- Introduction
This Privacy Policy explains how Kidmans Travel Clinic (“we”, “us”, “our”) collects, uses, and protects your personal information when you use our website kidmanstravelclinic.co.uk and our travel health and vaccination services.
By using this website or our services, you agree to the collection and use of information in accordance with this policy.
- Data Controller and Contact Details
The data controller is Kidmans Travel Clinic, a travel health clinic based in the United Kingdom.
If you have any questions about this policy or your data, please contact us using the details on our Contact page.
- What Information We Collect
We may collect and process the following categories of data:
- Identity and contact data: name, date of birth, address, telephone number, email address.
- Appointment and travel details: appointment dates, destination countries, dates of travel, planned activities.
- Health information: relevant medical history, medications, allergies, vaccination history, and other information needed to provide travel health advice and vaccinations (special category data).
- Technical data: IP address, browser type, device identifiers, and cookie data when you browse our website.
- Communication data: messages you send through contact forms, email, or by phone.
- How We Collect Your Information
Your data is collected when:
- You complete online forms or make an appointment request.
- You contact us by phone, email, or in person at the clinic.
- You attend a consultation and provide health information to our clinicians.
- You use our website, which may use cookies and similar technologies.
- Legal Bases for Processing
We process your personal data under one or more of the following legal bases:
- To perform a contract with you or to take steps at your request before entering into a contract (for example, booking and delivering your appointment).
- To comply with legal and regulatory obligations, including medical record-keeping requirements.
- For the provision of health or social care and the management of healthcare systems (special category health data).
- Your consent, where required, for example for certain marketing communications or where you choose to share additional information.
- Our legitimate interests, such as improving our services and website functionality, provided your rights and freedoms are not overridden.
- How We Use Your Information
Your information may be used to:
- Provide travel health consultations, risk assessments, vaccinations, and prescriptions.
- Manage and confirm your bookings and appointments.
- Maintain accurate clinical records and comply with medical, legal, and regulatory obligations.
- Communicate with you about your care, including reminders, updates, and follow-up advice.
- Respond to enquiries, feedback, or complaints.
- Improve our website, services, and internal processes, including basic analytics.
- Sharing Your Information
We will not sell your personal data to third parties.
We may share your data only when necessary with:
- Healthcare professionals within Kidmans Travel Clinic involved in your care.
- Your GP or other healthcare providers, where this is in your best interests or required for continuity of care, and where appropriate we will seek your consent.
- Service providers who support our IT systems, website hosting, or secure email, under strict data processing agreements.
- Regulators, insurers, or law enforcement where there is a legal obligation to do so, or for safeguarding or public health reasons.
- International Transfers
If any of our IT or support providers are located outside the UK or European Economic Area, we will ensure appropriate safeguards (such as standard contractual clauses) are in place to protect your data in accordance with data protection law.
- Data Retention
Medical records are kept for the periods required by UK healthcare and regulatory guidelines.
Non-clinical data collected via the website (for example, contact form enquiries) is retained only as long as necessary for the purpose for which it was collected, or as required by law.
- Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.
These include secure servers, encryption where appropriate, access controls, staff training, and regular review of our security measures.
- Your Rights
Under UK data protection law, you have the following rights in relation to your personal data, subject to certain conditions:
- Right of access: to request a copy of the personal data we hold about you.
- Right to rectification: to have inaccurate or incomplete data corrected.
- Right to erasure: to request deletion of your data in certain circumstances, where we are not required to retain it.
- Right to restrict processing: to ask us to limit how we use your data.
- Right to object: to object to certain types of processing, including direct marketing.
- Right to data portability: to request that we provide your data in a structured, commonly used, machine-readable format in some circumstances.
To exercise any of these rights, please contact us using the details on our website; you may also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been handled.
- Cookies and Website Tracking
Our website may use cookies and similar technologies to enable core functionality, enhance user experience, and collect basic statistics about site usage.
You can control cookies through your browser settings, but some features of the site may not function correctly if you disable them.
- Marketing Communications
If you choose to subscribe to any newsletter or marketing updates, we will use your contact details to send you information about services that may be relevant to you.
You can withdraw your consent and opt out of marketing at any time by using the unsubscribe link or by contacting us.
- Third-Party Websites
Our website may contain links to third-party websites or services.
Those sites have their own privacy policies, and we are not responsible for their content or data practices; you should review their policies before providing personal information.
- Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or website functionality.
Any changes will be posted on this page with an updated “last updated” date, and continued use of the website will signify your acceptance of the updated policy.
- Contact Us
Questions, comments, or requests relating to this Privacy Policy or your data are welcomed and should be directed to the clinic using the contact details provided on kidmanstravelclinic.co.uk.