Privacy Policy

1. Information We Collect

We may collect and process the following personal information:

Personal Information

• Full name
• Date of birth
• Postal address
• Email address
• Telephone number

Health and Questionnaire Information

Where relevant to the services we provide, we may also collect:

• Health-related questionnaire responses
• Medical or wellbeing information you choose to provide
• Lifestyle and treatment-related information

This information may be classified as “special category data” under UK GDPR.

Technical Information

When you use our website, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Website usage data
• Cookie and analytics data

2. How We Collect Your Information

We collect information when you:

• Complete forms on our website
• Register your interest in our services
• Complete onboarding or health questionnaires
• Contact us by email, telephone, or online forms
• Subscribe to updates or communications
• Use our website

3. How We Use Your Information

We use your information to:

• Respond to enquiries and registrations of interest
• Provide our services and support
• Assess suitability for our services
• Communicate with you regarding appointments, onboarding, or enquiries
• Maintain records within our secure systems
• Improve our website and services
• Meet legal and regulatory obligations
• Protect the safety and security of our users and systems

We may also use your information to send relevant updates or marketing communications where you have provided consent.

4. Electronic Health Record (EHR) Systems

Information provided through questionnaires or onboarding forms may be securely stored within our Electronic Health Record (EHR) systems or other secure clinical management systems used by Preologi.

These systems are used to:

• Manage patient and customer records
• Support service delivery
• Maintain secure healthcare-related documentation
• Facilitate communication with authorised staff and clinicians

Access to this information is restricted to authorised personnel who require access for legitimate business or healthcare-related purposes.

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

• Your consent
• Performance of a contract or steps prior to entering a contract
• Compliance with legal obligations
• Legitimate interests pursued by Preologi
• Provision of health or social care services (where applicable)

Where we process health-related or special category data, we do so in accordance with Article 9 of the UK GDPR and applicable healthcare regulations.

6. Marketing Communications

If you opt in to receive marketing communications, we may contact you with updates, news, or information about our services.

You may unsubscribe or withdraw consent at any time by:

• Clicking the unsubscribe link in communications; or
• Contacting us directly.

We do not sell your personal information to third parties.

7. Sharing Your Information

We may share your information with:

• Authorised employees, clinicians, or contractors
• Secure IT and hosting providers
• EHR or clinical software providers
• Professional advisers and regulatory bodies where required
• Service providers who support our operations

All third parties processing data on our behalf are required to protect your information and comply with applicable data protection laws.

We will only share information where necessary and lawful.

8. International Data Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your information in accordance with UK GDPR requirements.

9. Data Security

We take appropriate technical and organisational measures to protect your personal information from:

• Unauthorised access
• Loss or theft
• Misuse
• Disclosure
• Alteration or destruction

Measures may include:

• Secure servers and encryption
• Restricted system access
• Password protection
• Secure cloud-based systems
• Confidentiality obligations for staff and contractors

10. Data Retention

We will retain your personal information only for as long as necessary for the purposes set out in this Privacy Policy, including legal, regulatory, accounting, or operational requirements.

Retention periods may vary depending on:

• The nature of the services provided
• Legal obligations
• Regulatory guidance
• Healthcare record requirements

When information is no longer required, it will be securely deleted or anonymised.

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Improve website performance
• Analyse traffic and user behaviour
• Enhance user experience
• Support marketing and analytics activities

You can control cookie preferences through your browser settings or cookie banner preferences.

12. Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information
• Restrict or object to processing
• Withdraw consent where processing is based on consent
• Request transfer of your data
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, please contact us using the details below.

13. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Preologi Ltd.
Unit 13A, Surrey Technology Centre, Guildford, GU2 7YG
Email: office@preologi.com
Telephone: 0330 555 0444

14. Complaints

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or our services. Updated versions will be published on this website with the revised effective date.