Last updated: July 2026

1. INTRODUCTION

At IBCcare, we are committed to protecting your privacy and handling your personal information with care, transparency and integrity.

This Privacy Notice explains how we collect, use, store and protect your personal data when you:

• visit our website;
• contact us by telephone, email or online forms;
• book an appointment;
• receive treatment or professional services from IBCcare;
• subscribe to our newsletter or other communications.

We recognise the importance of safeguarding personal information, particularly the health information entrusted to us by our patients.

We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and the Data (Use and Access) Act 2025 (DUAA).

Please read this Privacy Notice carefully. It explains:

• what information we collect;
• why we collect it;
• how we use it;
• who we may share it with;
• how long we keep it;
• your rights regarding your personal data; and
• how you can contact us if you have any questions or concerns.

This Privacy Notice may be updated from time to time to reflect changes in legislation, our services or our data processing activities. The latest version will always be published on this website.

 

2. CONTACT DETAILS

For the purposes of UK data protection legislation, the Data Controller is:

IBCcare

Website
https://ibccare.co.uk

Email
contact@ibccare.co.uk

Telephone
020 7792 4499

Registered Practice Address

IBCcare
9 Upper Wimpole Street
London
W1G 6LJ
United Kingdom

Appointments are available at our clinics in:

• Marylebone (Central London)
• Blackheath (South East London)

For enquiries regarding this Privacy Notice or the way your personal data is processed, please contact us using the details above.

We do not currently have a statutory requirement to appoint a Data Protection Officer (DPO). All data protection enquiries are managed directly by IBCcare.

 

3. WHAT PERSONAL DATA WE COLLECT

To provide our services safely and effectively, we collect and process different types of personal information depending on how you interact with IBCcare.

The categories of personal data we may collect include:

Identity Data

Your name, title, date of birth and other information necessary to identify you as a patient or enquiry.

Contact Data

Your postal address, email address, telephone number and preferred method of communication.

Health Information (Special Category Data)

Where you become a patient, we collect information relevant to your healthcare, including:

• medical history;
• current symptoms and reason for consultation;
• medications and allergies;
• previous treatments;
• lifestyle information where clinically relevant;
• information relating to pregnancy or postnatal care where applicable;
• information concerning children where a parent or legal guardian provides it on their behalf;
• treatment records, clinical notes and care plans.

This information enables us to assess your condition, provide appropriate treatment and maintain accurate clinical records.

Where our services are provided to children, personal information is normally collected from, and decisions relating to the processing of that information are made in partnership with, a parent or person with parental responsibility, unless the child is legally able to make those decisions themselves.

Appointment Data

Information relating to appointments booked through our online booking system (TM3), including appointment dates, attendance history and communications regarding your appointments.

Communication Data

Records of correspondence sent to us by email, contact forms, telephone calls or other methods of communication.

Technical Data

When you visit our website we may automatically collect technical information including:

• IP address;
• browser type and version;
• device information;
• operating system;
• pages visited;
• referring website;
• date and time of access.

Usage Data

Information about how you use our website and interact with our online services.

Marketing Preferences

Where you have chosen to receive updates from us, we may retain your communication preferences and records of your consent.

We do not sell, rent or trade your personal information to third parties.

 

4. SENSITIVE HEALTH DATA

As a healthcare provider, IBCcare routinely processes Special Category Personal Data, including information relating to your physical and mental health.

We only collect health information that is necessary to:

• assess your condition;
• provide safe and appropriate treatment;
• maintain accurate clinical records;
• comply with our professional and legal obligations.

The processing of this information is carried out in accordance with the UK GDPR and the Data Protection Act 2018 and is based on one or more of the following lawful grounds:

• your explicit consent;
• the provision of healthcare and treatment;
• compliance with legal and regulatory obligations;
• the establishment, exercise or defence of legal claims where applicable.

We recognise that health information is particularly sensitive and we take appropriate technical and organisational measures to ensure it remains secure and confidential.

Access to patient records is restricted to authorised personnel who require access as part of their professional duties.

Where appropriate, administrative staff may have limited access to personal information solely for appointment management, billing and practice administration. All staff handling personal information are subject to confidentiality obligations.

 

5. CHILDREN’S INFORMATION

IBCcare provides healthcare services for both adults and children.

Where our services are provided to a child, personal information is generally collected and managed with the involvement of a parent or person with parental responsibility, unless the child is considered legally competent to make their own healthcare and privacy decisions.

We only collect personal information that is necessary to provide safe and appropriate healthcare and we take particular care when processing children’s personal data.

6. HOW WE COLLECT YOUR PERSONAL DATA

We collect personal information in several ways, depending on how you interact with IBCcare.

Information may be collected when you:

• complete an enquiry form on our website;
• contact us by email or telephone;
• book an appointment through our online booking system (TM3);
• complete patient registration forms or health questionnaires;
• complete remote consultation forms or consent forms;
• attend consultations and treatment sessions;
• subscribe to our newsletter or other communications;
• communicate with us through social media or other online platforms where appropriate.

We also collect certain technical information automatically when you visit our website through cookies and analytics technologies. Further information can be found in our Cookie Policy.

Some information may also be generated during the course of your treatment, including clinical assessments, treatment notes and communications relating to your care.

We ask that all personal information provided to us is accurate and kept up to date. If any of your personal details change, please let us know so we can maintain accurate records.

Communication Data

This includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

Customer Data

This includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

User Data

This includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.

Technical Data

This includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.

Marketing Data

This includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is either consent, contract or our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.

We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business or for direct marketing).

 

7. MARKETING COMMUNICATIONS

We would like to keep you informed about news, health information, clinic updates, educational content and services that may be relevant to you.

Where you have given your consent, we may contact you by email with newsletters or other marketing communications. We use Mailchimp as our email marketing platform to manage subscriptions and distribute these communications securely.

You may withdraw your consent or unsubscribe from our marketing communications at any time by:

• clicking the unsubscribe link included in our emails;
• contacting us by email at contact@ibccare.co.uk; or
• telephoning us on 020 7792 4499.

We will never send marketing communications where we do not have an appropriate lawful basis to do so, and we will never sell or share your personal information with third parties for their own marketing purposes.

 

8. THIRD PARTIES

In order to provide our services safely and efficiently, we may share your personal information with carefully selected third-party service providers who support the operation of our practice.

These providers only receive the information necessary to perform their services and are required to process your personal data securely and in accordance with applicable data protection legislation.

Depending on the services you use, these providers may include:

• TM3 – our online appointment booking and practice management system;
• Gravity Forms – used to securely collect information submitted through forms on our website;
• Mailchimp – for email communications where you have chosen to receive updates;
• Google Analytics – to help us understand how visitors use our website and improve the user experience;
• our website hosting provider and authorised IT support providers, where necessary to maintain the security and operation of our website.

We may also disclose your personal information where required by law, regulatory authorities, professional bodies, insurers or where necessary to establish, exercise or defend legal claims.

We do not sell, rent or trade your personal information to third parties.

 

9. INTERNATIONAL TRANSFERS

Some of the third-party providers we use may process or store personal information outside the United Kingdom.

Whenever personal data is transferred internationally, we ensure that appropriate safeguards are in place to protect your information in accordance with UK data protection legislation.

These safeguards may include:

• adequacy regulations approved by the UK Government;
• the UK International Data Transfer Agreement (IDTA);
• the UK Addendum to the European Commission’s Standard Contractual Clauses; or
• other legally recognised safeguards that provide an equivalent level of protection.

Where third-party providers process data outside the UK, we take reasonable steps to ensure that your personal information continues to receive the same level of protection required under UK law.

 

10. DATA SECURITY

Protecting your personal information is extremely important to us.

We have implemented appropriate technical and organisational measures designed to safeguard your personal data against accidental loss, unauthorised access, disclosure, alteration or destruction.

These measures include secure electronic systems, restricted access to patient records, password protection, encrypted communications where appropriate and confidentiality obligations for staff and authorised contractors.

