Privacy Policy

Last Updated: Thursday 22nd May 2025

Optimum Road Health Centre is committed to safeguarding your personal data and respecting your privacy in accordance with UK data protection and healthcare confidentiality laws.

1. Introduction

Optimum Road Health Centre is a trading name of 25 Eight Medical Group Limited. At Optimum Health Centre, we are committed to protecting your personal data and ensuring your privacy is respected. We value the trust you place in us when you share your personal information, and we take our responsibility to safeguard it seriously.

We operate in full alignment with the General Data Protection Regulation (GDPR) and the Data Protection Act currently in force in the United Kingdom (collectively referred to as the "Data Protection Laws"). Our data handling practices also reflect the guidance set by recognised professional bodies such as the General Medical Council, Royal Colleges, and the Nursing and Midwifery Council.

This policy applies to all individuals receiving services from Optimum Road Health Centre, whether in person, online, or via digital platforms. By accessing our services or providing your personal data, you acknowledge and accept the practices outlined in this Privacy Policy.

If you have any questions or concerns about how your information is used, please contact us at info@optimumhealthcentre.co.uk.

By using our website or services, or by providing your personal data to us, you accept the practices outlined in this Privacy Policy. References to “we,” “us,” or “our” mean Optimum Health Centre, and references to “you” or “your” refer to anyone whose data we collect or process.

2. About Us

For the purposes of the Data Protection Laws, the Data Controller is:

25 Eight Medical Group Limited
Unit A2, Optimum Business Park,
Optimum Road, Swadlincote,
England, DE11 0WT
Company registration number: 14484808

"Optimum Road Health Centre is the registered trading name under which 25 Eight Medical Group Limited provides private healthcare services. We are not affiliated with the NHS.

In this policy, references to “we”, “us”, “our” or “25 Eight Medical” include our healthcare professionals and staff involved in delivering your care.

3. What Personal Data We Collect

“Personal data” means any information that can directly or indirectly identify you. We may collect personal data either directly from you or through authorised third parties, such as family members, referring healthcare providers, insurers, or other healthcare institutions.

Depending on how you interact with us and the services you receive, we may collect a variety of personal information, including:

  • Your full name, address, email, and phone number.

  • Emergency contact details or next of kin information.

  • Correspondence between you and Optimum Health Centre.

  • Records of referrals, consultations, or services provided.

  • Responses to surveys, feedback forms, or promotional activities.

  • Recorded phone calls made to or from Optimum Health Centre.

  • Clinical records, test results, and medication information.

  • Details of any concerns, complaints, or incidents.

  • Payment information, including bank or card details.

We may also receive personal information about you from:

  • Your family members or legal representatives.

  • Your GP or other healthcare professionals are involved in your care.

  • NHS services or private medical consultants who refer you to us.

  • Public sources, such as online directories or social media profiles.

We will only collect the minimum data necessary for the specific purpose, and we ensure your information is kept accurate and up to date.

4. Children and Young People Under 18

If we are required to collect data for individuals under the age of 18, such data will be handled with additional care. Consent will always be obtained from a parent or legal guardian before any personal data is processed. We will only collect data necessary for providing care and treatment and will never use a child’s data for unrelated purposes without proper consent and justification. If information needs to be shared with a third party, we will notify the guardian in advance and ensure that data protection measures are in place.

5. Automatically Collected Information

When you visit our website, we may automatically collect technical and analytical data, such as:

  • IP address, browser type, and version.

  • Operating system and device details.

  • Website usage data, including pages visited, time spent, and navigation patterns.

  • Clickstream data, including search terms and URL paths.

  • Website performance data, such as loading times or errors.

6. Legal Basis for Processing Your Data

Under the UK GDPR, process personal data under several lawful bases, including:

  • Contractual necessity – when we need your information to deliver our healthcare services or fulfil other agreed obligations.

  • Legitimate interests – for example, to communicate updates or improvements to our services. We assess that these interests do not override your rights and freedoms.

  • Consent – particularly for sensitive health data or when sharing your information with third parties not directly involved in your care.

  • Legal obligation – when we are required to comply with laws or regulatory frameworks.

We may also process special category (sensitive) data for health purposes under Article 9(2)(h) of the UK GDPR.

7. Types of Information We Handle

We typically process the following categories of information:

  • General personal data – such as your name, contact details, and date of birth.

  • Special category data – including health information, medical history, ethnicity (for clinical relevance), and financial information (for payments or fraud prevention).

8. How We Use Your Information

You may provide personal data to us when you:

  • Use our website or submit an online enquiry.

  • Speak with our team by phone, email, or post.

  • Register as a patient or book an appointment.

  • Complete medical forms, surveys, or feedback questionnaires.

  • Enter competitions or promotional activities.

  • Make a payment online or in person.

  • Interact with us through social media.

  • Are referred by a healthcare provider or insurer.

9. Sharing Your Information

We only share health-related data with third parties directly involved in your care, and only with your explicit consent. This may include:

  • Medical practitioners, such as doctors or nurses.

  • Insurance companies covering your treatment.

  • External healthcare providers or diagnostics partners.

  • Regulators or auditors, where required for quality assurance.

  • Regulatory bodies (e.g., CQC, HCPC) if legally required

  • IT service providers who support our systems under strict confidentiality agreements

We will not share your data with third parties for marketing purposes without your explicit consent.

10. Data Retention

We retain your personal data in accordance with applicable healthcare retention schedules, including guidance from the Department of Health and professional healthcare bodies.

Generally, adult health records are kept for a minimum of 10 years from the date of last treatment.

11. Healthcare Professionals Associated with Us

Your data may be accessed by healthcare providers who are either employed by us, operate independently in private practice, or are affiliated with the NHS. These professionals are responsible for maintaining their own data records and operate either as independent data controllers or jointly with Optimum Health Centre. All such parties are obligated to manage your data in accordance with relevant laws and professional confidentiality standards.

Where necessary, we may refer you directly to these professionals to manage your data rights, including access, correction, or deletion. Our agreements with these individuals require them to cooperate with such requests.

12. Your Rights

Under the UK GDPR, you have the following rights:

  • Access: to request a copy of your personal data

  • Rectification: to correct any inaccuracies

  • Erasure: to request deletion (in certain circumstances)

  • Restriction: to limit how your data is used

  • Objection: to processing based on public interest or legitimate interest

  • Portability: to request that your data be transferred to another provider

  • Withdraw consent: at any time where processing is based on your consent

To exercise any of these rights, please contact us at the address below.

13. Data Security

We have robust security measures in place to protect your personal data from unauthorised access, loss, misuse, or alteration. This includes encryption, access controls, secure servers, and regular staff training.

14. Website and Cookies

Our website may use cookies to enhance the user experience. Any data collected via cookies is anonymised and processed in line with this privacy policy.

Please note: we are not responsible for the privacy practices of external websites linked from our site. You should review their privacy policies separately.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you via email or during your visit.

16. Contact Us

If you have any questions or wish to exercise your rights under this Privacy Policy, please contact:

25 Eight Medical Group Limited
Optimum Road Health Centre
Unit B1, Optimum Business Park,
Optimum Road, Swadlincote,
England, DE11 0WT

Email: manager@optimumhealthcentre.co.uk
Phone: 0800 688 9992

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at https://ico.org.uk.