Kilgraston Medical Limited:

GDPR policy Kilgraston Medical Limited: updated July 2023





  1. About this Policy

1.1.   This policy explains when and why we collect personal information about our patients; how we use it and how we keep it secure and your rights in relation to it.

1.2.   We may collect, use and store your personal data as described in this Data Privacy Policy and as described when we collect data from you.

1.3.   We reserve the right to amend this Data Privacy policy from time to time without prior notice. You are advised to check our website regularly for any amendments. Amendments will not be made retrospectively.

1.4.   We will always comply with General Data Protection Regulation (GDPR) when we are dealing with your personal data. Further details on GDPR can be found at the website of the Information Commissioner ( For the purposes of the GDPR, we will be the “controller” of all the personal data we hold about you.



  1. Who are we?

2.1.   We are Kilgraston Medical Limited trading as, a private Rheumatology practice based in South Devon, UK. We can be contacted at:



Darant House

Seymour Road







07375 110181







  1. What information we collect and why.


This section describes the types of information we collect, why we collect it and under what legal basis we will process your information.


Patient’s name, address, telephone numbers, email address(es), GP and any medical insurance details – for the purposes of booking appointments, sending clinic letters, emails, invoicing etc.


Patient’s medical history including medication list, previous illnesses, operations, allergies etc – for the purpose of coming to a diagnosis, organising any investigations required, developing a treatment plan, prescribing any additional medications, reporting back to the GP etc.


  1. How we protect your personal data

4.1.   We will not transfer your personal data outside the EU without your consent.

4.2.   We have implemented generally accepted standards of technological and operational security in order to protect data from loss, misuse or unauthorised alteration or destruction.

4.3.   Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

4.4.   For any payments we take from you we will always use a recognised secure payment system.

4.5.   We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.


  1. Who else has access to the information you provide us?

5.1.   We will never sell your personal data. We will never share your personal data with third parties without your prior consent (which you are free to withhold) except where required to do so by law or as described in paragraph 5.2 below.

5.2.   We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to request investigations, write to your GP, invoicing and to provide a secure location to hold clinical data etc). However, we will disclose only the personal data that necessary for the third party to deliver the service and we have a contract in place which requires them to keep your information secure and not to use it for their own purposes.

5.3.   We may pass your personal data to government bodies or agencies if required to do so by statute or regulation. If required to do so, we will provide only the minimum data required to dispense with our legal obligations.


  1. How long do we keep your information?

6.1.   We will hold your personal data on our systems for as long as you are a patient and for as long afterwards as is necessary for us to comply with our legal obligations. We will review your personal data each year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations (e.g. compliance with GMC and the establishment of the defence of legal claims).

6.2.   We securely destroy all financial information once we have used it and are no longer required to retain it.


  1. Your rights

7.1.   You have rights under the GDPR: access your personal data be provided with information about how your personal data is processed have your personal data corrected have your personal data erased in certain circumstances object to or restrict how your personal data is processed have your personal data transferred to yourself or to another business in certain circumstances.

7.2.   You have the right to take any complaints about how we process your personal data to the Information Commissioner:




0303 123 1113



Information Commissioner’s Office

Wycliffe House

Water Lane





For more details, please address any questions, comments and requests regarding our data processing practices via email at