Privacy Policy
Sussex Men's Health Clinic
Last updated: 8 September 2026
1. Who we are
Sussex Men's Health Clinic is a service provided by Ringmer Healthcare Limited, a company registered in England and Wales (company number 14605947), registered office 16 Beatty Avenue, Coldean, Brighton BN1 9ED.
We are the data controller for the personal information described in this notice. That means we decide why and how your information is used, and we are responsible for looking after it.
We operate from two GPhC-registered pharmacy premises:
Ringmer Pharmacy, 30 Anchor Field, Ringmer, Lewes BN8 5QN — GPhC premises registration 1101468
Coldean Pharmacy, 16 Beatty Avenue, Coldean, Brighton BN1 9ED — GPhC premises registration 9010023
Our Superintendent Pharmacist is Brijesh Thaker, GPhC registration 2079034.
We are registered with the Information Commissioner's Office under registration number [ICO REGISTRATION NUMBER].
How to contact us about your information Email: [DATA PROTECTION EMAIL] Post: Data Protection, Ringmer Healthcare Limited, 16 Beatty Avenue, Coldean, Brighton BN1 9ED Telephone: 01273 812499 (Ringmer) or 01273 605657 (Coldean)
2. What this policy covers
This policy explains what we do with personal information collected through:
our website, including enquiry and booking forms
advertisements and instant forms on Facebook and Instagram
appointment bookings made online or by telephone
emails, WhatsApp messages, text messages and calls between us
consultations and clinical care provided at either pharmacy
3. The information we collect
When you enquire or book
your name, email address and telephone number
which clinic you would prefer and when you are available
anything you choose to tell us about why you are getting in touch
how you found us, including which advertisement you came from
When you become a patient
date of birth and address
information about your health, symptoms, medical history and medicines
results of any tests carried out or arranged
records of consultations, advice given and any treatment supplied
details of your GP where relevant
Automatically, when you use our website
IP address, device and browser information
pages viewed and how you arrived at the site
information from cookies and similar technologies, where you have agreed to them
Health information is treated differently
Information about your health is special category data under UK data protection law. It carries extra protection, we collect only what we need, and it is handled by or under the supervision of registered healthcare professionals who owe you a duty of confidentiality.
4. Why we use your information, and our lawful basis
What we do Why Lawful basis Respond to your enquiry and arrange a consultation So we can contact you and book you in Legitimate interests — responding to someone who has asked to hear from us Provide clinical care, assessment and any treatment To deliver the healthcare service you have asked for Contract, and for health information Article 9(2)(h) — provision of health care by a health professional bound by a duty of confidentiality Keep clinical records Professional and legal obligations as a registered pharmacy Legal obligation, and Article 9(2)(h) Send appointment confirmations and reminders So you know when and where to attend Legitimate interests Send marketing by email, WhatsApp or text To tell you about our services Consent — and for anything touching health, Article 9(2)(a) explicit consent Measure how our advertising performs To understand which adverts bring people to us Consent, where cookies or tracking are involved Meet regulatory, safety and legal duties Obligations to the GPhC, MHRA and others Legal obligation
You can withdraw consent at any time. Every marketing email has an unsubscribe link, you can reply STOP to any WhatsApp or text message, or you can simply tell us. Withdrawing consent for marketing will never affect the care you receive.
5. Advertising on Facebook and Instagram
If you contacted us through an instant form on Facebook or Instagram, Meta Platforms collected your details on our behalf and passed them to us. Meta's own handling of your information is governed by their privacy policy.
We may also use Meta's advertising tools, including the Meta Pixel and Conversions API, to measure whether our adverts lead to enquiries and bookings. Where this involves cookies or similar tracking, we ask for your consent first.
We do not use information about your health to target advertising, and we never will.
6. Who we share your information with
We do not sell your information. We share it only where we need to:
Our clinical and pharmacy team, so we can care for you
Your GP or another healthcare professional, where it is clinically appropriate and normally with your agreement
NHS bodies, the GPhC, the MHRA or other regulators, where we are required to
Our service providers, who process information strictly on our instructions
The main service providers we rely on are:
Provider What they do Where Meta Platforms Advertising and instant lead forms USA / EU Twilio WhatsApp and text messaging USA / EU Cal.com Appointment booking USA / EU Make.com Moving information between our systems EU [EMAIL PROVIDER] Sending our emails [REGION] ClinicRx (TravelRx) Managing our marketing and patient communications UK [CLINICAL SYSTEM] Holding clinical records [REGION]
Some of these providers are based outside the UK. Where information is transferred abroad we rely on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or the International Data Transfer Addendum to the European Commission's standard contractual clauses, so that your information keeps the same protection it has here.
7. How long we keep it
Information How long Enquiries that do not become appointments 24 months from your last contact with us Marketing consents and preferences Until you withdraw consent, plus a record of the withdrawal Clinical records for adults 8 years after your last consultation or treatment Financial and accounting records 6 years, as required by HMRC Website and advertising analytics Up to 26 months
Where we no longer need information, we delete it securely or anonymise it.
8. How we protect it
Access to your information is limited to people who need it to do their job. Our systems are protected by access controls and encryption in transit, our clinical records are held in systems designed for healthcare use, and our staff are trained in confidentiality and information governance. Every provider we use is bound by a written contract that requires them to keep your information secure.
9. Your rights
Under UK data protection law you have the right to:
be told how your information is used, which is what this notice does
access a copy of the information we hold about you
have inaccurate information corrected
ask us to delete information, though we cannot delete clinical records we are required to keep
ask us to restrict how we use your information
object to processing based on legitimate interests, and to direct marketing at any time
receive your information in a portable format, in some circumstances
withdraw consent at any time, where consent is our basis
To exercise any of these, contact us using the details in section 1. We will respond within one month. We do not charge a fee, and we may ask you to confirm your identity first.
We do not make decisions about you by automated means alone, and we do not carry out profiling that produces legal or similarly significant effects.
10. Cookies
Our website uses cookies. Essential cookies make the site work. Analytics and advertising cookies are only set if you agree, and you can change your mind at any time through the cookie settings on our website.
11. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right.
You also have the right to complain to the Information Commissioner's Office:
Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline: 0303 123 1113 ico.org.uk/make-a-complaint
12. Changes to this policy
We review this policy regularly and will update it when our services or the law change. The date at the top shows when it was last revised. Where changes are significant we will tell you directly.