(Why we collect your personal data and what we do with it)
When you supply your personal details to this clinic as a Thermal Imaging Client, they are stored and processed for 4 reasons:
1. We need to collect personal information about your health in order to provide you with the best possible service. Your requesting our service and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that we would not be able to provide the service.
2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
3. We also think that it is important that we can contact you in order to confirm or remind you of your appointments with us or to update you on matters related to your medical care, including, for thermal imaging clients, sending you your EMI report. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest. In the case of thermal imaging clients, we do email you annually to remind you that its time to think about whether or not you would like an annual follow up scan. We believe this is good practice.
4. Provided we have your consent, we may occasionally send you general health information in the form of articles or advice. You may withdraw this consent at any time – just let us know by any convenient method.
Your records are stored:
•on paper, in a locked drawer or in locked cupboards in our office.
•Thermal reports are stored electronically, both on our password protected laptop, and also on Meditherm US secure databases. This provider (Meditherm US) has given us their assurances that they are fully compliant with the HIPAA/ General Data Protection Regulations. Access to this data is password protected.
•Your letters and any correspondence with insurance companies that you have requested we make on your behalf, are stored on our clinic computer. This is password-protected.
We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:
• Meditherm US who store your thermal reports
• Ourselves as your practitioner in order that we can provide you with our service.
• Other administrative staff, such as our bookkeeper and accountant may see your name and a sum paid (or refunded) on a bank transfer on my bank statement but they do not have access to your medical records or contact details.
From time to time, we may have to employ consultants to perform tasks which might give them access to your contact details when in putting that onto our client database but they will not see your medical notes. We will ensure that they are fully aware that they must treat that information as confidential.
You might also supply contact details as part of one of our marketing campaigns such as a competition or for an information download. There will always be an unsubscribe option on any such marketing.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. Here are the details you need for that:
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Call: 01392 691 696/0203 745 1750 If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.
Registered name: Thermalogica Ltd
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone – 01392 691 696 / 020 3745 1750
Email – This email address is being protected from spambots. You need JavaScript enabled to view it.
What information we collect, use, and why
We collect or use the following information to provide patient care, services,
pharmaceutical products and other goods:
Name, address and contact details
Gender
Date of birth
Health information (including medical conditions, allergies, medical requirements
and medical history)
Thermalogica Health Screening Privacy Notice 2025
Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests
and genetic tests)
We also collect the following information to provide patient care, services, pharmaceutical
products and other goods:
Health information
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
Health and safety information
We also collect the following information to comply with legal requirements:
Health information
We collect or use the following personal information for dealing with queries, complaints
or claims:
Names and contact details
Address
Account information
Purchase or service history
Information relating to health and safety (including incident investigation details and
reports and accident book records)
We also collect the following information for dealing with queries, complaints or claims:
Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your
personal information. There is a list of possible lawful bases in the UK GDPR. You can find
out more about lawful bases on the ICO’s website.
Thermalogica Health Screening Privacy Notice 2025
Which lawful basis we rely on may affect your data protection rights which are in brief set
out below. You can find out more about your data protection rights and the exemptions
which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal
information. You can request other information such as details about where we get
personal information from and who we share personal information with. There are
some exemptions which means you may not receive all the information you ask for.
You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal
information you think is inaccurate or incomplete. You can read more about this
right here.
Your right to erasure - You have the right to ask us to delete your personal
information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we
can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of
your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the
personal information you gave us to another organisation, or to you. You can read
more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have
the right to withdraw your consent at any time. You can read more about this right
here.
If you make a request, we must respond to you without undue delay and in any event within
one month.
To make a data protection rights request, please contact us using the contact details at the
top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide patient care,
services, pharmaceutical products and other goods are:
Consent - we have permission from you after we gave you all the relevant
information. All of your data protection rights may apply, except the right to object.
To be clear, you do have the right to withdraw your consent at any time.
Thermalogica Health Screening Privacy Notice 2025
Our lawful bases for collecting or using personal information to comply with legal
requirements are:
Consent - we have permission from you after we gave you all the relevant
information. All of your data protection rights may apply, except the right to object.
To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries,
complaints or claims are:
Consent - we have permission from you after we gave you all the relevant
information. All of your data protection rights may apply, except the right to object.
To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
Directly from you
How long we keep information
We store information for 8 years after the last contact with the client, the conclusion of
treatment or being notified of the patient’s death as prescribed by the British Medical
Association.
Who we share information with
Data processors
Google Analytics - This data processor does the following activities for us: Google Analytics
store some data about every visitor to our website, we can then view this data to see, for
example, which blog posts are most popular with our readers. Google Analytics does not
store any personal information, for example, it is impossible for it to know your name or
address – the data we can see about who visited the website is anonymous.
Joint data controller
We have a joint controller relationship with Electronic Medical Interpretations (EMI). We
process your personal information with that joint controller for the following reason:
Information collected is shared with EMI for the purpose on interpreting the thermal images
to provide a report back the client.
Thermalogica Health Screening Privacy Notice 2025
Others we share personal information with
Other health providers (eg GPs and consultants) at your request.
Other professional consultants at your request.
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances
where we will share relevant health and care information. These are where:
you’ve provided us with your consent (we have taken it as implied to provide you
with care, or you have given it explicitly for other uses);
we have a legal requirement (including court orders) to collect, share or use the
data;
on a case-by-case basis, the public interest to collect, share and use the data
overrides the public interest served by protecting the duty of confidentiality (for
example sharing information with the police to support the detection or prevention
of serious crime);
If in England or Wales – the requirements of The Health Service (Control of Patient
Information) Regulations 2002 are satisfied; or
If in Scotland – we have the authority to share provided by the Chief Medical Officer
for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy
Panel for Health and Social Care or other similar governance and scrutiny process.
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so,
we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the
transfers below, please contact us using the contact information provided above.
Organisation name: Electronic Medical Interpretations
Category of recipient: Health Screening
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has a UK
data bridge (also known as Adequacy Regulations)
Thermalogica Health Screening Privacy Notice 2025
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to
us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you
can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint