Privacy Policy

Who we are and how to contact us

Prime Clinical Services Ltd is registered in England and Wales, company number [COMPANY NUMBER], with its registered office at [REGISTERED OFFICE ADDRESS].

We are the controller of personal data collected for this website, business enquiries and our newsletter. We handle personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

For data protection questions or requests, contact [DATA PROTECTION CONTACT]. You can also call 07401 222 771. Our ICO registration number is [ICO REGISTRATION NUMBER].

Information we collect

When you enquire, we collect your name, job role, organisation, organisation type, work email, message and consent confirmation. You may also provide a phone number, services of interest and approximate list size. We receive the page name associated with newsletter signups and booking information you choose to provide through Calendly. Our hosting and service providers may process technical information such as IP addresses, browser details and security logs.

Please do not send patient-identifiable information, medical records or other sensitive personal information through website forms, booking notes or WhatsApp. The website is for organisational enquiries, not individual clinical care. Fields marked as required are needed to handle your enquiry; optional fields can be left blank.

Why we use information and our lawful bases

We use enquiry and booking information to respond, arrange meetings and discuss services. Where you are personally entering a contract, this may be necessary for steps requested before that contract. For enquiries made on behalf of an organisation, we rely on our legitimate interests in managing business relationships and responding to requests, balanced against your privacy rights. The enquiry checkbox records your acknowledgement; it is not a condition requiring consent to unrelated marketing.

Newsletter emails are sent on the basis of your consent, subject to the rules on electronic marketing under the Privacy and Electronic Communications Regulations. Subscribing is optional and does not affect your enquiry. Analytics runs only if you opt in. We may also process information to meet legal obligations and for legitimate interests in securing our website and establishing or defending legal claims. We do not use website enquiries for automated decisions with legal or similarly significant effects.

Sharing information and our service providers

Only people who need your information to perform their work should have access. We do not sell personal information. Formspree is our intended processor for delivering enquiry forms and newsletter signups. Calendly is our intended processor for arranging discovery calls. These services are not available until configured. Hosting, email and IT support providers may also process information on our behalf. We may disclose information to professional advisers, regulators or authorities where lawfully required.

Providers act as processors for information handled on our instructions under appropriate processing terms. They may separately act as controllers for their own account, security or service-use information. Review Formspree’s and Calendly’s privacy notices when using their services. WhatsApp is an external service with its own privacy arrangements; please use it only for general enquiries.

International transfers

Formspree and Calendly may process information outside the UK, including in the United States, and use subprocessors. Before enabling them, we must verify the relevant processing contracts, locations and transfer arrangements. For any restricted transfer we must use a lawful mechanism, such as an applicable UK adequacy arrangement or the UK International Data Transfer Agreement or Addendum, with any required transfer assessment and supplementary safeguards. Contact us for information about the safeguards relevant to your data. This notice does not confirm that a particular provider or transfer is certified or approved.

How long we keep information

We retain information only for as long as necessary for its purpose and any applicable legal requirements. Enquiry and booking records are kept for [ENQUIRY RETENTION PERIOD] after the last relevant contact. Client records are governed by the engagement’s retention schedule and any legal obligations. Newsletter details are retained until you unsubscribe or consent is otherwise withdrawn; a minimal suppression record may then be kept to respect your choice. Technical logs are retained for [SECURITY LOG RETENTION PERIOD]. These periods must be confirmed before publication.

Security and clinical service data

We aim to use proportionate organisational and technical safeguards, including restricted access and secure service-provider arrangements. No website or transmission method can be guaranteed completely secure. If a personal data breach occurs, we will assess notification obligations to the ICO and affected individuals.

Patient data processed while delivering commissioned services is covered by separate agreements, clinical governance arrangements and privacy information. Our role as controller or processor depends on the engagement; this website notice does not replace an NHS organisation’s patient privacy notice.

Your rights and newsletter choices

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your data and object to processing, including processing based on legitimate interests. You can withdraw consent at any time without affecting the lawfulness of processing before withdrawal. These rights have legal exceptions.

Every newsletter should include an unsubscribe option. You can also contact [DATA PROTECTION CONTACT] to unsubscribe or exercise your rights. We normally respond to rights requests within one month; extensions permitted by law will be explained. We may need proportionate information to verify your identity. Requests are normally free of charge.

Complaints, cookies and changes

Please contact us first if you have concerns. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. You do not have to contact us before contacting the ICO.

Our Cookie Policy explains optional analytics and marketing technologies. You can change your choices using Cookie settings in the footer. We may update this notice when our services or legal duties change and will update the date and communicate material changes where appropriate.