Privacy and Cookies policy for user information

Medical Room (“Medical Room”, “we”, “us”, “our”) is committed to protecting the privacy and confidentiality of your personal data.

This Privacy Notice explains how we collect, use, store and protect your personal data when you:

  • use our website: https://medicalroom.co.uk
  • book or attend an appointment at our clinic
  • receive healthcare services from us
  • contact us by phone, email, website form or social media

This notice also explains your legal rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Last updated: March 5, 2026

At Medical room, we are committed to safeguarding your privacy and ensuring a high standard of data protection. In this policy, we outline how we collect and use your personal information, as well as your rights and how you can exercise them. We encourage you to review and understand our privacy policy to ensure you feel confident in how your personal data is handled. If you have any questions, please don’t hesitate to contact us.

Privacy policy

Important Information

Controller

Medical Room is the data controller responsible for your personal data.
Medical Room operates from:

Medical Room
1–5 Portpool Lane
London
EC1N 7UU
United Kingdom

Contact

If you have questions about this Privacy Notice or how your data is handled, you can contact us at:

Email: reception@medicalroom.co.uk

Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

Website: https://ico.org.uk

We would appreciate the opportunity to resolve your concerns first, please email us at  reception@medicalroom.co.uk

Children

Our services are generally intended for adults.

Where services are provided to individuals under 18, personal data will normally be provided by a parent or legal guardian.

Third-Party Links

Our website may contain links to other websites. We are not responsible for the privacy policies of external websites.

The Data We Collect About You

We may collect, store and process the following categories of personal data.

Identity and Contact Data

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

 

Health Data (Special Category Data)

Where you receive healthcare services from us, we may process:

  • medical history relevant to the service
  • symptoms or clinical information
  • blood test or diagnostic results
  • ultrasound reports
  • clinical notes recorded by healthcare professionals
  • treatment records

Health data is classified as special category data under UK GDPR and is processed only where necessary to provide healthcare services.

 

Transaction and Financial Data

  • payments made for services
  • invoices and receipts
  • payment method details (processed via payment providers)

 

Technical Data

When you use our website we may collect:

  • IP address
  • browser type and version
  • device information
  • website usage data

 

Marketing and Communications Data

  • preferences for receiving marketing communications
  • responses to promotional messages or newsletters

How We Collect Your Personal Data

We collect personal data in several ways.

Direct interactions

You may provide information when you:

  • book appointments
  • complete online forms
  • attend the clinic
  • contact us by email, phone or social media

 

Clinician-generated data

Healthcare professionals may generate personal data during your appointment, including:

  • clinical notes
  • diagnostic results
  • treatment records

 

Third parties

We may receive data from:

  • your GP or referring clinician (with your consent)
  • laboratories processing diagnostic tests
  • healthcare professionals involved in your care

 

Automated technologies

Our website uses cookies and similar technologies to collect technical data. Further details are provided in our Cookies Policy.

How We Use Your Personal Data

We will only process personal data where permitted by law.

The most common purposes include:

Providing healthcare services

  • performing diagnostic tests
  • conducting consultations or treatments
  • producing clinical reports
  • delivering results to you or your referring clinician

The legal basis is provision of healthcare services and your explicit consent for processing health data.

 

Managing appointments and administration

  • booking and confirming appointments
  • processing payments
  • responding to enquiries

 

Regulatory compliance

Healthcare providers must comply with regulatory obligations including:

  • Care Quality Commission (CQC) requirements
  • clinical governance and audit
  • legal and regulatory reporting

 

Service improvement

We may analyse anonymised or aggregated data for:

  • quality improvement
  • training and education
  • internal audit

 

Marketing

We may send marketing communications if:

  • you have previously purchased services from us, or
  • you have opted in to receive marketing.

You may opt out at any time.

Sharing Your Personal Data

We may share personal data with the following parties when necessary.

