Legal

Data Privacy Notice

This notice explains what personal data Arkadia Clinic holds, how we use it, and your rights under UK data protection law.

Organisation: Arkadia Clinic
Contact: hello@arkadiaclinic.co.uk

1. What Personal Data Do We Collect?

We may collect and process the following categories of personal data:

  • Name and contact details (address, email, telephone number)
  • Date of birth
  • Professional and employment history (where relevant to a referral or assessment)
  • Demographic information
  • Medical and clinical information relevant to the assessment you have requested
  • Emergency contact details
  • Information about employment eligibility (where applicable)

We collect sensitive personal data — including health information — only where it is necessary to provide clinical assessment and support services, and only with your explicit consent or as otherwise permitted by law.

2. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your data is used.
  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your data in certain circumstances.
  • Restrict how we process your data.
  • Data portability — to receive your data in a machine-readable format.
  • Object to specific uses of your data.
  • Not be subject to solely automated decision-making that significantly affects you.

To exercise any of these rights, please contact us at hello@arkadiaclinic.co.uk. If you are not satisfied with our response, you have the right to raise a complaint with the Information Commissioner's Office (ICO) on 0303 123 1113 or at ico.org.uk.

3. How Long Do We Keep Your Data?

We retain personal data only for as long as necessary:

  • Enquiry and contact data: up to 24 months from last contact.
  • Clinical assessment data: retained in line with NHS and professional guidance, typically a minimum of 8 years for adult records and until age 25 for children's records.
  • Financial and payroll data: the statutory minimum of 6 years.

After these periods, data is securely deleted or anonymised.

4. How Do We Store and Protect Your Data?

All personal data is stored within the UK using secure, password-protected, encrypted cloud-based systems. We take appropriate technical and organisational measures to protect against unauthorised access, loss or disclosure. Sensitive data is stored in locked, access-controlled systems.

Where data is transferred outside the UK or EEA, we ensure equivalent levels of protection are in place.

5. Who Do We Share Your Data With?

We do not sell your personal data. We may share your data only in the following circumstances:

  • With clinical professionals involved in your assessment, with your knowledge and consent.
  • With third-party service providers (such as secure cloud storage) under strict data processing agreements.
  • Where we are legally required to do so, for example by court order or regulatory authority.

6. How Can You Control Your Data?

You may opt out of marketing communications at any time by contacting us or clicking the unsubscribe link in any email we send. You can also register with the Telephone Preference Service (TPS), Corporate TPS (CTPS), or Mail Preference Service (MPS) to limit unsolicited contact.

7. Contacting Us

For any questions about this notice, or to exercise your data rights, please contact:

Last updated: July 2026