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Privacy Policy

Ingrave Pharmacy & Travel Clinic is committed to protecting your privacy. This policy explains what personal information we collect, why we collect it, how we use it, and the rights you have over it.

We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. As a healthcare provider, we also follow the guidance and confidentiality standards set by the General Pharmaceutical Council (GPhC) and the NHS.

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Table of Contents

Who We Are

Ingrave Pharmacy & Travel Clinic is the data controller responsible for your personal information.

  • Registered address: 21 Eastham Crescent, Ingrave, Brentwood, Essex
  • GPhC premises registration number: 1030957
  • Company registration number: 04595596 (registered in England and Wales)
  • Phone: 01277 229203
  • Email: ingravepharmacy@gmail.com

If you have any questions about this policy or about how we handle your data, please contact us using the details above.

The Information We Collect

Depending on the service you use, we may collect the following types of personal information:

  • Identity details such as your name, date of birth, and gender.
  • Contact details such as your address, phone number, and email address.
  • NHS number and GP practice details, where relevant.
  • Health information such as your medical history, current medications, allergies, symptoms, and details of any conditions we treat or assess.
  • Travel information such as your destination, travel dates, and previous vaccinations, for our travel clinic services.
  • Prescription and treatment records including the medicines we dispense or prescribe to you.
  • Payment details for private services. Card payments are processed securely by our payment provider. We do not store full card numbers.
  • Booking information collected through our online booking system.

Some of the information we hold is classed as special category data. Health data falls into this group and is given extra protection under the law.

How We Collect Your Information

We collect information in several ways:

  • Directly from you, when you speak to us, book an appointment, complete a consultation form, or use one of our services.
  • From your GP or other healthcare providers, where this is needed to provide safe care.
  • From the NHS, for services such as NHS prescriptions and Pharmacy First.
  • Through our website and online booking system.

Why We Use Your Information

We use your personal information to:

  • Provide pharmacy, travel clinic, weight management, and other private services.
  • Dispense and deliver your prescriptions safely.
  • Carry out clinical assessments and prescribe treatment where appropriate.
  • Keep accurate records of the care and treatment we provide.
  • Contact you about your appointments, treatments, or test results.
  • Issue vaccination certificates, including Yellow Fever certificates.
  • Meet our legal, regulatory, and professional obligations.
  • Process payments for private services.
  • Improve the services we offer.

We do not use your health information for marketing.

Our Legal Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal information.

For general personal data, we rely on:

  • Legitimate interests, to run the pharmacy and provide our services.
  • Legal obligation, to meet our duties as a registered pharmacy.
  • Contract, where you have asked us to provide a paid service.
  • Consent, in certain cases, such as some communications.

For health and other special category data, we rely on:

  • Article 9(2)(h), for the provision of health and social care and treatment.
  • Article 9(2)(a), your explicit consent, where that applies.

Where we process your data for health and care, this is done by, or under the responsibility of, a professional bound by a duty of confidentiality.

Who We Share Your Information With

We only share your information where it is necessary and lawful. We may share it with:

  • Your GP and other NHS healthcare providers, to support safe and joined-up care.
  • The NHS, for services such as NHS prescriptions and Pharmacy First.
  • NHS bodies and regulators, where required, including for public health reporting.
  • Our patient record and clinical software providers, who process data on our behalf.
  • Our payment provider, to process private payments.
  • Delivery partners, where you have asked us to deliver medicines.

Where a third party processes data on our behalf, we have written agreements in place that require them to protect your information and use it only as instructed.

We will never sell your personal information.

International Data Transfers

Most of your information is stored and processed within the UK.

For our travel clinic, some information may be shared to support your travel health needs, such as issuing internationally recognised vaccination certificates. Where any of our service providers process data outside the UK, we make sure appropriate safeguards are in place, as required by UK data protection law.

How Long We Keep Your Information

We keep your information for as long as we need it to provide your care and to meet our legal and professional duties.

Pharmacy and healthcare records are kept in line with NHS retention guidance and the Records Management Code of Practice. Retention periods vary depending on the type of record. For example, records relating to certain prescriptions and controlled drugs are kept for set legal periods.

When we no longer need your information, we dispose of it securely.

How We Protect Your Information

We take the security of your information seriously. We use appropriate technical and organisational measures to protect it, including:

  • Secure clinical and dispensing systems.
  • Restricted access, so only staff who need your information can see it.
  • Staff training on confidentiality and data protection.
  • Secure storage and disposal of records.

All our staff are bound by a duty of confidentiality.

Your Rights

Under UK GDPR, you have the following rights over your personal information:

  • The right to be informed about how we use your data.
  • The right of access to the personal data we hold about you.
  • The right to rectification, to correct inaccurate or incomplete data.
  • The right to erasure, in certain circumstances.
  • The right to restrict processing, in certain circumstances.
  • The right to data portability, in certain circumstances.
  • The right to object to certain types of processing.
  • Rights relating to automated decision making and profiling.

Some of these rights are limited where we have a legal duty to keep health records. We will always explain our decision if a right cannot be applied in full.

To exercise any of these rights, please contact us using the details at the top of this policy. We will respond within one month.

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Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with a revised date. Please check back regularly to stay informed.

How to Contact Us or Make a Complaint

If you have any questions, wish to exercise your rights, or want to raise a concern about how we handle your data, please contact us:

  • Phone: +44 1277 229203
  • Email: ingravepharmacy@gmail.com
  • Address: 21 Eastham Crescent, Ingrave, Brentwood, Essex

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

  • Website: ico.org.uk
  • Helpline: 0303 123 1113