Privacy Policy

Effective Date: 15 September 2025

Welcome to Dr Vongai Clinic. We are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our clinic, use our services, or interact with our website.

By using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect various types of information to provide and improve our services to you, which may include:

1.1 Personal Identification Information

• Contact Data: Name, email address, phone number, postal address.
• Demographic Data: Date of birth, gender.
• Identity Data: Where required for specific treatments, a form of identification may be requested.

1.2 Health and Medical Information (Sensitive Data)

• Medical History: Information about your past and present health, medical conditions, medications, allergies, and lifestyle factors relevant to treatments.
• Treatment Records: Details of treatments received, consultations, consent forms, and outcomes.
• Photographic Data: "Before & After" photos for treatment planning and progress tracking (with explicit consent).

This sensitive data is collected directly from you during consultations and treatments. We handle this information with the utmost care and confidentiality, adhering to strict medical ethics and data protection laws.

1.3 Technical and Usage Data

• Website Usage: IP address, browser type, operating system, referral sources, pages visited, and time spent on our website.
• Cookies: Information collected via cookies and similar tracking technologies (please see our Cookie Policy for more details).

2. How We Collect Your Information

We collect information in several ways:

• Directly from You: When you book an appointment, fill out consultation forms, receive treatments, communicate with us via phone, email, or our website.
• Through Our Website: Via contact forms, consultation request forms, and newsletter subscriptions.
• Automatically: As you navigate our website, technical and usage data may be collected using cookies and similar technologies.

3. How We Use Your Information

We use your information for various purposes, including:

• To provide, operate, and maintain our services, including scheduling and delivering your treatments.
• To understand and assess your medical eligibility for treatments and ensure your safety.
• To personalize your experience and improve our services.
• To communicate with you regarding your appointments, treatments, and follow-up care.
• To send you newsletters, marketing, or promotional materials (if you have opted in).
• To process payments and manage our financial records.
• To comply with legal and regulatory obligations.
• For internal administrative purposes, such as data analysis, auditing, and research to improve our clinic operations.

4. Disclosure of Your Information

We may share your information in the following situations:

• With Your Consent: We will share your health information only with your explicit consent (e.g., sharing "before & after" photos, or with other healthcare providers).
• Service Providers: We may share data with trusted third-party service providers who perform services on our behalf (e.g., payment processing, IT support, email delivery, website hosting). These providers are bound by confidentiality agreements and are only permitted to use your information to perform their services.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred.

We will never sell your personal or sensitive data to third parties.

5. Data Security

We implement robust security measures designed to protect your personal data from unauthorized access, use, alteration, and disclosure. These measures include physical, electronic, and managerial procedures to safeguard and secure the information we collect. Our staff are trained on data protection and confidentiality protocols.

However, please be aware that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law (e.g., medical recordkeeping obligations). Medical records are typically retained for a minimum of 8 years (or longer for minors) after your last visit, in accordance with UK guidelines.

7. Your Data Protection Rights

In accordance with applicable data protection laws (including GDPR and the UK Data Protection Act), you have the following rights:

• The Right to Access: You have the right to request copies of your personal data.
• The Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.
• The Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
• The Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
• The Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• The Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

8. Links to Other Websites

Our website may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. You are advised to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions about this Privacy Policy, your data, or if you wish to exercise any of your data protection rights, please contact us:

• By Email: info@drvongaiclinic.co.uk