Privacy Policy

1. Introduction

Basingstoke Travel Clinic, operated from Brighton Hill Pharmacy, 3 Brighton Hill Parade, Basingstoke, RG22 4EH ("we", "us", "our"), is committed to protecting your personal data and respecting your privacy. This privacy policy explains how we collect, use, store, and protect your personal information when you use our website (basingstoketravelclinic.com) and our travel health services.

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following personal data:

• Identity data: Name, date of birth, gender
• Contact data: Email address, telephone number, postal address
• Health data: Medical history, vaccination records, allergy information, current medications, and travel health assessments (this is "special category data" under UK GDPR)
• Travel data: Destination details, travel dates, and itinerary information
• Booking data: Appointment details processed through our third-party booking system (cypheros.uk)
• Technical data: IP address, browser type, device information, and cookies (see our Cookie Policy below)

3. How We Use Your Information

We use your personal data for the following purposes:

• To provide travel health consultations, vaccinations, and prescriptions
• To maintain accurate medical records as required by healthcare regulations
• To manage your appointments and bookings
• To communicate with you about your appointments and health advice
• To comply with legal and regulatory obligations
• To improve our website and services

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: Where you have given explicit consent for us to process your health data for travel health services
• Contract: Where processing is necessary to provide the services you have requested
• Legal obligation: Where we are required by law to retain medical records and comply with healthcare regulations
• Legitimate interests: To improve our services and communicate relevant health information to you
• Vital interests: In rare cases where processing is necessary to protect your health or safety

5. Special Category Data (Health Data)

As a healthcare provider, we process special category data including your medical history and health information. We process this data on the basis of your explicit consent and because it is necessary for the provision of healthcare services. This data is handled with the highest level of security and confidentiality in accordance with NHS and pharmacy professional standards.

6. Data Sharing

We may share your personal data with:

• cypheros.uk: Our third-party appointment booking platform, which processes your name, email, and appointment details
• Google Analytics: Only if you choose "Accept All" in our cookie banner, Google Analytics collects website usage data (such as pages visited, device and browser type, and approximate location) to help us improve our website. It does not receive your health or booking information.
• Healthcare providers: Your GP or other healthcare professionals where necessary for your care
• Regulatory bodies: The General Pharmaceutical Council (GPhC), NHS, or other regulatory authorities as required by law
• Legal authorities: Where required by law or court order

We will never sell your personal data to third parties for marketing purposes.

7. Data Retention

We retain your medical records for a minimum of 10 years from the date of your last consultation, in accordance with NHS and pharmacy record-keeping requirements. Non-medical personal data (such as contact details) will be retained for as long as necessary for the purposes for which it was collected, and then securely deleted.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data (subject to legal retention requirements)
• Right to restriction: Request that we limit the processing of your data
• Right to data portability: Receive your data in a structured, commonly used format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details below.

9. Cookies

Our website uses cookies to improve your browsing experience. Essential cookies are necessary for the website to function properly. Third-party cookies from services like Google Maps may also be used when you interact with these features. Our booking system is hosted separately at cypheros.uk, which opens in a new tab and sets its own cookies under its own privacy policy. You can manage your cookie preferences through your browser settings or via our cookie consent banner.

If you choose "Accept All", we also use Google Analytics cookies to understand how visitors use our website, such as which pages are viewed. These analytics cookies are only set with your consent; choosing "Essential Only" keeps them switched off.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data storage, secure access controls, and regular security assessments. All staff handling personal data are trained in data protection and bound by confidentiality obligations.

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this privacy policy or wish to exercise your data protection rights, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.