Privacy Policy
Your privacy matters to us. Learn how we collect, use, and protect your personal information.
Last Updated: December 15, 2025
1. Introduction
We're Manor Chemist & Clinic, and we take your privacy seriously. This policy explains how we look after your personal information when you visit our pharmacy, use our services, or browse our website at www.manorchemist.co.uk. Please take a moment to read through this policy. If you're not happy with anything here, please get in touch with us before using our services.
2. What Information We Collect
Here's what we might collect when you use our services:
Personal Details
Your name, address, email, phone number, date of birth, and NHS number. You give us this information when you register, book an appointment, or get in touch with us.
Health Information
As your pharmacy and healthcare provider, we collect medical history, current medications, allergies, prescriptions, and other health details we need to keep you safe and provide the best care possible.
Website Usage
Our website automatically collects things like your IP address, browser type, and which pages you visit. This helps us understand how people use our site.
Mobile Information
If you're using a mobile device, we might collect your device ID, model, and manufacturer details.
3. How We Use Your Information
We use your information to provide you with safe, effective healthcare services. Here's what that means in practice:
- •Process your prescriptions and dispense medications safely
- •Book and manage your appointments
- •Verify your identity and NHS eligibility
- •Keep you updated about your prescriptions, appointments, and health matters
- •Send important notices about our services or policy changes
- •Meet our legal and regulatory requirements (including our NHS obligations)
- •Keep accurate healthcare records as required by law
- •Improve our services based on what works well
- •Answer your questions and provide support
- •Send you helpful health information and offers (only if you've said yes to marketing)
4. Our Legal Basis
Under UK GDPR, we need a legal reason to use your data. Here's why we're allowed to process your information:
Your Consent
When you've explicitly agreed to something (like receiving our marketing emails).
Providing Your Care
We need your information to deliver the pharmacy and clinical services you've asked for.
Legal Requirements
As a registered pharmacy, we're legally required to process certain health information under laws like the Medicines Act 1968 and the Health and Social Care Act 2008.
Protecting Health
In emergencies, we may use your data to protect your health or someone else's.
NHS Services
As an NHS contractor, we process data to carry out tasks in the public interest.
Legitimate Interests
Sometimes we use your data for our legitimate business purposes, but only when this doesn't override your rights and freedoms.
5. Who We Share Your Information With
Sometimes we need to share your information to provide you with proper care. Here's who we might share it with:
Your Healthcare Team
We share relevant information with your GP, hospitals, other pharmacies, and healthcare providers involved in your care. This ensures everyone's working together to keep you safe.
NHS and Regulators
We share information with NHS England, the NHS Business Services Authority, the General Pharmaceutical Council, the Care Quality Commission, and other regulatory bodies as required by our NHS contract and legal obligations.
Service Providers
We use trusted third-party companies for things like IT services, appointment bookings, and prescription management. They're contractually required to keep your data safe.
Legal Requests
If the law requires it, we may need to disclose information in response to court orders or regulatory audits.
Business Changes
If our pharmacy is sold or merged with another business, your information may transfer as part of that. We'll let you know if this happens.
6. Keeping Your Information Safe
We take security seriously. Here's how we protect your data:
- •Secure IT systems with encryption and strict access controls
- •NHS Smartcard systems for accessing patient records
- •Regular staff training on data protection and confidentiality
- •Paper records kept in locked cabinets
- •Regular security checks and updates
- •Secure destruction of confidential information when no longer needed
Please note: While we do everything we can to keep your information safe, no security system is 100% foolproof. We can't guarantee absolute security, but we're committed to protecting your data with industry-standard measures.
7. How Long We Keep Your Information
We only keep your information as long as we need it, but as a pharmacy, the law requires us to keep certain records for set periods:
Prescription Records
Kept for 2 years from the date we supplied them
Private Prescriptions
Kept for 2 years from the date of supply
NHS Prescription Records
Kept as required by NHS regulations
Medication Records
Kept for as long as you're in our care and as required by law
Clinical Service Records
Kept according to NHS and clinical governance requirements
Please note: When we no longer need your information, we'll securely delete or destroy it in line with our data retention policy and legal requirements.
8. Your Rights
Under UK GDPR, you have important rights over your personal data:
Access Your Data
You can ask for copies of your personal information. If your request is clearly unfounded or excessive, we might charge a small fee.
Correct Your Data
If something's wrong or incomplete, you can ask us to fix it.
Delete Your Data
You can ask us to delete your personal information in certain situations. However, as a healthcare provider, we might be legally required to keep some health records.
Restrict Processing
You can ask us to limit how we use your data in certain circumstances.
Object to Processing
You can object to how we're using your data in certain situations.
Data Portability
You can ask us to transfer your data to another organisation or give it directly to you.
Please note: To use any of these rights, just get in touch using the contact details at the bottom of this page. We'll respond within one month.
9. Children's Privacy
We provide services to people of all ages. When we look after children (anyone under 16), we take extra care with their information and follow all legal requirements. For children under 16, we might need parental or guardian consent for certain services. Parents and guardians can access, correct, or ask us to delete their child's information, though we may need to keep some records for legal and healthcare reasons.
10. Cookies and Website Tracking
Our website uses cookies (small data files) to improve your experience, analyse site traffic, and understand where our visitors come from. You can set your browser to refuse cookies, but this might mean some parts of the website won't work properly.
Essential Cookies
These are necessary for the website to work.
Analytics Cookies
Help us understand how people use our website.
Functional Cookies
Remember your preferences and personalise your experience.
Marketing Cookies
Show you relevant adverts (only if you've agreed to this).
Please note: You can manage your cookie preferences through your browser settings or our cookie consent tool on the website.
11. Links to Other Websites
Our website might link to other websites that we don't control. If you click on one of these links, you'll be taken to their site. We recommend reading the privacy policy of any website you visit. We can't take responsibility for how other websites handle your data.
12. Marketing Emails
If you've said yes to marketing, we might send you emails about our services, special offers, health campaigns, and other information we think you'll find useful. You can opt out anytime by:
- •Clicking the 'unsubscribe' link in any marketing email
- •Contacting us directly (details below)
- •Updating your preferences in your account settings
Please note: Even if you opt out of marketing, we'll still send you important messages about your prescriptions and appointments.
13. Changes to This Policy
We might update this privacy policy occasionally to reflect changes in our practices, technology, or legal requirements. If we make significant changes, we'll let you know by:
- •Updating the 'Last Updated' date at the top of this page
- •Sending you an email (if we have your email address)
- •Showing a notice on our website
Please note: We recommend checking this page from time to time. By continuing to use our services after changes are made, you're accepting the updated policy.
14. Get in Touch
If you have questions about this privacy policy, your personal data, or want to exercise your data protection rights, please contact us:
Manor Chemist & Clinic
For specific data protection queries, write to us at the address above and mark your letter 'Data Protection Officer'.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection authority:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk
Questions About Your Privacy?
We're here to help. Contact our team if you have any questions or concerns about how we handle your personal information.
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