Street
Chelsea
London
SW1X 9PQ

Email: info@londonpaediatricclinic.co.uk

Phone: 0203 441 2448

Website: https://londonpaediatricclinic.co.uk

Please do not send sensitive medical or financial information by unsecured email.