Hurst Menopause & Wellness Clinic
Supporting your health with care, discretion, and respect for your privacy.

Effective date: [01May2026]
Last updated: [01May2026]

Contact us

If you have any questions about how we use your personal data, please contact us:

Email: info@hurstmenopauseclinic.co.uk

Our commitment to your privacy

At Hurst Menopause & Wellness Clinic, we understand that your health information is deeply personal. We are committed to protecting your data, being transparent about how we use it, and ensuring it is handled safely and respectfully at all times.

1. What information we collect

We collect information to provide safe, effective, and personalised care.

Your personal and health information

• Name, address, and contact details

• Date of birth and NHS number (where available)

• Gender and pronoun preferences

• Next of kin and emergency contact details

• Medical history, conditions, allergies, and medications

• Lifestyle and wellbeing information relevant to your care

• Test results (e.g. blood tests, scans, genetic tests)

• Consultation notes and treatment plans

• Photographs (only where clinically relevant)

Administrative and financial information

• Appointment and communication records

• Payment and billing details

• Insurance information (if applicable)

• Audio recordings and AI-assisted transcription of consultations, used solely for the purpose of creating accurate clinical notes. These recordings are processed securely and are not used for any other purpose without your explicit consent.

Website and patient portal

• Account registration details

• Login and security information

• Marketing preferences

• Website usage data (such as IP address and browsing activity)

Sensitive (special category) data

As a healthcare provider, we process sensitive information such as:

• Health and genetic data

• Information about sex life and sexual orientation

• Ethnicity and religion (where relevant to your care)

This data is given additional protection under the UK General Data Protection Regulation.

2. Why we use your information

We use your information to:

• Provide safe and effective healthcare

• Arrange tests, prescriptions, and referrals

• Communicate with you about your care

• Manage appointments, billing, and administration

• Comply with legal and regulatory requirements

• Improve our services and patient experience

3. Our lawful bases

Under the UK General Data Protection Regulation, we rely on:

• Healthcare provision (including clinical documentation support) – this includes the use of secure AI-assisted transcription tools to create accurate consultation notes as part of your direct care. Processing is necessary for the provision of healthcare and is carried out under a duty of confidentiality.

• Contract – to provide services you request

• Legal obligation – to meet regulatory requirements

• Legitimate interests – to run and improve our clinic

• Vital interests – in emergency situations

• Consent – for optional services such as marketing and cookies

Where we rely on consent, you can withdraw it at any time.

4. Who we share your information with

We only share your information when necessary for your care or where required by law.

Healthcare providers involved in your care

• Your GP and other clinicians

• Pharmacies (to dispense prescriptions)

• Laboratories (for diagnostic testing)

• Hospitals for diagnostic investigations such as ultrasound

• Vesorium Healthcare Ltd. (our CQC Regulated Healthcare provider) information is shared for regulatory purposes. 

These organisations are independent healthcare providers responsible for their own data use.

Service providers

We use secure systems to manage our clinic, including:

• Carebit Health Ltd (practice management system)

They act as data processors and only process your data on our instructions.

Other organisations

• Insurance providers

• Regulators, auditors, and inspectors (including the Care Quality Commission)

• Safeguarding authorities

• Emergency services

• Organisations we are legally required to share data with

5. Confidentiality

We are bound by a duty of medical confidentiality.

We will only share your information:

• With your consent (or as part of your direct care)

• Where required by law

• Where there is a strong public interest (e.g. safeguarding or serious risk)

6. Cookies and tracking technologies

We use cookies and similar technologies to improve your experience on our website.

• We use Cookiebot to manage cookie consent

• Non-essential cookies (including analytics) are only activated after you provide consent

• You can update or withdraw your preferences at any time

We use Google Analytics to:

• Understand how visitors use our website

• Improve performance and user experience

For more detailed information, please see our Cookie Policy.

7. How we store and protect your data

We take appropriate technical and organisational measures to protect your personal data.

These include:

• Secure hosting and encrypted connections (HTTPS)

• Access controls and restricted staff permissions

• Password protection and secure authentication systems

• Regular system monitoring and security updates

We only allow access to your data where it is necessary and ensure all staff are trained in data protection and confidentiality.

8. How long we keep your information

We keep your records in line with UK clinical guidelines.

• Adult medical records: typically retained for at least 8 years after your last consultation

• Financial records: retained for 6 years for legal and tax purposes

We will only keep your data for as long as necessary and securely dispose of it when no longer required.

9. Your rights

You have the right to:

• Access your personal data

• Correct inaccurate information

• Request deletion (in certain circumstances)

• Restrict or object to how we use your data

• Transfer your data to another provider

• Withdraw consent where applicable

We will respond within one month.

10. Where your information comes from

We may collect information from:

• You directly

• Other healthcare providers (e.g. your GP)

• Family members or carers (where appropriate)

• Insurance providers

• Regulatory or safeguarding bodies

11. How to complain

If you have any concerns, please contact us first and we will do our best to resolve them.

Email: info@hurstmenopauseclinic.co.uk

If we cannot resolve your concern, then you can also contact the Information Commissioner's Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint