Data Privacy Policy

We are committed to safeguarding the privacy of our website visitors and customers’ personal information, this policy sets out how Phoenix Freedom uses and protects any information when you use this website and Phoenix Freedom Services.

Throughout this Policy references to ‘we’, ‘us’ and ‘our’ means Phoenix Freedom.

What information do we collect?

Personal data referred to in this policy is information that can, or has the potential to, identify you as an individual. We may collect, store and use the following kinds of personal data:

  • information that you give us when you enquire or become a customer of ours,
  • details of services you have received from us,
  • reports about your health and any treatment and care you have received and/or need,
  • information you supply when making payments to us,
  • other information received via other sources, including information about your visits to, and use of, our website,
  • any other information you choose to supply to us.

When you use our website we may automatically collect personal data about you that could include information about your computer and about your visits to, and use of, our website such as your IP address and geographical location.

What we do with the information we gather

Your personal data will be kept secure and confidential and will only be used for the purpose(s) for which it was collected and in accordance with this Privacy Policy, applicable Data Protection Laws, clinical records retention periods and clinical confidentiality guidelines.

Your sensitive personal data will only be used for the purposes for which you have given us your explicit consent to use.

We require information to understand your needs and provide you with a professional service, this includes the following:

  • internal record keeping,
  • to enable us to carry out our obligations to you including those relating to the provision of services or treatments to you,
  • we may send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided,
  • from time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website and services according to your interests,
  • to notify you about changes to our products or services.

Clinical data related to treatments and services may be held and processed for reasons that include:

  • to maintain professional standards for clinical record keeping,
  • verbal and written consent will be sought to share any sensitive information about your treatments offered by us with other healthcare agencies if it is felt that this will enhance care,
  • there are some circumstances which by law we are obliged to share information,
  • you may need to provide authorisation for us to ascertain further clinical information on your behalf should this be required to provide you with better care,
  • to respond to requests from other healthcare services for information about, subject to your written permission to do so.

The security of your personal data

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.  Phoenix Freedom transmits information securely with under HTTPS. We confirm our identity as Phoenix Freedom through an SSL Certificate Authority.

Phoenix Freedom outsources the diary management, data collection and personal information storage system to Cliniko. Cliniko data is stored in Amazon’s data centres (AWS) in Sydney, Australia.

In terms of encryption, Cliniko transmit information securely with under HTTPS and confirm identity as Cliniko through an SSL Certificate Authority. Cliniko Certificate Authority is Digicert. Cliniko’s database is encrypted at rest. The encryption keys to those files are generated, held, and encrypted themselves by Amazon. Cliniko ensure all sensitive and personally identifiable information is encrypted during transit via Transport Layer Security (TLS).

To access the data stored by Cliniko Phoenix Freedom operates a two-Factor Authentication (2FA) access code system to add an extra layer of security to the Cliniko account.

Payment card details are processed through Stripe / PayPal

Any personal data you provide will be held for as long as is necessary having regard to the purpose for which it was collected and in accordance with all applicable UK laws.

Where we transfer your personal data outside the EEA we will ensure that there are adequate protections in place in accordance with Data Protection laws. By submitting and providing any personal data to us, you agree to this transfer, storing or processing.

Use of email: If you so request we may transfer personal information to you via email, or you may choose to transfer information to us via email. You accept that email is not a secure method of information transmission; in choosing to send or receive such information via email you do so at your own risk.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the cookie is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used the links to leave our site you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website, look for a box that you can check to indicate that you do not want the information to be used by anybody for direct marketing purposes
  • if you have previously agreed to us using your personal information for direct marketing purposes you may change your mind at any time by writing to or emailing us at

We will not sell, distribute or lease your personal information to third parties unless we have your permission, or are required to by law to do so. We may use your personal information to send out promotional information about third parties which we think you may find interesting if you tell us you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998.  If you would like a copy of the information held on you please write to Phoenix Freedom, Haddenham Medical Centre, Stanbridge Road, Haddenham, Buckinghamshire HP17 8JX

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address.  We will promptly correct any information found to be incorrect.