1. Who we are
PatientTrac Limited is the controller of personal information described in this policy. Our Corporate Headquarters are at 1 Gracechurch Street, 5th Floor, London, England EC3V 0DD. Privacy enquiries may be sent to legal@patienttracltd.com.
2. Scope
This policy applies to visitors to patienttracltd.com and people who contact us using the email address or telephone number published on the Site. It does not govern third-party websites or services linked from the Site.
3. Information we collect
- Information you provide: your name, contact details, organisation, role, and the content of communications you send us.
- Technical information: IP address, browser and device information, requested pages, timestamps, referring page, and security or diagnostic records generated by our hosting infrastructure.
- Business relationship information: correspondence, meeting notes, engagement history, and records needed to manage an enquiry or professional relationship.
Please do not send special-category personal information, confidential transaction materials, or other sensitive information through an unsolicited website enquiry.
4. Why we use information
| Purpose | Typical lawful basis |
|---|---|
| Respond to enquiries and take requested pre-contract steps | Steps at your request before a contract; legitimate interests |
| Manage business and professional relationships | Performance of a contract; legitimate interests |
| Operate, secure, and improve the Site | Legitimate interests in reliable and secure systems |
| Keep records and meet legal or regulatory requirements | Legal obligation; legitimate interests |
| Establish, exercise, or defend legal claims | Legitimate interests; applicable legal provisions |
Where we rely on legitimate interests, we consider the purpose, necessity, and impact on your rights. Where consent is required, you may withdraw it at any time without affecting earlier lawful processing.
5. Sharing information
We may share personal information, where appropriate, with:
- hosting, security, communications, and professional service providers acting for us;
- legal, accounting, regulatory, insurance, and other professional advisers;
- public authorities or courts where disclosure is required or permitted by law; and
- parties involved in a genuine corporate transaction, subject to appropriate confidentiality protections.
We do not sell personal information.
6. International transfers
Some service providers may process information outside the United Kingdom. Where required, we use an approved transfer mechanism and appropriate safeguards, and assess supplementary measures relevant to the transfer.
7. Retention
We retain information only for as long as reasonably necessary for the purpose collected, including to respond to enquiries, manage relationships, meet legal and regulatory duties, resolve disputes, and enforce agreements. Retention periods vary according to the record and applicable requirements.
8. Your rights
Depending on the circumstances, UK data protection law may give you the right to request access, correction, erasure, restriction, or portability of your personal information, and to object to certain processing. You may also withdraw consent where consent is the lawful basis.
To exercise a right, email legal@patienttracltd.com. We may need information to verify your identity. You may complain to the Information Commissioner’s Office.
9. Security
We use proportionate technical and organisational measures intended to protect personal information. No internet transmission or storage system is completely secure, and we cannot guarantee absolute security.
10. Cookies and similar technologies
The current Site does not use advertising or behavioural analytics cookies. Our hosting and security providers may use strictly necessary technologies to deliver the Site, balance traffic, and protect against misuse. If we introduce optional analytics or marketing technologies, we will update this policy and request consent where required.
11. Children
The Site is intended for a business audience and is not directed to children under 18. We do not knowingly collect children’s personal information through the Site.
12. Changes and contact
We may update this policy to reflect changes in law, technology, or our practices. The current version and effective date will remain available on this page. Questions may be sent to legal@patienttracltd.com or to our Corporate Headquarters at 1 Gracechurch Street, 5th Floor, London, England EC3V 0DD.