PRIVACY POLICY

1. Data Controller & Contact Information

London Hotel Doctor operates as the Data Controller for all personal and medical information collected via our website, online booking portal, and during clinical consultations.

• Data Protection Contact: Data Protection Officer
• Email: [email protected]

2. Legal Basis for Processing Personal & Health Data

We process your data under the following UK GDPR legal bases:

• Standard Personal Data (Art. 6 UK GDPR): Performance of a contract (delivering requested GP services) and Legitimate Interests (business administration and medical record-keeping).
• Special Category Health Data (Art. 9 UK GDPR): Article 9(2)(h) – Provision of health or social care and treatment by registered healthcare professionals bound by medical confidentiality.

3. Information We Collect

• Personal Identifiers: Name, date of birth, biological sex, contact details (email, phone number), billing address, and hotel details (hotel name, room number).
• Payment Data: Transactions are processed securely via third-party payment providers (including Apple Pay, Google Pay, and Onelink).
• Special Category Data (Medical Records): Medical history, clinical examination notes, diagnostic testing results, prescription details, and specialist referral notes required to render safe clinical care.

4. How We Use Your Data

• To arrange and execute in-room private GP consultations.
• To issue private prescriptions, process pathology samples, and arrange diagnostic imaging.
• To communicate booking confirmations, digital receipts, clinical follow-ups, and test results.
• To fulfill statutory GMC obligations, clinical governance, and legal requirements.

5. Data Sharing & Security

• Strict Medical Confidentiality: Your medical records are held securely within encrypted record management systems.
• Authorised Third Parties: We never sell or rent your personal data. We only share information with third parties where strictly necessary for your direct care or required by law, including:
      ⚬ Partner pathology laboratories and diagnostic imaging centers.
      ⚬ Dispensing pharmacies for prescription delivery.
      ⚬ NHS Emergency Services or hospital admissions (in life-threatening situations).
      ⚬ Statutory public health bodies (e.g., UK Health Security Agency) where legally mandated.
• Hotel Staff Discretion: Hotel concierge and management are never provided with details regarding the clinical nature of your consultation.

6. International Data Transfers

Where third-party software or cloud infrastructure providers process data outside the UK or EEA, we ensure appropriate safeguards are implemented, such as UK Standard Contractual Clauses (SCCs) and adequacy decisions, to guarantee an equivalent level of data protection.

7. Data Retention

In accordance with UK medical record retention standards and private practice guidelines, adult clinical records are securely retained for a minimum of 8 years from the date of your last treatment (or until a minor reaches age 25). Following the mandatory retention period, records are securely destroyed.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right of Access: Request a copy of the personal and medical data we hold about you (Subject Access Request) free of charge.
  • Right to Rectification: Request correction of inaccurate or incomplete information.
  • Right to Erasure: Request deletion of your personal data (note: this is subject to statutory clinical record retention laws which override erasure requests for medical notes).
  • Right to Restrict or Object: Limit or object to how we process your standard personal data.
  • Right to Data Portability: Request transfer of your data to another healthcare provider in a structured format.

To exercise any of these rights, email [email protected].

9. Cookies & Website Analytics

Our website uses essential cookies to ensure secure booking functionality and basic analytics to improve site functionality. No automated decision-making or profiling is performed using your personal data.

10. Complaints & The Information Commissioner's Office (ICO)

If you have concerns about how we handle your data, please contact us first so we can resolve the issue. You also have the right to lodge a formal complaint with the UK supervisory authority:

• Information Commissioner’s Office (ICO)
• Website: www.ico.org.uk
• Helpline: 0303 123 1113

We provide a premium private doctor service for hotel guests across London, bringing experienced, GMC-registered GPs directly to the comfort and privacy of your room.

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