Healthcare professionals

Clinicians involved in your care including:

  • doctors
  • nurses
  • sonographers
  • phlebotomists

 

Accredited laboratories

When blood or other samples are analysed by external laboratories.

Service providers

Including providers of:

  • booking systems
  • clinical software
  • payment processing
  • website hosting
  • IT infrastructure

 

Professional advisers

Including:

  • accountants
  • insurers
  • legal advisers

 

Regulators

Where required by law we may share information with regulatory authorities including:

  • Care Quality Commission (CQC)
  • HMRC
  • law enforcement authorities

International Transfers

Where personal data is processed outside the UK (for example cloud-based systems), we ensure appropriate safeguards are in place such as:

  • adequacy decisions
  • standard contractual clauses

Data Security

We implement organisational and technical measures to protect personal data including:

  • restricted access to clinical systems
  • encrypted digital storage
  • staff confidentiality agreements
  • secure storage and disposal procedures

Data Retention

Healthcare providers are required to retain medical records for minimum regulatory periods.

Typical retention periods include:

Healthcare records: minimum 6 years
Financial records: 6 years (HMRC requirements)

Where possible, data may be anonymised for audit or statistical purposes.

Your Legal Rights

Under UK GDPR you have the right to:

  • request access to your personal data
  • request correction of inaccurate data
  • request deletion of data (where legally permitted)
  • restrict processing
  • object to processing
  • request transfer of your data
  • withdraw consent

We may request proof of identity before fulfilling requests.

Updates to This Privacy Notice

We may update this Privacy Notice from time to time.

The most recent version will always be available on our website.

Cookies policy

Introduction

Our website (the “Site”) uses cookies and similar technologies to distinguish you from other users. Cookies help us to:

  • provide core website functionality
  • improve the user experience
  • understand how visitors use the website
  • ensure the Site operates securely and efficiently

This Cookies Policy explains:

  • what cookies are
  • how and why we use them
  • how you can control your cookie preferences

This policy should be read together with our Privacy Notice, which explains how we process personal data more broadly.

What Are Cookies?

Cookies are small text files placed on your device when you visit a website.

Cookies may be classified as:

First-party cookies

Cookies set directly by our website.

Third-party cookies

Cookies set by external services integrated into our Site (for example analytics tools, video platforms or booking systems).

Cookies may also be:

Session cookies
These are deleted automatically when you close your browser.

Persistent cookies
These remain on your device for a defined period or until manually deleted.

How We Use Cookies

Our Site uses both first-party and third-party cookies.

Medical Room uses CookieYes, a cookie consent management platform, to scan, categorise and manage cookies used on our website. CookieYes enables us to:

  • provide clear information about the cookies used on the Site
  • allow visitors to accept or reject non-essential cookies
  • manage cookie preferences by category
  • maintain records of user consent decisions

CookieYes securely records cookie consent preferences and maintains a consent log, which helps demonstrate compliance with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR).

The categories of cookies used on the Site include the following.

 

Strictly Necessary Cookies

Strictly necessary cookies are essential for the operation of the website.

Without these cookies the Site would not be able to provide core functionality such as:

  • navigation between pages
  • security features
  • remembering cookie preferences

These cookies do not store personally identifiable information.

Example:

cookieyes-consent
This cookie is set by CookieYes and records your cookie consent preferences so they can be honoured on subsequent visits.

 

Functional Cookies

Functional cookies support additional features and improve the usability of the website.

Examples may include cookies used for:

  • embedded video content
  • appointment booking tools
  • enhanced user interface functionality

Where video content is embedded from third-party platforms (such as YouTube), cookies may be set by those platforms when the content is viewed.

 

Analytical / Performance Cookies

Analytical cookies help us understand how visitors interact with the Site.

These cookies allow us to measure and analyse information such as:

  • number of visitors
  • pages viewed
  • time spent on pages
  • traffic sources

This information helps us improve the functionality and performance of the website.

