Privacy Policy

1. Who We Are

GroHair Trichology Clinic
Email: angie@grohair.co.uk
Clinic Address: Fuller Health & Medical, 159 Princes Avenue, Hull, HU5 3DL

GroHair Trichology Clinic is the data controller responsible for collecting and processing your personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. Information We Collect

Website Users

We may collect the following information when you visit our website or submit an enquiry:

  • Name
  • Email address
  • Phone number
  • Information submitted via website contact/enquiry forms
  • Newsletter subscription details where voluntarily provided
  • IP address and browser/device information
  • Website usage data collected through cookies and analytics tools

Patients Booking or Attending Clinic Appointments

We may collect and process the following personal and clinical information:

  • Name
  • Email address
  • Phone number
  • Date of birth
  • Occupation
  • Medical history
  • Medication and supplement history
  • Case history/history of presenting complaint
  • Dietary information
  • Blood test results
  • GP details
  • Clinical photographs and trichoscopy images
  • Payment and booking information

3. How We Use Your Information

Your information is used to:

  • Manage appointments and bookings
  • Provide consultation, treatment, and management recommendations
  • Maintain accurate clinical records
  • Monitor treatment progress and outcomes
  • Process payments
  • Communicate with patients regarding appointments, follow-up, and clinical care
  • Arrange referrals where appropriate
  • Meet legal, professional, and accounting obligations

4. Clinical Photography & Images

As part of your consultation, standard photography and trichoscopy may be used for diagnostic and monitoring purposes.

These images are:

  • Used to support clinical assessment and monitor treatment response
  • Stored securely within our clinical software system as part of your medical record
  • May be anonymised and used for clinical audit, continuing professional development (CPD), or peer/professional review where appropriate

5. Sharing Your Information

We may share relevant personal or medical information where necessary with:

  • Your GP
  • Dermatologists or other relevant medical specialists
  • Laboratory providers
  • Independent prescribers
  • Payment processors and booking software providers

Information is only shared where clinically necessary, legally required, or essential for service provision.

6. Legal Basis for Processing

We process your data under one or more of the following lawful bases:

  • Contract – to provide booked services and consultations
  • Legal obligation – record keeping, tax, and accounting requirements
  • Legitimate interests – business administration and patient follow-up
  • Consent – email marketing/newsletter subscriptions, educational image use, or other optional services requiring explicit consent.

7. Data Storage & Retention

  • Records are stored securely within our clinical software systems and associated business platforms.
  • Patient clinical records are retained for 7 years following the last consultation or treatment.
  • Financial records including invoices, payment records, and accounting documents are retained for 6 years in accordance with UK legal and tax obligations.

8. 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
  • Request restriction of processing
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

9. Cookies & Website Analytics

Our website uses cookies and similar technologies to improve website functionality, analyse website traffic, and support third-party integrations.

This may include:

  • Essential cookies required for website functionality
  • Analytics cookies (such as Google Analytics) used to understand website performance and visitor behaviour
  • Third-party cookies or scripts associated with embedded services such as online booking systems, contact forms, or other website integrations (including Cliniko where applicable)

You can manage or disable cookies through your browser settings.

Where required, cookie preferences may be managed via our website cookie settings.

10. Contact Us

For any privacy-related queries, requests, or concerns regarding your personal information, please contact:

Email: angie@grohair.co.uk