Access to patient information is limited to those individuals who require it in order to provide healthcare, manage appointments, administer the practice or fulfil legal and regulatory obligations.

Although we take reasonable steps to protect your personal information, no method of transmitting information over the internet or storing electronic data can be guaranteed to be completely secure. We continually review our security procedures to minimise risks and maintain appropriate safeguards.

 

11. DATA RETENTION

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to comply with our legal, professional and regulatory obligations.

Clinical records are retained in accordance with applicable UK healthcare requirements and professional guidance.

As a general principle:

• Adult patient records are retained for a minimum of eight years following the conclusion of treatment.
• Records relating to children are retained until the patient reaches 25 years of age, or for the period otherwise required by applicable legal or professional guidance.
• Marketing information is retained only for as long as you remain subscribed or until you withdraw your consent.
• Website analytics information is retained in accordance with the retention settings of our analytics providers.

When personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of using appropriate security measures.

 

12. YOUR RIGHTS

Under UK data protection legislation, you have a number of important rights regarding the personal information we hold about you.

These rights include:

The right to be informed
You have the right to understand how and why we collect and use your personal information.

The right of access
You may request a copy of the personal information we hold about you.

The right to rectification
If you believe any information we hold is inaccurate or incomplete, you have the right to ask us to correct it.

The right to erasure
In certain circumstances, you may request that we delete your personal information. Please note that this right may not apply where we are legally required to retain healthcare records.

The right to restrict processing
You may ask us to restrict how we use your personal information in certain circumstances.

The right to data portability
Where applicable, you may request that we provide your personal information in a structured, commonly used and machine-readable format or transfer it to another organisation.

The right to object
You have the right to object to certain types of processing, including direct marketing.

Rights relating to automated decision-making
IBCcare does not make decisions based solely on automated processing or profiling that produce legal or similarly significant effects.

To exercise any of your rights, please contact us at:

Email: contact@ibccare.co.uk

Telephone: 020 7792 4499

We may request proof of identity before responding to your request in order to protect your personal information.

We aim to respond to all legitimate requests within one month, although this period may be extended where permitted by law.

 

13. DATA PROTECTION COMPLAINTS

IBCcare takes the protection of your personal information seriously and is committed to resolving any concerns you may have regarding the way your data has been collected, used or managed.

If you have a concern about how your personal information has been handled, we encourage you to contact us first so that we have the opportunity to investigate and resolve the matter promptly.

You may submit a complaint by:

• completing our online Data Protection Complaint Form;
• emailing us at contact@ibccare.co.uk;
• telephoning 020 7792 4499.

We aim to acknowledge complaints promptly and investigate them fairly, confidentially and in accordance with our internal complaints procedure.

If, after contacting us, you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113

Address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Further information about your rights can be found on the ICO website.

 

14. THIRD-PARTY LINKS

Our website may contain links to external websites operated by third parties, including professional organisations, healthcare providers, research institutions and other resources that we believe may be helpful.

Please note that once you leave the IBCcare website, we have no control over the privacy practices or content of those external websites.

We encourage you to read the privacy policies of any third-party websites you visit, as they may collect and process your personal information under different terms.

IBCcare accepts no responsibility or liability for the privacy practices or content of external websites.

 

15. COOKIES

Our website uses cookies and similar technologies to improve your browsing experience, maintain the security and functionality of the website, and help us understand how visitors use our services.

Cookies are small text files stored on your device when you visit a website. Some cookies are essential for the website to function correctly, while others help us improve performance and analyse website usage.

We may use:

• Strictly Necessary Cookies – required for the operation and security of the website.
• Analytics Cookies – to help us understand how visitors interact with our website through services such as Google Analytics.
• Functional Cookies – to remember your preferences and improve your browsing experience.

Where required by law, non-essential cookies will only be placed on your device after you have provided your consent through our Cookie Banner.

You may withdraw or change your cookie preferences at any time using the cookie settings available on our website.

For more detailed information about the cookies we use, their purpose and how to manage your preferences, please read our Cookie Policy.