Privacy Policy
Oxford Specialist Dietitians is committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly.
This Privacy Policy explains how Oxford Specialist Dietitians collects, uses, stores and protects your personal information when you visit our website, contact us, or receive our dietetic services.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the professional standards required of registered healthcare professionals.
Information about us
Oxford Specialist Dietitians provides specialist dietetic support for adults, including personalised weight management and nutrition support for individuals using GLP-1 medications.
Oxford Specialist Dietitians are registered with the Health and Care Professions Council (HCPC), the statutory regulator for allied health professionals in the United Kingdom.
As HCPC-registered Dietitians, Oxford Specialist Dietitians are required to practise in accordance with the HCPC Standards of Proficiency for Dietitians. This includes maintaining confidentiality and appropriate information governance (Standard 6), obtaining informed consent and respecting service user autonomy (Standard 2), maintaining accurate clinical records (Standard 9), practising within scope of competence and making appropriate referrals where required (Standards 1 and 4).
These professional standards underpin how your personal information is collected, stored, used and protected throughout your care.
Data Controller: Oxford Specialist Dietitians
Website: oxfordspecialistdietitians.co.uk
Privacy enquiries: [Insert professional email address]
Information we collect
We may collect personal information when you contact us, complete our enquiry form, book an appointment or receive dietetic support.
Personal information
This may include:
• Name
• Date of birth
• Postal address (where required)
• Email address
• Telephone number
• Details of your GP or other healthcare professionals involved in your care
Health information
To provide safe and personalised dietetic care, we may collect information including:
• Medical history
• Current and previous medications, including GLP-1 medications
• Weight history and relevant body measurements
• Dietary habits and preferences
• Lifestyle information
• Physical activity information
• Nutrition-related goals
• Barriers and challenges discussed during consultations
• Consultation notes and progress records
Health information is classified as special category personal data under UK GDPR and is only collected where necessary to provide healthcare services.
We may also collect technical information when you visit our website, such as your IP address, browser type, device information and how you interact with our website. This information helps us maintain website security, improve functionality and understand how visitors use our website.
How we use your information
Your personal information is used to:
• Respond to enquiries submitted through our website
• Arrange and manage appointments
• Provide personalised dietetic assessment, treatment and ongoing support
• Maintain accurate clinical records
• Monitor progress and adapt nutrition recommendations
• Communicate with you regarding your care
• Provide agreed ongoing support, including communication through WhatsApp Business where appropriate
• Manage invoices and payments
• Meet our legal, professional and regulatory obligations
Oxford Specialist Dietitians does not sell your personal information or use your health information for marketing purposes.
Clinical records
As a regulated healthcare professional, Oxford Specialist Dietitians is required to maintain accurate clinical records.
Clinical records are securely stored using Halaxy, a healthcare practice management and electronic record system.
Records may include consultation notes, assessment information, agreed treatment plans, relevant communications and progress relating to your care.
Clinical records are retained securely for eight years following the end of your care, in accordance with professional record-keeping guidance and legal requirements.
How we store and protect your information
We are committed to protecting your personal information from unauthorised access, loss, misuse or disclosure.
Security measures include:
• Secure electronic clinical record systems
• Password-protected devices and accounts
• Appropriate access controls
• Secure handling of confidential healthcare information
Access to your personal information is limited to what is necessary to provide your care and meet our legal and professional responsibilities.
Sharing your information
Your confidentiality is respected at all times.
Where appropriate, and with your consent, information may be shared with:
• Your GP
• Your prescribing clinician
• Other healthcare professionals involved in your care
There may be circumstances where information must be shared without your consent where required by law or where there is a safeguarding concern, or where disclosure is necessary to prevent serious harm to you or another person.
Oxford Specialist Dietitians will never sell your personal information to third parties.
Communication
We may communicate with you using:
• Telephone
• WhatsApp Business
WhatsApp Business may be used for agreed support and routine check-ins. It should not be used for urgent medical advice or emergencies.
If you require urgent medical assistance, please contact your GP, NHS 111 or the emergency services as appropriate.
Third-party service providers
To support the delivery of our services, we may use trusted third-party providers including:
• Squarespace (website hosting)
• Halaxy (clinical records and practice management)
• Appointment booking software
• Professional email providers
These providers process personal information in accordance with their own privacy and security policies.
Cookies
Our website may use cookies and similar technologies to improve website functionality, monitor website performance and understand how visitors use our website.
You can manage or disable cookies through your browser settings. Where required, you will be asked for your consent before non-essential cookies are used.
External websites
Our website may contain links to external websites.
Please note that we are not responsible for the privacy practices or content of external websites. We encourage you to read the privacy policies of any websites you visit.
Your rights
Under UK GDPR, you have a number of rights regarding your personal information, including the right to:
• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request erasure of your personal information where appropriate
• Withdraw consent where processing is based on consent
• Object to certain types of processing
To exercise any of these rights, please contact us using the details provided above.
If you are dissatisfied with how your personal information has been handled, you have the right to make a complaint to the Information Commissioner's Office (ICO).
Further information is available at www.ico.org.uk.
Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in legal requirements, professional guidance or the services provided by Oxford Specialist Dietitians.
The most recent version will always be available on this website.