THE PURPOSE OF THIS PRIVACY POLICY 

PHYCORE Limited (‘we’, ‘our’ or ‘us’) provide medical wellness and/or concierge services. Personal data is information that relates to an identified or identifiable individual. In order to provide you with the service you need, we will collect personal data about you. We take your privacy very seriously. This policy sets out how we collect and process your data. It also sets out your rights in relation to your personal data. We encourage you to review our policy carefully and contact us on the details below if you have any question about how this policy applies to you and your rights. We also encourage you to review the policy from time to time as we may be required to update it.

 

1.             Who we are

PHYCORE Limited is the data controller. We are responsible for your personal data. 

Our company registration number: 10012050 

Our registered office and postal address: is 3 Grenville Place, London, SW7 4RU, U.K. 

Our email address is: info@phycore.co.uk

Our telephone number: +44 (0) 207 370 0486 

If you have any questions or complaints about this policy please contact us using the above details. 

 

2.             Information that we collect

We may collect the following type of data from you:

 

• Name

• Date of Birth

• Gender

• Ethnic origin and race

• Sexual orientation 

• Nationality

• Home Address

• Email address 

• Telephone number

• Mobile number

• Health data, including diagnosis, full medical history (including family history), surgical history, medication use, sexual history and test results 

• Financial data such as credit or debit card information, account details and transaction data 

• Usage data

 

3.             How we collect information

Information you give us

 

• Contacting us via our website

• Contacting us via telephone

• Corresponding with us via email or post

• When you contract with us and fill out our client form

• When you pay for our services

• When we meet with you in person

 

Information we collect about you:

 

• By visiting our website

 

We may also receive personal data from you from third parties, such as:

 

• Partners, such as other service providers who put you in touch with us;

• Other medical, health or wellness professionals or clinics who may communicate with us on your behalf for the duration of your contract with us

 

4.             How we use your personal data

We take your privacy very seriously and only collect data in the performance of a contract with you, to secure our legitimate interests (such as securing payment for our services) or with your explicit consent. We collect and store your personal data as part of our legal obligation for business accounting and tax purposes. You are free to withdraw consent and terminate your contract with us (in accordance with our terms and conditions) at any time.

 

We use your personal data in the following ways:

 

• To assess the suitability of our services for your needs

• To manage your account

• To provide Medical Wellness and/or Medical Concierge Services including one or all of the following; nutritional services, exercise services, medical screening, mentoring services and medical concierge services. This may include referrals to our selected medical professionals, such as specialists, general practitioners and other vetted healthcare providers, in such cases we will provide them with any medical background deemed relevant to the service they will provide to you

• To make suggestions and recommendations to you about services that may be of interest to you.

• To remain in contact with you to provide you with changes to our services, contact details or any other changes

• Request feedback for our services to improve our services

• To administer our website, improve its functioning and security 

 

[We will get your express opt-in consent before we share your personal data with any third party for marketing purposes]

 

 

5.             Storing your data and security

We take your privacy seriously and we take reasonable measures and precautions to protect your personal data, including by using: data encryption; data access restrictions; risk assessments; staff training on data protection. All information you provide to us is stored on our secure database. Any payment transactions will be encrypted using SSL technology.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

6.             Data retention

• We will retain your personal data only as long as is necessary to deal with any queries you may have

• We will retain your personal data for as long as you might legally bring claims against us

• We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 7 years after which time it will be destroyed.

• To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. 

 

 

7.             Your rights:

• The right to be informed: you have the right to be informed about the collection and use of your personal data.

• The right of access: you have the right to access your personal data.

• The right to rectification: you have the right to have inaccurate personal data rectified, or completed if it is incomplete.

• The right to erasure: you have the right to ask to have your personal data erased. This is known as the ‘right to be forgotten.’

• The right to restrict processing: you have the right to request the restriction or suppression of your personal data.

• The right to data portability: you have the right obtain and reuse your personal data for their your purposes across different services.

• The right to object: you have the right object to the processing of your personal data in certain circumstances, such as if your data is being used for direct marketing.

 

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

8.             Sharing your data 

We will not share or disclose your data without your consent, other than for the purposes specified in this notice or where there is a legal requirement. We may share your data with third parties in order to perform our services under contractual obligation to you. In these cases we require that these parties adhere to our standards of data protection as outlined in this policy.

 

Clinicians, Health & Medical Service Providers

We will share your name, date of birth, address, contact information and your relevant medical records with clinicians, health and medical service providers to enable the performance our contract with you for medical wellness and/or concierge services. This information will only be shared when you have given us your consent. We will seek your consent before sharing your data.

 

WorldPay

With your consent and where relevant we will use Worldpay to invoice for our services. Worldpay act in the capacity of a processor on our behalf. We only provide them with the information strictly required to perform the payment service. 

 

Opting Out

As part of our service to you we will in any event get in contact with you after we have provided our Services to ensure everything went well.

You can ask us to stop sending you marketing messages at any time by contacting us at any time. 

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience or similar reasons for communication and use of your personal data.

 

 

Cookies 

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

 

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

 

International Transfers

 

Other than in communicating with you or with your advisers (with your consent) we do not transfer your personal data outside the European Economic Area (EEA).   You acknowledge that when we communicate with you or your existing advisers, you or they may be in a country outside the EEA where the laws do not require the safe handling of personal data in the same way that UK law requires that it is. You acknowledge this risk.