Privacy policy.

Last updated: 15/08/2025

York Pain Group LLP (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and store your information when you interact with us, including through our website, forms, telephone, email, or in person.

1. Who we are

York Pain Group LLP is a consultant-led pain management clinic providing private and NHS services.
Our registered office is: Cortlandt, George Street, Hailsham, East Sussex, BN27 1AE
You can contact us about data protection at: yorkpaingroup@theclinic.co.uk

2. What personal data we collect

We may collect the following information:

  • From our callback request form:

    • Name

    • Phone number

    • Email address

  • If you become a patient:

    • Date of birth

    • Address

    • Medical history and treatment information

    • GP details

    • Insurance information (if applicable)

  • If you contact us for any other reason:

    • Any information you provide in your message or conversation

3. How we collect your data

We collect data when:

  • You submit our online forms

  • You contact us by phone, email, or in person

  • You attend appointments

  • We receive referrals from your GP or other healthcare providers

  • You provide insurance details for billing purposes

4. How we use your data

We will only use your personal data for the purposes you expect, including:

  • Responding to your callback or enquiry

  • Arranging appointments and treatments

  • Maintaining accurate medical records

  • Communicating with you about your care

  • Managing billing and payments

  • Meeting legal and regulatory requirements

  • Sending information about our services if you have consented to receive it

5. Legal basis for processing

Under UK GDPR, we process your data on the following bases:

  • Consent – e.g. when you submit our callback form

  • Performance of a contract – to provide you with agreed medical services

  • Legal obligation – to maintain clinical records and comply with healthcare regulations

  • Legitimate interests – e.g. for clinic administration or service improvement

6. How we store and protect your data

  • Data is stored securely in encrypted systems or locked physical files.

  • We restrict access to authorised staff and clinicians only.

  • We will keep enquiry data for no longer than 6 months unless you become a patient.

  • Patient medical records are kept for the period required by law (usually 8 years for adults).

7. Sharing your data

We will not sell or rent your personal information. We may share your data only when necessary:

  • With healthcare providers involved in your care

  • With your GP (unless you request otherwise)

  • With your health insurer (if applicable)

  • With regulatory or legal authorities when required by law

8. Your rights under UK GDPR

You have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate information

  • Request deletion of your personal data (where legally possible)

  • Withdraw your consent at any time

  • Object to or restrict certain types of processing

  • Request a copy of your data in a portable format

To exercise these rights, email: yorkpaingroup@theclinic.co.uk

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with the revision date.

10. How to complain

If you are unhappy with how we handle your data, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk