Privacy and Cookie Policy
Last updated: October 2026
This policy explains how The Women’s Natural Health Clinic collects, uses and protects your personal information when you are our patient, when you contact us and when you use this website. It also explains how we use cookies.
Who we are
The Women’s Natural Health Clinic, 16 Bridle Lane, St Margaret’s, Twickenham TW1 3EE, is the data controller for the personal information described in this policy. We are registered with the Information Commissioner’s Office (ICO) under registration number Z9764906. You can contact us about your data by email at enquiries@womensnaturalhealthclinic.com, by phone on 020 3811 8778, or by post to the Data Controller at the address above.
Information we collect
If you are a patient
- Your name, date of birth, address, phone number and email address
- Your medical history, symptoms, test and scan results, treatment notes and prescriptions
- Correspondence and referral letters, for example to or from your GP or consultant
- Appointment, payment and invoice records
If you contact us or book online
The details you give us when you phone, email or book an appointment, such as your name, contact details and the reason for your appointment.
If you sign up to our newsletter
Your name and email address.
If you visit this website
If you accept analytics cookies, information about how you use the site, such as the pages you visit, how long you stay, the type of device and browser you use, and your approximate location (town or region, not your exact address). This information does not identify you by name.
How and why we use your information
| Purpose | Lawful basis under UK GDPR |
|---|---|
| Providing your care and treatment, including keeping clinical records | Contract (your request for treatment), and for health information, the provision of health care (Article 9(2)(h)) |
| Managing appointments, sending reminders and contacting you about your care | Our legitimate interest, and yours, in running the clinic safely and effectively |
| Invoicing and keeping financial records | Legal obligation |
| Sending our newsletter and health articles | Your consent, which you can withdraw at any time |
| Understanding how visitors use our website so we can improve it | Your consent, given through our cookie banner |
If you choose not to give us the health information we need, we may not be able to treat you safely.
Who can see your information
- Our clinicians can see your full record in order to treat you.
- Reception and administrative staff can see contact and appointment details to manage bookings and payments, but not your medical notes.
- Other healthcare professionals, such as your GP, consultant or a laboratory, only when needed for your care, and with your agreement wherever possible.
- Advisers, such as our accountant, may occasionally see contact or financial details, but never medical notes, and are bound by confidentiality.
We do not sell your information, and we never share it for marketing.
Service providers we use
We use trusted companies to run parts of our service. They process information on our behalf, only for the purposes we set, and must keep it secure.
- Heydoc (Semble) provides our online booking system and our electronic patient records system, where your clinical notes are stored securely.
- Mailchimp (Intuit) sends our newsletter and stores the names and email addresses of subscribers.
- Google Analytics (Google) measures website use, only if you accept analytics cookies.
- CookieYes runs our cookie banner and remembers your cookie choices.
- Cloudflare protects and speeds up this website.
- Google Maps shows our location on the Clinic and Book pages.
Some of these providers may store or process data outside the UK, for example in the United States. Where they do, they use legal safeguards approved under UK data protection law, such as the UK International Data Transfer Agreement or the UK Extension to the EU-US Data Privacy Framework.
How long we keep your information
- Clinical records: at least 8 years after your last appointment, or until your 25th birthday if that is later. After this, you can ask us to delete them; otherwise we keep them to support any future care.
- Financial records: 6 years, as required by law.
- Newsletter details: until you unsubscribe.
- Website analytics data: no longer than 14 months.
How we protect your information
Patient records are kept in a secure, password-protected electronic records system, and other records are kept on password-protected systems that are backed up regularly. Access is limited to the people who need it, and our premises are locked and alarmed outside working hours.
Cookies
Cookies are small files that a website stores on your device. We use only the cookies listed below. Analytics cookies are switched off until you choose to accept them, and you can change your choice at any time using the cookie settings link or icon on this website.
| Cookie | Provider | Purpose | Type | Duration |
|---|---|---|---|---|
| cookieyes-consent | CookieYes (this website) | Remembers your cookie choices | Necessary | 1 year |
| wp_consent_* | This website | Passes your cookie choices to other parts of the site | Necessary | 1 year |
| _ga | Google Analytics | Distinguishes one visitor from another | Analytics (only with consent) | 2 years |
| _ga_HY5V7ECSYF | Google Analytics | Keeps track of your visit | Analytics (only with consent) | 2 years |
Our online booking system (Heydoc) and the Google Map on our Clinic and Book pages are provided by those companies and may set their own cookies when you use them. Please see the privacy information of Semble and Google.
You can also block or delete cookies through your browser settings. Blocking necessary cookies may affect how the site works.
Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information, once any legal minimum retention period has passed
- ask us to restrict or object to certain uses of your information
- withdraw your consent at any time, for example by unsubscribing from our newsletter or changing your cookie settings
To make a request, contact us using the details above. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We review this policy regularly and will post any changes on this page.