Privacy Policy

Portland Body Clinic is a trading name of EKR Limited (company number 16303006). EKR Limited is the data controller for the personal information described in this policy.

Business address: 35 Park Place, Cardiff, CF10 3RL.

EKR Limited is registered with the Information Commissioner's Office (ICO).

For any question about this policy, or to exercise any of the rights set out below, contact us at info@portlandbodyclinic.co.uk or on 02920 022491.

If you use the enquiry form we ask for your first and last name, an email address or telephone number so we can reply, the treatment you are interested in, and your message. You are asked to tick a box confirming you are happy for us to contact you about that enquiry.

Enquiries are delivered to the clinic by email using Resend, an email delivery service. This website does not store enquiries in a database.

We use the details you provide to reply to your enquiry and to arrange an appointment if you ask us to.

Health information is not collected through this form. Please do not send medical details through the website enquiry form — we will discuss anything relevant with you at your appointment.

We use Clinic Software to manage our appointments and client records. Your appointment details, client record, consultation information and treatment records are held within that system.

When you book through a link on this website you are taken to Clinic Software to complete the booking.

We do not store clients' payment card details.

Before treatment we ask you to complete a digital consultation form in clinic. Where it is relevant to assessing whether a treatment is suitable and safe for you, this may include medical conditions, medication you are taking, allergies, pregnancy, contraindications and other health or personal factors relevant to the treatment.

Not every client is asked for every category — what we ask depends on the treatment and on your circumstances. This information is recorded as part of your client record in Clinic Software, along with notes of the treatment carried out.

We use it to check that a treatment is appropriate for you, to carry it out safely, and to inform future treatments.

Service messages. We contact clients about their bookings and treatment — booking confirmations, appointment reminders, changes to an appointment, treatment-related information and replies to enquiries. These are necessary to provide the service you have asked for and are not marketing.

Optional marketing. We intend to introduce email and SMS marketing, such as clinic news, treatment news, offers and promotions. Where we do, we will only send these to clients where we have the appropriate permission to do so, and it will be entirely optional — you will never have to agree to marketing in order to enquire, book, complete your consultation or receive treatment.

You can change your mind at any time. To stop receiving marketing, use any unsubscribe or opt-out option included with the message, or contact us using the details above. Opting out of marketing does not affect the service messages about your appointments, and does not delete your client or treatment records.

Website enquiries. When you submit the enquiry form we ask for, and rely on, your consent to contact you about that enquiry. You can withdraw that consent at any time by contacting us.

Your appointment and treatment. For the ordinary personal information needed to assess, arrange and provide a treatment you have asked for, we rely on Article 6(1)(b) UK GDPR — processing necessary for the performance of a contract with you, or to take steps at your request before entering into one.

Health information. The digital consultation form completed in clinic includes an explicit consent step. Where you give that consent, we rely on Article 9(2)(a) UK GDPR — explicit consent — to collect and use relevant health information to assess whether a treatment is suitable for you and to carry it out safely.

You can withdraw that consent at any time by contacting us. Withdrawing it means we will not continue to use that health information to assess or provide further treatment. It does not by itself require us to delete the information where we still need to keep it for another lawful reason, such as dealing with a legal claim or meeting a legal or regulatory requirement.

Marketing. Where we send optional marketing, we will do so only where we have the appropriate permission and in line with the rules that apply to electronic marketing.

Website enquiries are kept for up to 3 years.

Client consultation and treatment records are kept for 3 years.

We may keep information for longer where that is genuinely required by applicable law or regulation, to establish, exercise or defend legal claims, or where another lawful requirement applies.

This website does not retain enquiry data itself. Enquiries are delivered to the clinic by email, and client, consultation and treatment records are held within Clinic Software.

If you would like to know what we hold about you, or ask us to delete it, contact us using the details above.

Access, rectification, erasure, restriction, objection and portability under UK GDPR. To exercise any of these rights, contact us using the details above.

If you are not satisfied with our response you may complain to the Information Commissioner's Office at ico.org.uk.

Clinic Software — our appointment and client record system, which holds appointment details, client records, consultation information and treatment records, and which we intend to use to manage marketing preferences.

Resend — delivers enquiries submitted through this website to the clinic by email.

Typefaces are served by Google Fonts, which means Google receives your IP address when a page loads.

The map on the contact page is provided by Google and is loaded only when you press 'Load map'. Until you do, no request is made to Google Maps.

This website does not use analytics, advertising or tracking services.