Privacy Policy
Privacy Policy
Last updated: 23 October 2026
1. Introduction
At Virtue Healthcare, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use and protect your information when you use our services or visit our website.
Who we are and how to contact us
Virtue Healthcare is responsible for your personal data (the “data controller”).
Address: 70-72 Walm Lane, London NW2 4RA
Email: hello@virtue-healthcare.co.uk
Phone: 07503 900518
We are registered with the Information Commissioner’s Office (ICO), registration number ZC231169.
2. Information We Collect
• Contact details: name, address, email address, phone number and date of birth.
• Health information: your medical history, symptoms, assessment findings, treatment notes and any reports or letters about your care.
• Booking and payment information: appointment history and payment records. Card payments are handled by our payment provider, and we do not store your full card number.
• Your preferences: whether you agree to share your notes within our team, whether you agree to be contacted about appointments and treatment, and whether you want to receive our newsletter.
• Website data: information collected through cookies, such as your IP address and how you use our site.
3. How We Use Your Information
We use your personal data to:
• provide the treatments and services you request;
• keep accurate patient records and comply with healthcare regulations;
• send appointment confirmations and reminders, if you have agreed to be contacted;
• process payments and manage billing;
• improve our website and services through usage analytics;
• send newsletters and promotions, only if you have opted in. These may include health tips and offers. You can unsubscribe at any time using the link in each email, or by contacting us.
Our legal basis
We use your health information to provide your care, which UK data protection law allows for healthcare. We rely on your consent for team sharing, for appointment emails and messages, and for marketing emails. You can withdraw your consent at any time.
4. Sharing Your Information
Within the clinic: team-based care
Sharing your notes with other practitioners at Virtue Healthcare is optional. We only do it if you say yes.
We ask you at two points. When you register, we ask for your general preference. Then, before any handover, we confirm with you which practitioner will see your notes and why. If you agree, your practitioner may:
• discuss your case with colleagues to plan the best treatment;
• introduce you to another practitioner on the team when their skills suit your needs better;
• give that practitioner access to your notes, so you don’t have to repeat your history.
If you prefer not to share, your notes stay with the practitioner treating you, and this will not affect the care you receive. We record each choice you make, with the date.
You can change your choice at any time by telling your practitioner or contacting us. Changing your mind stops future sharing. It does not undo sharing that has already happened, and we still keep your records for the periods in section 5.
Outside the clinic
We never sell your data. We share it outside Virtue Healthcare only in these cases:
• Other healthcare professionals, such as your GP or a consultant, when needed for your care and with your consent.
• Insurers, if you claim through private health insurance and ask us to send information.
• When the law requires it, or in rare cases where there is a serious risk of harm to you or someone else (for example, a safeguarding concern). We would usually tell you first, unless doing so would increase the risk.
• Service providers who process data on our behalf under contract, and may only use it to provide their service to us (listed below).
Our service providers
• Wix, for our website and online booking.
• SumUp, for card payments.
• Google, for appointment calendars. Calendar entries created through our records system contain only an anonymous patient ID. Online bookings made through Wix can include your name, phone number and email, and may appear in the practitioner’s own Google Calendar. Calendars are not shared between practitioners.
• Zoho Mail, for emails we send you. We only email you about appointments or treatment if you have agreed to be contacted, and we only send newsletters or promotions if you have separately opted in. You can withdraw either at any time.
• Dropbox, for storing encrypted backups of our records. The backups are encrypted before they leave the clinic, so Dropbox cannot read them.
Some of these providers may process data outside the UK. Where they do, they must use safeguards that UK law requires.
5. Data Security and Retention
We keep your records in a secure, access-controlled system. Your clinical records are held on secure computers at our clinic, and backed up in encrypted form. Only practitioners treating you, and staff who need it for bookings or billing, can see your information. We use measures such as passwords, encryption and limited access, though no system connected to the internet can be guaranteed completely secure.
We keep clinical records for as long as professional guidance requires:
• Adults: at least 8 years after your last appointment.
• Children: until their 25th birthday, or 8 years after their last appointment if that is later.
6. Cookies
Our website uses cookies to improve your experience. You can turn cookies off in your browser settings, but some features of the website may then not work.
7. Your Rights
You have the right to:
• access the information we hold about you and receive a copy;
• ask us to correct anything inaccurate or incomplete;
• ask us to delete your data, unless we are legally required to keep it (clinical records usually must be kept for the periods in section 5);
• ask us to restrict or object to how we use your data;
• receive your data in a portable format;
• withdraw your agreement to team sharing, or your consent to appointment contact or newsletters, at any time.
We will respond within one month, free of charge in most cases. Contact us using the details in section 1.
If you are unhappy with how we handle your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
8. Changes to This Policy
We may update this policy from time to time. We will post the new version on this page with its date. If a change affects how we use your health information, we will tell you directly.