Examples include cookies from services such as:

  • Google Analytics
  • website analytics tools (where enabled)

These cookies typically collect information in an aggregated or pseudonymised form.

 

Advertising / Targeting Cookies

Some third-party platforms may set cookies that allow advertisements or embedded content to be personalised or measured.

Medical Room does not use cookies for direct advertising on our website. However, certain third-party services used on the Site may place cookies when content is loaded.

Examples may include cookies from:

  • YouTube
  • Google advertising platforms
  • other embedded third-party content providers

Cookies Used on This Site

The full and current list of cookies used on the Site is automatically generated and maintained by CookieYes, our consent management platform.

This list typically includes details such as:

  • cookie name
  • cookie category
  • purpose of the cookie
  • duration

To view the current cookies used on our website, please click “Cookie Settings” in the cookie banner or the website footer.

Third-Party Cookies

Some cookies used on the Site are placed by third-party services integrated into the website.

These may include services such as:

  • CookieYes – cookie consent management
  • Google Analytics – website analytics
  • YouTube – embedded video content
  • appointment booking platforms
  • payment processing providers used during online transactions

These providers may collect information about how users interact with embedded content or services.

Medical Room does not control the operation of third-party cookies. For further information, please consult the relevant third-party providers’ privacy or cookie policies.

Managing Your Cookie Preferences

You have control over how cookies are used on our website.

You may choose to:

  • allow all cookies
  • reject all non-essential cookies
  • customise preferences by cookie category

Managing Preferences via the Cookie Banner

When you first visit our website, you will be presented with a cookie banner allowing you to manage your cookie preferences.

You can update your preferences at any time by clicking “Cookie Settings” on the website.

Your choices will be recorded by the CookieYes consent management platform.

Managing Cookies via Browser Settings

Most web browsers allow you to control cookies through browser settings.

You can configure your browser to:

  • block cookies
  • delete existing cookies
  • notify you when cookies are placed

Support information for common browsers:

Chrome
https://support.google.com/accounts/answer/32050

Safari
https://support.apple.com/guide/safari/sfri11471/mac

Firefox
https://support.mozilla.org/kb/clear-cookies-and-site-data-firefox

Edge
https://support.microsoft.com/en-us/microsoft-edge/delete-cookies-in-microsoft-edge

Please note that blocking certain cookies may prevent parts of the Site from functioning correctly.

Changes to This Cookies Policy

We may update this Cookies Policy from time to time to reflect:

  • changes to the cookies used on our website
  • updates to website technologies
  • changes in regulatory or legal requirements

The Effective Date at the top of this document will be updated whenever changes are made.

Contact Us

If you have any questions about this Cookies Policy or how cookies are used on our website, please contact:

Medical Room
1–5 Portpool Lane
London
EC1N 7UU
United Kingdom

Email: reception@medicalroom.co.uk

New ultrasound specialists

Ultrasound Services (TBC)

Our new ultrasound specialists provide a range of Ultrasound Services (TBC), delivering accurate and reliable imaging to support diagnosis and patient care. They utilize modern ultrasound technology to ensure high quality results.

Focused on professionalism and patient comfort, our specialists are committed to clear communication and precise imaging, supporting effective clinical decision-making as services are finalized.

Syd

Quality Manager

Our Quality Manager is an HCPC-registered multidisciplinary scientist with over 15 years of experience across NHS and private healthcare. He specialises in quality governance, regulatory compliance, and service improvement, with extensive experience supporting ISO, UKAS, and CQC standards to ensure safe, high-quality clinical services.

Dr. Pooyan

GP consultation

Dr. Pooyan provides GP consultations, offering comprehensive primary care for a wide range of health concerns. He focuses on accurate diagnosis, preventive care, and effective treatment tailored to each patient’s needs.

With a patient-centered approach, Dr. Pooyan is committed to clear communication, continuity of care, and supporting long-term health and well-being.

