Privacy Policy
Ladybrook Opticians
Last updated: February 2026
Ladybrook Opticians is committed to protecting your privacy and handling your personal information with care, discretion, and respect.
This policy explains how we collect, use, store, and protect your personal data, in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR).
1. What information we collect
We collect only the information necessary to provide safe, appropriate eye care and to manage our relationship with you. This may include:
Contact details (name, address, email address, telephone number)
Date of birth
Clinical and eye health information
Examination results and care history
Payment information (where relevant)
Communication preferences
We may also hold information shared with us by other healthcare professionals where this supports your ongoing care.
2. How we use your information
The information we collect about you is used to:
Provide eye examinations and related clinical services
Maintain accurate health and care records
Contact you regarding appointments or clinically relevant matters
Respond to enquiries
Manage agreed payments, such as Direct Debits where applicable
Share information about services that may be relevant to your ongoing eye care, such as dry eye management, contact lenses, or imaging, where appropriate
We do not sell your data and we do not use your information for unrelated or excessive marketing.
3. Systems and data storage
To provide and manage our services, we use a small number of carefully selected systems to store and process personal information. These include:
Optix – practice management and clinical records
HighLevel (HL) – patient communications
Airtable – secure internal data organisation and reporting
GoCardless – secure processing of Direct Debit payments, where agreed
Some of these service providers are based outside the UK. Where this is the case, appropriate safeguards are in place to protect your personal data, including contractual agreements incorporating UK-approved Standard Contractual Clauses and appropriate security measures.
4. Data retention
We retain personal and clinical information only for as long as necessary to:
Provide ongoing care
Meet legal, regulatory, and professional obligations
Retention periods are reviewed regularly.
5. Sharing your information
We may share your personal information only where necessary, including:
With other healthcare professionals, such as NHS services, where relevant to your care
With regulators or legal authorities where required by law
With insurers in the event of a claim
As part of a business transfer, should ownership change
We do not share your information for commercial exploitation.
6. Your rights
You have the right to:
Access the personal data we hold about you
Request correction of inaccurate or incomplete information
Request restriction or erasure of data, where legally permissible
Object to certain uses of your data
Requests can be made using the contact details on our website.
7. Communication preferences
You may ask us to:
Limit communications to clinically necessary messages only
Stop non-essential communications by email, SMS, telephone, or post
Your preferences can be updated at any time via our communications or by contacting the practice directly.
8. Policy updates
This policy may be updated from time to time. The most recent version will always be available on our website.
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