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Ultralase Eye Clinics Limited Privacy Notice

This is the privacy notice for the collection and use of personal data by Ultralase Eye Clinics Limited. Our registered office is at 96 Bristol Road, Birmingham, B5 7XJ.

Contents

Joint Controllers. 1

Contact 2

Introduction. 2

If you make an enquiry. 3

If you attend an appointment 3

If you receive treatment 4

If you use Our Finance Options. 5

If you are a Surgeon’s Private Patient 5

If you make a Complaint 6

If you apply for a job. 6

Where we collect your personal information from.. 7

Who we may share your data with. 7

Third Parties. 7

Your Rights. 7

Security. 8

International Transfers. 8

Retention. 8

Complaints. 8

Changes to our privacy notice. 8

 

Joint Controllers

Ultralase Eye Clinics Limited (Ultralase) is part of the Eye Hospital Group Limited, that also includes Optimax Clinics Limited (Optimax).

Optimax and Ultralase are considered joint data controllers under the General Data Protection Regulation (GDPR), as we jointly determine why and how your personal data will be processed.

When we collect your personal data, it is stored in the same systems and processed for the same purposes whether you are a patient of Optimax or Ultralase. This allows us to provide services to you from any of our clinics throughout the UK.

You can view the Optimax Privacy Notice here.

The rights detailed below you have under GDPR, such as to access your personal data, are still available to both Optimax or Ultralase. To make this as simple as possible we have a single point of contact and will ensure your request is completed on behalf of both controllers.

Contact

Please contact us if you have any queries regarding this privacy notice, concerns over your personal data, or if you wish to exercise your rights as a data subject. 

Our GDPR Owner can be contacted via gdprowner@optimax.co.uk, 0800 093 1110, or F.A.O GDPR Owner, Customer Services, 172 Lincoln Road, Peterborough PE1 2NW.

Our Data Protection Officer is provided by RGDP LLP and can be contacted via info@rgdp.co.uk, 0131 222 3239, or One Edinburgh Quay, 133 Fountainbridge, Edinburgh EH3 9QG. 

Introduction

This privacy notice explains how we collect and use personal data about you. In general, we use personal data to:

Exactly what data we may collect and how we may use it, is determined by the services you receive from us. To understand more please use the relevant links below. Please note that more than one link may be relevant e.g. you may have made an enquiry and be a patient.

 

 

If you make an enquiry

If you make an enquiry directly to us by contacting our customer services team, filling out an enquiry form on our website or via social media or make an enquiry via a third party such as a price comparison website.

Personal data, Purpose and Legal Basis

We collect, use and store different types of personal data about you. Detailed below is the data we may collect, what it is used for and our legal basis for processing this data.

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To allow us to contact you regarding your enquiry

To potentially enter into a contract with you

Communications

Information we may learn about you from emails, calls, letter between us. (Calls to customer services are recorded)

To maintain a record of our communications with you in order to potentially provide you with a service

To potentially enter into a contract with you

In our legitimate interests

Tracking information

Pixels, ad tags, cookies which can be seen / changed at:

 

https://www.ultralase.com/about-us/cookie-policy/

To allow us to understand user behaviour to improve our website and give the best possible experience to those learning about our services

 

Serve tailored online advertising to share benefits of our services that you may have missed on our website

With your consent

In our legitimate interests

Marketing Preferences

To maintain a record of your marketing choices

To send marketing communications to you

With your consent*

In our legitimate interests

 

 

*Consent to Marketing

You can update your preferences or withdraw your consent to Marketing at any time by:

 

If you attend an appointment

When you visit one of our clinics for an appointment.

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To contact you regarding your appointment

Necessary for our contract with you

 

Occupation

To ensure you receive the correct advice in relation to your occupation

Necessary for our contract with you

 

Our Legitimate Interests

Health Information

e.g. prescription, biometry, existing health conditions, medications

To provide you with the relevant advice and treatment

Necessary for our contract with you

 

Necessary to meet a Legal Obligation

 

Necessary for the provision of healthcare

Ethnic Origin

 

To provide you with the relevant advice and treatment. (some conditions run in families and can affect your suitability for treatment)

Necessary for our contract with you

 

Necessary for the provision of healthcare

CCTV Images

To protect our premises and staff

Our Legitimate Interests

Communications

Information we may learn about you from emails, calls, letter between us. (Calls to customer services are recorded)

To maintain a record of our communications with you in order to potentially provide you with a service

Necessary for our contract with you

 

Our legitimate interests

 

If you receive treatment

When you visit one of our clinics (or another treatment centre) for an appointment

