Privacy Policy

1. Introduction

Georgina Gray Fertility (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, https://georginagrayfertility.co.uk/, contact us or use any services we provide.

We aim to handle your personal information transparently and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

Please read this policy carefully to understand your privacy rights and how your information may be used.

2. Who We Are

For the purposes of applicable data protection legislation, the organisation responsible for determining how and why your personal information is processed is the relevant data controller.

Business name: Georgina Gray Fertility
Website: https://georginagrayfertility.co.uk/
Email: hello@georginagrayfertility.co.uk
Business address: [Insert registered or business address]

If Georgina Gray Fertility operates through a registered company or another legal entity, the full legal name and relevant business details should be included here.

3. Personal Information We May Collect

Depending on how you interact with our Website and services, we may collect the following categories of personal information.

Information You Provide Directly

When you contact us, complete a contact form, request information or enquire about our services, we may collect:

  • Your name.
  • Your email address.
  • Your telephone number, if provided.
  • The contents of your message or enquiry.
  • Information you choose to provide about the services you are interested in.

Fertility-Related and Health Information

If you voluntarily provide fertility-related information when enquiring about or using our services, we may process information relating to your reproductive health, medical history, fertility circumstances or treatment.

Health information is particularly sensitive and may be classified as special category personal data under UK data protection law.

We will only collect and process such information where necessary, appropriate and supported by the required legal basis and additional conditions under applicable law.

Please avoid including detailed medical information in general website contact forms unless the form is specifically designed for that purpose. Where appropriate, we will advise you on a suitable method of communication.

Technical and Usage Information

When you visit our Website, certain technical information may be collected automatically, depending on the technologies we use. This may include:

  • Internet Protocol (IP) address.
  • Browser type and version.
  • Device and operating system information.
  • Pages visited and interactions with the Website.
  • Dates, times and general technical information relating to your visit.
  • Cookie and similar technology data, subject to applicable consent requirements.

Communication Information

We may retain relevant correspondence between you and us, including emails, messages and records of enquiries, to respond to requests, manage our relationship with you and maintain appropriate business records.

4. How We Use Your Personal Information

We may use personal information for the following purposes:

  • To respond to your questions, enquiries and requests.
  • To provide information about our fertility-related services.
  • To arrange and manage consultations or appointments, where applicable.
  • To provide services you have requested or agreed to receive.
  • To communicate with you about appointments, services or relevant administrative matters.
  • To maintain business, financial and service records where necessary.
  • To operate, maintain, secure and improve our Website.
  • To understand Website performance where appropriate analytics technologies are used.
  • To comply with legal and regulatory obligations.
  • To establish, exercise or defend legal claims where necessary.

We will only use personal information for purposes that are lawful, fair and compatible with the reasons for which it was collected.

We will not use your personal information for unrelated purposes without an appropriate legal basis.

5. Our Lawful Bases for Processing

Under applicable data protection legislation, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Consent: Where you have freely agreed to a specific use of your information, such as receiving certain marketing communications or allowing non-essential cookies where consent is required.

Contract: Where processing is necessary to enter into or perform a contract with you, including providing services you have requested.

Legal obligation: Where processing is necessary to comply with a legal or regulatory requirement.

Legitimate interests: Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Where we process special category information, such as health information, we must also identify an applicable additional condition under data protection law.

The appropriate lawful basis and additional condition will depend on the nature and purpose of the processing.

6. How We Handle Sensitive Information

We recognise that fertility-related information can be highly personal and sensitive.

Where we process health information or other special category personal data, we will take appropriate steps to protect it and ensure that the processing satisfies the applicable legal requirements.

These steps may include:

  • Limiting collection to information that is necessary for the relevant purpose.
  • Restricting access to authorised individuals.
  • Using appropriate technical and organisational security measures.
  • Retaining information only for an appropriate period.
  • Providing additional privacy information where required.

We will not assume that providing information through a contact form automatically constitutes explicit consent to every subsequent use of that information.

7. Sharing Your Personal Information

We do not disclose personal information indiscriminately. However, we may share relevant information with trusted third parties where necessary and lawful, including:

  • Website hosting and technical support providers.
  • Email and communication service providers.
  • Appointment-booking or customer-management providers, if used.
  • Website analytics providers, if enabled and lawfully configured.
  • Professional advisers, including legal and accounting advisers.
  • Regulators, public authorities or law enforcement agencies where required or permitted by law.

Where a third party processes personal information on our behalf, we will take appropriate steps to ensure that suitable data protection arrangements are in place.

We do not sell your personal information to third parties.

8. International Transfers

Some service providers may store or process personal information outside the United Kingdom.

If personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection requirements.

Depending on the circumstances, this may involve transferring information to a country recognised as providing adequate protection or implementing an appropriate safeguard, such as an applicable international data transfer agreement.

Further information about relevant safeguards may be requested using the contact details provided in this policy.

9. How Long We Retain Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, accounting or reporting requirements.

Retention periods depend on the type of information and the circumstances in which it was collected.

For example:

  • Enquiry information may be retained for an appropriate period to respond to and manage the enquiry.
  • Consultation or service records may be retained for as long as necessary to provide the service and meet applicable professional or legal obligations.
  • Financial and accounting records may be retained for the period required by law.
  • Technical and analytics information may be retained according to the settings and retention periods of the relevant systems.

When information is no longer required, we will take appropriate steps to delete it securely or anonymise it, unless we are legally required or otherwise permitted to retain it.

10. How We Protect Your Information

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include access restrictions, secure systems, appropriate software updates and other safeguards relevant to the information we hold.

However, no method of transmitting or storing information electronically is completely secure. Although we take reasonable steps to protect your information, we cannot guarantee absolute security.

If a personal data breach occurs, we will take appropriate action in accordance with applicable legal requirements.

11. Cookies and Similar Technologies

Our Website may use cookies and similar technologies to support essential functionality, remember preferences and, where enabled, analyse Website usage.

Non-essential cookies and similar technologies will be used only in accordance with applicable consent requirements.

You can manage your preferences through the cookie settings available on our Website, where provided.

For further information about the cookies we use and how to manage them, please read our Cookie Policy.

12. Marketing Communications

We may occasionally contact you about our services or relevant updates where permitted by applicable law.

Where marketing consent is required, we will obtain it before sending marketing communications.

You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us at hello@georginagrayfertility.co.uk.

Opting out of marketing will not affect communications that are necessary to provide a service you have requested or to meet legal obligations.

We will not use sensitive fertility-related information for marketing purposes without an appropriate legal basis and any additional permissions required by law.

13. Your Data Protection Rights

Depending on the circumstances and subject to applicable law, you may have the right to:

  • Access: Request a copy of the personal information we hold about you.
  • Rectification: Request correction of inaccurate or incomplete information.
  • Erasure: Request deletion of your personal information where the legal conditions are met.
  • Restriction: Request that we restrict the processing of your information in certain circumstances.
  • Objection: Object to processing based on legitimate interests or to certain other processing where the law provides this right.
  • Data portability: Request certain information in a portable format where the right applies.
  • Withdraw consent: Withdraw consent where processing is based on consent. This will not affect the lawfulness of processing carried out before withdrawal.
  • Complain: Raise concerns with the UK Information Commissioner's Office (ICO).

These rights are not absolute, and certain legal exceptions may apply.

To exercise your rights, please contact us at hello@georginagrayfertility.co.uk. We may need to verify your identity before responding to your request.

We aim to respond within the timeframe required by applicable data protection legislation.

14. Children's Privacy

Our Website is not intended to encourage children to submit personal information unnecessarily.

Where personal information relating to a child is collected in connection with a legitimate service, we will handle it in accordance with applicable data protection requirements and take appropriate steps based on the circumstances.

If you believe that a child has provided personal information to us inappropriately, please contact us so that we can review the matter.

15. Third-Party Websites

Our Website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices, security or content of websites that we do not control.

When you visit a third-party website, we recommend reviewing its privacy policy before providing personal information.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, Website functionality, data processing practices or legal requirements.

Any revised version will be published on this page with an updated “Last updated” date.

We encourage you to review this page periodically to remain informed about how we handle personal information.

17. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your personal information is handled, please contact us:

Georgina Gray Fertility

Email: hello@georginagrayfertility.co.uk

Website: https://georginagrayfertility.co.uk/

Business address: [Insert registered or business address]

18. Right to Complain to the ICO

If you are concerned about how we have handled your personal information, we encourage you to contact us first so that we can try to resolve your concern.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

Website: https://ico.org.uk/make-a-complaint/

The ICO is the UK's independent authority responsible for upholding information rights and data protection.