Privacy Policy

Introduction

Last updated: 3 September 2026

Nottingham Road Clinic (NRC) is committed to protecting your personal information and respecting your privacy. This policy explains what information we collect, how we use it, who we share it with, and the rights you have over it.

Who We Are

Nottingham Road Clinic is the data controller responsible for your personal information.

Address: 195 Nottingham Road, Mansfield, NG18 4AA
Email: nottinghamroad.clinic@nhs.net
Telephone: 01623 624137

Information We Collect

We may collect:

  • Your name, address, date of birth and contact details.
  • Your NHS number, GP and emergency-contact details.
  • Medical history, medications, allergies, test results and treatment records.
  • Referral information and correspondence from other healthcare professionals.
  • Appointment, payment and insurance information.
  • Communications, feedback, complaints and consent records.
  • Information submitted through our website or Cliniko online booking system.

Health information is classed as special-category personal data and receives additional protection.

How We Use Your Information

We use your information to:

  • Arrange and manage appointments.
  • Provide safe and appropriate healthcare.
  • Maintain accurate clinical records.
  • Communicate with you about your care.
  • Process payments and insurance claims.
  • Make referrals and arrange tests or prescriptions.
  • Respond to concerns or complaints.
  • Meet our legal, regulatory and professional obligations.
  • Monitor and improve the quality and safety of our services.

We normally process personal information because it is necessary to provide the services you have requested, comply with legal obligations or support our legitimate interests in operating a safe healthcare service.

Health information is primarily processed because it is necessary for the provision and management of healthcare. We may also process information to protect vital interests, manage legal claims or meet safeguarding responsibilities.

We will seek your consent where this is specifically required, including for optional marketing communications. You can withdraw marketing consent at any time.

Use of Cliniko

NRC uses Cliniko to manage appointments, patient information, clinical records, communications and payments.

Cliniko acts as a data processor on our behalf. Cliniko states that data belonging to UK-based accounts is stored in the UK and protected through encryption, access controls and regular backups.

Some approved service providers may process limited information outside the UK. Where this happens, appropriate contractual and data-protection safeguards will be used.

Sharing Your Information

Where necessary, we may share relevant information with:

  • Healthcare professionals involved in your care.
  • Your GP or referring clinician.
  • Hospitals, laboratories, pharmacies and diagnostic providers.
  • Insurers or organisations funding your treatment.
  • Regulators and professional bodies.
  • IT, booking, payment and administrative service providers.
  • Legal or public authorities where disclosure is required by law.
  • Emergency or safeguarding services where necessary to protect someone from serious harm.

We only share information that is necessary for the relevant purpose. We do not sell patient information.

Keeping Your Information Secure

We use appropriate technical and organisational measures to protect your information. These include secure systems, controlled staff access, passwords, staff training, encryption and audit processes.

How Long We Keep Information

We retain clinical and administrative records in accordance with applicable legal requirements, professional guidance and NRC’s records-retention schedule.

Retention periods vary depending on the type of record, the care provided and the patient’s age. Information is securely deleted or anonymised when it is no longer required.

Your Rights

Depending on the circumstances, you may have the right to:

  • Request a copy of your personal information.
  • Ask us to correct inaccurate or incomplete information.
  • Request restriction or deletion of your information.
  • Object to certain uses of your information.
  • Request the transfer of information you provided to us.
  • Withdraw consent where processing is based on consent.
  • Raise a concern about how your information is being used.

Some rights are limited where we are legally or professionally required to retain clinical records.

To exercise your rights, contact us using the details above. We may need to confirm your identity before responding.

Complaints

Please contact NRC first if you have concerns about how we use your information.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Telephone: 0303 123 1113
Website: www.ico.org.uk

Changes to This Policy

We may update this policy when our services, systems or legal obligations change. The latest version will be available through our website and Cliniko booking system.