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To contact you regarding treatment or aftercare

Necessary for our contract with you

 

Health Information

e.g. prescription, biometry, existing health conditions, medications

To provide you with the relevant advice and treatment

Necessary for our contract with you

 

Necessary for the provision of healthcare

Ethnic Origin

 

To provide you with the relevant advice and treatment. (some conditions run in families and can affect your suitability for treatment)

Necessary for our contract with you

 

Necessary for the provision of healthcare

Payment details

e.g. bank details for direct debit

To take payment

Necessary for our contract with you

 

Necessary to meet a Legal Obligation

 

Communications

Information we may learn about you from emails, calls, letter between us. (Calls to customer services are recorded)

To maintain a record of our communications with you in order to potentially provide you with a service

Necessary for our contract with you

 

Our legitimate interests

 

If you use Our Finance Options

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To verify your identity and contact you regarding your finance agreement

Necessary for our contract with you

Employer

To assess if you are eligible for credit

Necessary for our contract with you

 

Our legitimate interests

Financial information

To assess if you are eligible for credit

Necessary for our contract with you

 

Our legitimate interests

If you are a Surgeon’s Private Patient

If Ultralase facilities are being used by your Surgeon for your treatment, we are required to collect personal data about you to ensure that we keep accurate records to evidence any treatment carried out on our premises

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name)`

To maintain records of the treatment carried out in our premises

Necessary for a Legal Obligation

Health Information

To maintain records of the treatment carried out in our premises

Necessary for a Legal Obligation

 

Necessary for the provision of health care or treatment

CCTV Images

To protect our premises and staff

Our Legitimate Interests

 

If you make a Complaint

When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint.

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To contact you regarding your complaint

Our legitimate interests

Complaint Details

To maintain a record of your complaint, the investigation and outcome

Our legitimate interests

Communications

Information we may learn about you from emails, calls, letter between us. (Calls to customer services are recorded)

To maintain a record of any communications we have with you

Our legitimate interests

 

If you apply for a job

Personal data, Purpose and Legal Basis

Personal Data

Purpose for processing

Our legal basis for processing

Personal contact details (name, address, email, telephone number)

To contact you regarding the recruitment process and any offer of employment

To enter into a contract with you

Information about a disability, the effects of that disability, and adjustments that may need to be made during the recruitment process

To allow for reasonable adjustments to the recruitment process for disabled applicants

 

To comply with a legal obligation

To exercise rights and obligations under employment law.

Information provided in your CV, covering letter or application form. (Education, Qualifications, Experience)

 

Information gathered from interview notes or assessments

To make a decision about your suitability for the role applied for.

 

 

To enter into a contract with you.

 

 

Offer letter, and proposed employment contract

To provide you with details of the terms and conditions of the potential contract between you and Ultralase

To enter into a contract with you.

To comply with a legal obligation

 

Information on your right to work in the UK (copies of identity documents)

To evidence and record your right to work in the UK

To enter into a contract with you.

To comply with a legal obligation

 

 

Where we collect your personal information from

Who we may share your data with

We may share your personal data with the following:

Third Parties

We may use third parties (data processors) as required to deliver certain services, such as, IT systems, software providers, confidential waste disposal, records storage, email and postal distribution, surveys who will process personal information on our behalf and only on our instruction.

We conduct an appropriate level of due diligence and put in place contractual documentation in relation to any contractor to ensure that they process personal information appropriately and according to our legal and regulatory obligations.

Your Rights

You have the following rights in respect of the personal data we process about you:

Security

We are fully committed to keeping your personal data secure and we have implemented appropriate information security policies, rules and technical measures to protect the personal data that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.

International Transfers

We do not process any of your data outside the European Union. If your data is to be processed outside the EEA in the future, then we will ensure that it is protected to the same standards as if it were being processed within the EEA by using appropriate safeguards.

Retention

We keep your personal data only for as long as necessary for the purposes of:

  1. Providing you with the services you have requested;
  2. to maintain records of treatment;
  3. to support a claim or to defend ourselves against legal proceedings
  4. to comply with the law

Our retention schedule is available on request.

Complaints

We aim to resolve all complaints about how we handle personal data directly and would like you to give us the opportunity to address any concern you have by contacting us.

You also have the right to make a complaint directly with the Information Commissioner’s Office (ICO). https://ico.org.uk/ 0303 123 1113

Changes to our privacy notice

We keep this privacy notice under regular review and will place any updates on this website. If you would like a copy of this statement printed or sent to you, please contact enquiries@ultralase.com

This privacy notice was last updated on 02.05.2019.