1) Privacy Policy

West Hampstead Child & Young Person Clinic is the data controller responsible for personal information processed in connection with this website and, where applicable, the clinical services we provide.

Information We Collect

We may collect and process the following personal information, depending on how you interact with us and the services you use:

• First name and last name

• Address, email address and telephone number

• Age or date of birth

• Emergency contact information, where relevant

• Information about your presenting concerns

• Medical and mental health information relevant to your care

• Appointment and consultation information

• Clinical records where you proceed to receive clinical services

• Payment and billing information

• Website usage information, including cookies, analytics data and IP address

Some of the information we collect, including information about your physical or mental health and your presenting concerns, may constitute special category data under UK GDPR and is subject to additional protections.

How We Use Your Information

We use your personal information for the following purposes:

• To respond to enquiries and requests for information

• To arrange and manage consultations and appointments

• To communicate with you about your appointments and our services

• To provide healthcare and clinical services

• To understand your presenting concerns and assess how we may be able to support you

• To maintain accurate clinical records where you receive clinical services

• To process payments and carry out necessary administrative tasks

• To meet professional, regulatory and legal obligations

• To maintain the security and functionality of our website and systems

• To improve our services and website functionality, where permitted by applicable data protection law

Lawful Basis for Processing

We process personal information only where we have a lawful basis to do so under UK GDPR.

Depending on the purpose and circumstances of the processing, our lawful bases may include:

• Contract or steps taken at your request before entering into a contract – where processing is necessary to provide services you have requested or to take steps at your request before entering into a contract.

• Legal obligation – where we are required to process information to comply with a legal or regulatory obligation.

• Legitimate interests – where processing is necessary for our legitimate interests, such as the administration and management of our services, provided those interests are not overridden by your rights and interests.

• Consent – where we ask for your consent, including where required for certain marketing communications or non-essential cookies.

Where we process special category data, such as information concerning your physical or mental health, we also rely on an applicable condition under Article 9 of the UK GDPR in addition to an Article 6 lawful basis.

For the provision of health or social care, this may include the Article 9(2)(h) condition where its requirements are met. We apply appropriate safeguards to the processing of health information.

Sharing Your Information

We may share relevant personal information with:

• Healthcare professionals involved in your care

• Referring clinicians or your GP, where appropriate and lawful

• Administrative staff who require access to carry out their role

• Secure IT and practice management service providers, including Zanda Health, where they process information on our behalf

• Payment processing providers

• Regulatory authorities or legal bodies where required by law

We do not sell or trade personal information.

Where third-party service providers process personal information on our behalf, we take appropriate steps to ensure that they provide appropriate security and process information in accordance with applicable data protection law.

Initial 15-Minute Free Consultations

When you book an initial 15-minute free consultation with West Hampstead Clinic, whether the consultation is booked online, by telephone or by email, we collect information needed to arrange and conduct the consultation.

This includes:

• First name and last name

• Telephone number

• Email address

• Age

• Presenting concerns

We use this information to arrange and manage your consultation, communicate with you about your appointment, understand the nature of your enquiry and assess how we may be able to provide appropriate services.

Your presenting concerns may include information about your physical or mental health and may therefore constitute special category data under UK GDPR.

Information collected for an initial free consultation is stored securely on Zanda Health, our practice management system.

Zanda Health

Information provided when booking an initial 15-minute free consultation is recorded securely on Zanda Health, our clinical practice management system. This includes your first name, last name, telephone number, email address, age and presenting concerns.

Zanda Health is used to manage consultation bookings and related administrative information securely.

If, following your initial free consultation, you do not proceed to book a paid session with West Hampstead Clinic, we will delete the information held in Zanda Health relating to your initial consultation three months after the date of your initial consultation, unless we are required to retain it for a longer period to comply with a legal, regulatory or professional obligation, or where a longer retention period is otherwise permitted by law.

Where you do proceed to book paid clinical services, information necessary for the provision of those services will be retained in accordance with our clinical record-keeping and legal obligations.

Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected, taking into account our legal, regulatory and professional obligations.

Information collected in connection with an initial 15-minute free consultation will normally be retained in Zanda Health for three months from the date of the consultation.

If you do not proceed to book a paid session with West Hampstead Clinic during this period, the information relating to your initial free consultation will be deleted from Zanda Health after three months, unless we are required or permitted by law, regulation or professional obligations to retain it for longer.

If you proceed to book a paid clinical service, information necessary for the provision of that service will be retained in accordance with our applicable clinical record-keeping, legal and professional obligations.

If a session is recorded with your consent, the recording will be retained securely for up to three months, unless a longer retention period is required or permitted by law, regulation or professional obligations.

Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal data

• Request correction of inaccurate information

• Request deletion of data where applicable

• Restrict or object to certain processing activities

• Withdraw consent at any time

• Request data portability where applicable

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

Complaints

If you have concerns about how your data is handled, please contact us first so we can try to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Contact Details

West Hampstead Clinic
3rd Floor, 86 - 90 Paul Street
London, England, EC2A 4NE

Email: info@westhampsteadclinic.com
Phone: +44 7706 192412

2) Cookie Policy

We use cookies to:

• Ensure website functionality

• Analyse website performance and usage

• Improve user experience

• Support optional marketing features where enabled

Non-essential cookies are only used with your consent.

You can manage your cookie preferences through your browser settings or via our cookie banner controls.

For questions regarding cookies or data privacy, please contact: info@westhampsteadclinic.com

3) Website Legal Information

West Hampstead Clinic
3rd Floor, 86 - 90 Paul Street
London, England, EC2A 4NE

Email: info@westhampsteadclinic.com
Phone: +44 7706 192412

Business type: Private healthcare clinic
Responsible for website content: West Hampstead Clinic Management

Please note that West Hampstead Child & Young Person Clinic is not currently registered with the Care Quality Commission (CQC) and each clinician operates under their personal registration (HCPC, BACP, UKCP etc).

We are not responsible for the content of external websites linked from this website.

4) Website Form Privacy Notice

When you submit an enquiry or booking form, we will process the information you provide in order to respond to your enquiry, arrange appointments and, where applicable, provide clinical services. Further information is set out in this Privacy Policy.

The information you provide may include personal information and, where relevant, information concerning your physical or mental health or presenting concerns, which may constitute special category data under UK GDPR.

We process this information in accordance with the lawful bases and special category conditions described in this Privacy Policy.

Information collected for an initial 15-minute free consultation is subject to the retention period described in the Data Retention section below.

Your information will be processed in accordance with UK GDPR and the Data Protection Act 2018 and will only be shared where necessary for your care or where legally required.

You may request access, correction, or deletion of your information at any time by contacting info@westhampsteadclinic.com.

5) Marketing Consent

We will only send marketing communications where you have provided explicit consent. You may withdraw consent at any time by using the unsubscribe link in emails or by contacting us directly.

6) Data Subject Access Requests

To make a data protection request, please:

• Email: info@westhampsteadclinic.com

• Provide proof of identity

• Specify the nature of your request

We will respond within one calendar month in accordance with UK GDPR requirements.

7) Data Security

We use appropriate technical and organisational safeguards to protect personal information, including:

• Secure clinical record systems

• Password-protected access controls

• Encryption where appropriate

• Staff confidentiality obligations

• Restricted access to sensitive information