Privacy Policy

Introduction

Keltoi Clinic ("Keltoi", "we", "our" or "us") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, complete an assessment, contact us, book a consultation, purchase services, or otherwise interact with us.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection legislation.

Who We Are

Keltoi Clinic provides healthcare administration, patient support and coordination services for patients seeking access to independent healthcare services.

Contact Details: Keltoi Clinic, Website: www.keltoi.co.uk, Email: clinic@keltoi.co.uk, Telephone: 028 9433 6992.

For all privacy-related enquiries, please contact clinic@keltoi.co.uk.

Information We Collect

• Personal information including name, date of birth, address, email address, telephone number, gender and identification documents where required.
• Health information including height, weight, BMI, medical history, current medications, lifestyle information, treatment goals, consultation notes, clinical assessments, prescription information, pharmacy information and healthcare correspondence.
• Payment information including payment history, subscription information and transaction records. Keltoi does not store full payment card details.
• Technical information including IP address, browser type, device information, website activity, referral source, cookies and analytics information.
• Communication records including emails, telephone call notes, contact form submissions, support requests and complaint records.

Special Category Health Data

Health information is classified as special category personal data under UK GDPR.

We process health information only where necessary for preventative medicine, medical assessment, healthcare administration, healthcare provision, patient support and compliance with healthcare regulations.

How We Use Your Information

• Assess eligibility for treatment.
• Arrange consultations with independent clinicians.
• Facilitate prescription processing.
• Coordinate dispensing through pharmacies.
• Provide patient support.
• Manage subscriptions and payments.
• Maintain healthcare records.
• Improve our services.
• Respond to enquiries and complaints.
• Meet legal and regulatory obligations.
• Prevent fraud and misuse of services.

Lawful Basis for Processing

• Consent.
• Performance of a contract.
• Legitimate interests.
• Compliance with legal obligations.
• Provision of healthcare services.
• Public interest in the area of healthcare.

Sharing Your Information

We may share information with independent healthcare professionals, partner pharmacies, healthcare service providers, technology providers, payment providers, regulators and authorities where required.

Technology providers may include Pabau Healthcare CRM and Practice Management Software, secure email providers, cloud hosting providers, telephony providers and website service providers.

We never sell personal information to third parties.

Pabau Practice Management System

Keltoi uses Pabau to manage patient records, appointments, communications and clinical documentation.

Information entered into Pabau is stored securely and access is restricted to authorised personnel who require access for legitimate healthcare and administrative purposes.

Cookies and Analytics

Our website uses cookies and similar technologies to operate website functionality, analyse website traffic, improve user experience and monitor website performance.

Where legally required, we will obtain consent before placing non-essential cookies on your device.

You can manage cookie preferences through your browser settings.

Data Retention

We retain information only for as long as necessary to fulfil the purposes for which it was collected.

Healthcare-related records may be retained for up to eight years following the last patient interaction, or longer where required by professional, legal or regulatory obligations.

Financial records may be retained for up to six years to comply with tax and accounting requirements.

Data Security

While we take all reasonable precautions, no system can guarantee absolute security.

• Encrypted systems.
• Secure cloud-based storage.
• Role-based access controls.
• Password protection.
• Staff confidentiality agreements.
• Audit trails.
• Secure backup systems.

Your Rights

Requests can be submitted to clinic@keltoi.co.uk.

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of information where applicable.
• Request restriction of processing.
• Object to processing.
• Request transfer of information.
• Withdraw consent where consent is relied upon.

Marketing Communications

We may contact you regarding appointment reminders, service updates and important healthcare information.

Where required by law, marketing communications will only be sent with your consent.

You can unsubscribe from marketing communications at any time.

International Transfers

Where information is transferred outside the United Kingdom, we will ensure appropriate safeguards are implemented in accordance with UK GDPR requirements.

Complaints

If you have concerns regarding how we process your personal information, please contact us first at clinic@keltoi.co.uk.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO). Website: www.ico.org.uk. Telephone: 0303 123 1113.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any updates will be published on this page and the revision date will be updated accordingly.

Contact Us

Keltoi Clinic. Email: clinic@keltoi.co.uk. Telephone: 028 9433 6992. Website: www.keltoi.co.uk.