1. Who we are (Data Controller)

Male Clinic is the data controller for the personal information we process.

• Clinic name: Male Clinic
• Email: info@maleclinic.co.uk
• Phone: 020 XXXX XXXX

2. What information we collect

We may collect the following categories of personal information:

• Identity and contact details: name, date of birth, email, phone number, address.
• Booking and service details: appointment requests, preferences, communications, and notes related to your booking.
• Health information (special category data): information you provide for clinical assessment, treatment planning, and ongoing care.
• Payment and transaction details: payment status, invoices, order history (we do not store full card details).
• Website and device data: IP address, browser type, pages visited, and interactions (via cookies and similar tools).
• Customer support information: messages, emails, call notes, and complaint handling records.

3. How we collect your information

• When you fill out forms on our website (e.g., contact, booking, checkout).
• When you communicate with us by phone, email, WhatsApp, or online chat.
• When you attend consultations or receive treatment.
• When you purchase products through our website.
• Automatically via cookies and analytics tools when you browse our website.

4. Why we use your information (purposes)

We use your information to:

• Provide, manage and improve our services and clinical care.
• Arrange bookings, reminders, follow-ups, and respond to enquiries.
• Process payments, manage orders, and provide receipts/invoices.
• Maintain patient records and ensure safe, appropriate care.
• Handle complaints, incidents, and service quality reviews.
• Prevent fraud, protect our systems, and maintain website security.
• Comply with legal and regulatory obligations.
• With your choice, send marketing updates about services and products.

5. Legal bases for processing (UK GDPR)

We only process personal data when we have a lawful basis. Depending on the situation, these may include:

• Contract: to provide services you book or products you purchase.
• Legal obligation: to meet regulatory and accounting requirements.
• Legitimate interests: to run our clinic safely and efficiently, improve services, and protect our business.
• Consent: for certain marketing communications and, where required, specific clinical processing activities.

For special category data (such as health information), we use an additional condition under UK GDPR, such as:

• Healthcare: processing necessary for medical diagnosis, provision of health care, or treatment.
• Public interest in health and/or legal claims where applicable.
• Explicit consent where required for certain situations.

6. Cookies and website analytics

Our website may use cookies and similar technologies to help the site function, improve performance, and understand how visitors use the site. Cookies may be set by us or by third-party providers (for example, analytics or embedded content).

You can manage cookie preferences through your browser settings and, where implemented, our cookie banner/consent settings.

7. Who we share your information with

We may share your information with trusted third parties only when necessary for care delivery, booking operations, or legal compliance. These may include:

• Clinicians and clinical staff involved in your care.
• Payment providers (to process transactions).
• Booking / patient management systems used to manage appointments and records.
• Delivery/courier partners (for product orders).
• IT and website service providers (hosting, security, analytics).
• Professional advisers (legal, accounting) where needed.
• Regulators or authorities where we are required to do so by law.

8. International transfers

Some service providers may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as UK-approved contractual protections or equivalent legal mechanisms.

9. How we keep your information secure

We use appropriate technical and organisational measures to protect your data. These may include access controls, encryption where appropriate, secure hosting, staff confidentiality obligations, and minimised access on a need-to-know basis.

10. How long we keep your information (retention)

We keep information only for as long as necessary for the purposes set out in this policy, including to meet clinical, legal, tax and regulatory requirements. Retention periods may vary depending on the type of record.

• Clinical records: retained in line with applicable healthcare guidance and regulatory requirements.
• Financial records: retained as required by UK tax/accounting rules.
• Marketing preferences: kept until you opt out or request deletion where applicable.

11. Your rights

Under UK data protection law, you may have the right to:

• Access your personal data (subject access request).
• Correct inaccurate or incomplete data.
• Request deletion of data (where applicable).
• Restrict or object to processing in certain circumstances.
• Data portability (in certain circumstances).
• Withdraw consent where processing is based on consent.

Some rights are not absolute, particularly where clinical or legal obligations apply. We may request proof of identity before responding to requests.

12. Marketing communications

If you opt in, we may send you updates about services, offers, or products. You can opt out at any time by:

• Using the unsubscribe link in an email (if included), or
• Contacting us at info@maleclinic.co.uk.

13. Children’s privacy

Our services and products are intended for adults. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, contact us so we can take appropriate steps.

14. Complaints

If you have concerns about how we handle your data, please contact us first so we can address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

ICO website: ico.org.uk (search “ICO complaints”)

15. 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 “Last updated” date.

16. Contact us

For privacy questions, data requests, or to update your preferences, contact:

• Male Clinic
• Email: info@maleclinic.co.uk
• Phone: 020 XXXX XXXX