Dr. Malgorzata

Gynaecology & Selected Ultrasound Scans

Dr. Małgorzata specializes in Gynaecology and Selected Ultrasound Scans, providing comprehensive care focused on accurate diagnosis and women’s health. She combines clinical expertise with advanced imaging techniques to support informed medical decisions.

With a patient-centered and compassionate approach, Dr. Małgorzata is committed to delivering personalized care, ensuring comfort, clarity, and trust throughout every stage of diagnosis and treatment.

Prof. Pawel

Gynaecology & Women’s Health

Prof. Paweł specializes in Gynaecology and Women’s Health, offering expert care across all stages of a woman’s life. His approach combines extensive clinical experience with evidence-based medicine to support both preventive and specialized gynecological care.

Dedicated to patient well-being, Prof. Paweł focuses on personalized treatment, clear communication, and compassionate care to promote long-term women’s health and quality of life.

Gosia

Phlebotomy & Blood Testing

Gosia specializes in Phlebotomy and Blood Testing, delivering accurate, safe, and professional sample collection with a patient-centered approach. She ensures each procedure is performed with care, precision, and attention to detail.

With a strong focus on comfort and reliability, Gosia is dedicated to supporting diagnostic accuracy while helping patients feel at ease throughout the testing process.

Kasia

Laser Hair Removal

Kasia specializes in Laser Hair Removal, providing safe, effective, and advanced treatments tailored to each client’s needs. She is committed to delivering smooth, long-lasting results using modern laser technology.

With a focus on comfort and precision, Kasia ensures a professional and welcoming experience while helping clients feel confident and cared for throughout their treatment journey.

Tomasz

DIrector

Tomasz provides strategic leadership and oversight for the clinic, with a strong focus on clinical governance, operational excellence, and sustainable growth. They are committed to maintaining high standards of care, compliance, and patient experience across all services.

Lisa

Wellness, Diagnostics & Regenerative Medicine

Lisa specializes in Wellness, Diagnostics, and Regenerative Medicine, focusing on a holistic and personalized approach to health. She works with advanced diagnostic tools to identify underlying health concerns and guide effective treatment strategies.

With a strong emphasis on regenerative therapies and preventive care, Lisa is dedicated to helping individuals restore balance, improve vitality, and achieve long-term well-being through modern, science-based solutions.

Dr Danial

GP & Digital Health Enthusiast

Dr Danial is a young and ambitious General Practitioner with 13 years of clinical experience and 8 years as a GP. He specialises in home visits and the interpretation of diagnostic test results, providing patients with clear, personalised guidance based on their lab data and symptoms.

In addition to his clinical work, Dr Danial is actively involved in digital health projects, combining his medical expertise with a passion for innovation and technology. He plays a key role in helping modernise healthcare delivery and improve patient access through tech-driven solutions.

With a calm and compassionate approach, he ensures every patient feels heard, understood, and supported — whether at home or through remote consultations.

Dr. Torkan

Aesthetic Doctor & Dermatology Specialist

Dr Torkan is a highly experienced aesthetic doctor with over 12 years of clinical experience, holding a Postgraduate Diploma in Dermatology from Queen Mary University of London and a Medical Degree from Tabriz University in Iran.

She has worked extensively across both NHS and private sectors as a dermatologist before focusing her career on advanced aesthetic medicine. Her deep understanding of skin health, combined with her passion for non-surgical rejuvenation, makes her a trusted expert in treating signs of ageing and enhancing natural beauty.

Dr Torkan is committed to continuous professional development and staying at the forefront of aesthetic innovations. Her approach is deeply patient-centred — every treatment plan is tailored to the unique needs and goals of the individual, with safety, precision, and subtle enhancement as key priorities.

She is available for treatments at our London clinic, offering a wide range of advanced procedures including Botox, dermal fillers, Profhilo, Sculptra, Radiesse, polynucleotides, non-surgical rhinoplasty, and hyperhidrosis treatment.

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