Effective Date: 15.07.2025
Last Updated: 15.07.2025
At The MedicBook, we are committed to protecting your privacy and ensuring the safe handling of your personal and medical data. This policy outlines how we collect, use, store, and protect your information as part of our healthcare concierge services.
1. Who We Are
The MedicBook is a specialist healthcare concierge business based in the UK, supporting private patients in finding the most appropriate hospitals, consultant surgeons, and physicians for their condition. We are a data controller under the UK General Data Protection Regulation (UK GDPR).
For any questions, please contact:
Email: samantha@themedicbook.com
Address: Birch Pavilion, Mayfield Road, Tunbridge Wells, Kent, TN3 9HS
2. Information We Collect
We only collect personal data that is relevant to providing our services. This includes:
- Name
- Home address
- Email address
- Telephone number
- Date of birth
- Insurance provider and member number
- Medical condition(s), symptoms or treatment history
- Relevant medical records or imaging (if shared voluntarily)
We collect this information directly from you, or occasionally from:
- Referring consultants
- Medical information exchanges (with your consent)
We do not collect personal data via cookies or website tracking tools at this time.
3. How We Use Your Information
We use your information strictly for the following purposes:
- To help match you with the most appropriate medical specialist or hospital
- To facilitate medical appointments, consultations, or second opinions
- Email address
- To securely share relevant information with healthcare providers you approve
- To organise imaging, logistics or medical reports on your behalf
- To respond to your enquiries
- To obtain feedback or testimonials (with your written consent)
We do not use your data for unsolicited marketing or share it with advertisers.
4. Sharing Your Information
We only share your information with:
- Consultant doctors and surgeons relevant to your case
- Private hospitals that we collaborate with (e.g., Cleveland Clinic London and HCA Healthcare UK.)
- Medical support teams directly involved in your care
- Insurers or care coordinators, when necessary and with your approval
We will always ask for your permission before sharing personal or medical information with any third party, unless legally required to do so.
We do not sell or distribute your personal information to third-party marketing services.
5. Data Security
We protect your data with appropriate technical and organisational measures. These include:
- Password-protected and encrypted storage on a secure MacBook
- Limited access to personal data (only by the two authorised members of The MedicBook team)
- Secure communication channels when transmitting patient information
- Routine internal reviews of data handling
If a data breach occurs that may impact your rights or freedoms, we will notify you and the Information Commissioner’s Office (ICO) as required by law.
6. Your Rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request deletion ("right to be forgotten")
- Object to the processing of your personal data
- Withdraw consent at any time
- Request data transfer to another healthcare provider
7. Data Retention and Disposal
We retain patient information for up to two years after your last engagement with us, unless a longer retention period is required for legal or regulatory purposes.
At the end of this period, your personal and medical data will be securely deleted from our systems.
8. Updates to This Policy
We may update this privacy policy to reflect changes in law, best practice or our services. The latest version will always be available on our website.
Significant changes will be communicated via email or through a notice on our website.
9. Contact Us
If you have any concerns, questions, or would like to exercise your rights, please contact:
Samantha Boyce
Managing Director, The MedicBook
Email: info@themedicbook.com
Phone: +44(0) 7976 705331
If you are not satisfied with how we handle your data, you can contact the
Information Commissioner’s Office (ICO) at
www.ico.org.uk