Privacy Policy

1. Introduction

Regents Care ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

For the purposes of UK GDPR, Regents Care is the data controller of your personal data. You can contact us at privacy@regentscare.com.

3. Personal Data We Collect

We collect the following categories of personal data:

• Identity Data: Full name, date of birth
• Contact Data: Email address, phone number
• Health Data: Medical information related to appointment requests
• Insurance Data: Insurance provider and policy details
• Technical Data: IP address, browser type, device information

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: When you explicitly consent to data processing
• Contract: To fulfil our service obligations
• Legitimate Interest: To provide and improve our services
• Legal Obligation: To comply with healthcare regulations

5. How We Use Your Data

We use your personal data to:

• Process and manage appointment booking requests
• Generate PDF documents for healthcare providers
• Send booking confirmations and communications
• Maintain accurate records of appointments
• Comply with legal and regulatory requirements
• Improve our services and user experience

6. Data Sharing and Transfers

We may share your personal data with:

• Healthcare Providers: To facilitate your appointment booking
• Service Providers: Postmark (email delivery), Supabase (data storage)
• Legal Authorities: When required by law or regulation

We do not sell, trade, or rent your personal data to third parties for marketing purposes.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data:

• Encryption of data in transit and at rest
• Secure hosting with industry-standard security
• Regular security assessments and updates
• Access controls and authentication measures
• Staff training on data protection

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time

9. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Healthcare appointment data is typically retained for 7 years to comply with healthcare record requirements.

10. International Transfers

Your personal data may be transferred to and processed in countries outside the UK. We ensure appropriate safeguards are in place, including adequacy decisions, standard contractual clauses, or other approved transfer mechanisms.

11. Cookies and Tracking

We use essential cookies to ensure the proper functioning of our website. We do not use tracking cookies or analytics that collect personal information without your explicit consent.

12. Complaints

If you have concerns about how we handle your personal data, you have the right to make a complaint to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

13. Contact Us

To exercise your rights or for any privacy-related questions: