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Privacy Policy

SG Eyecare Privacy Policy 
Transparent care for your eyes – and your data.

Practice Details
Sarah Gibson Optometrist Ltd (SG Eyecare)
Commerce House, Market Place, Wincanton BA9 9LP
Company Number   9273910

1. What We Collect & Why 

For Your Eyecare

We securely store:

  • Medical histories (e.g., general health conditions, medications).
  • Eye health data (test results, prescriptions, scans).
  • Contact details (to book appointments and send reminders).

This is essential for your ongoing care and legal obligations as an optometrist.  It’s all strictly need-to-know for your care – it’s not just that we’re nosy.

Website Use

  • Contact forms: Name, email, and phone number to respond to enquiries.
  • Basic analytics: Anonymous IP/data to improve our site (no ad tracking).
  • Cookies:Minimal functionality cookies (e.g., session storage, bot detection).

2. How We Protect Your Data

  • Patient records: Stored in iClarity, an eyecare specialist cyber-security certified system.  (our Fort Knox for health data)
  • Payments: Processed through cyber-security certified providers (Dojo for card payments & Go Cardless and Eyeplan for direct debits)
  • Trained humans: Staff who understand confidentiality isn’t just a big word. All our staff are trained annually.
  • Encrypted backups: on-site and off-site.

3. Data Retention

We keep your data only as long as necessary:

  • Adults: Health records retained for 8 years after your last visit.
  • Children: Records kept for 10 years after their last visit or until their 25th birthday if later.
  • Exceptions: Longer retention if required by law (e.g., NHS requirements).

Non-medical data (e.g., contact enquiries) is deleted when no longer needed.

4. Data Breaches

We work hard to prevent breaches, but if one that might impact you happens:

  • We’ll notify you within 72 hours.
  • We will report to the ICO (Information Commissioner’s Office).
  • Take immediate steps to secure your information and prevent it from happening again.

5. Legal Bases (the GDPR bit)  
We process your data because:

  • You asked us to (e.g., booking an appointment).
  • It’s necessary for your healthcare.
  • We have a legal duty (e.g., retaining NHS records).
  • You’ve consented (e.g., contacting us via our website).
  • It’s in our legitimate interest (e.g., preventing fraud).

6. Sharing Your Data  
We only share your information when we really need to.  We will share it with:

  • Healthcare providers (e.g., NHS specialists, your GP, with your consent).
  • Legal authorities (if absolutely required).
  • iClarity (our secure records system).
  • Payment processors (to complete your order).

We’ll always explain why and ask first, unless it’s an emergency.  

7. Your Rights 
You can:

  • Request access to your records.
  • Correct any errors in your records.
  • Withdraw consent for non-essential communications.
  • Ask us to delete your records (we’ll explain what we can and can’t delete, and why)

Email info@sgeyecare.co.uk – we’ll respond within 30 days.

8. Cookies (Summary)  
We only use essential cookies for website functionality. No cookie monsters here! 

9. Updates  
Changes will be posted here. Last updated: 1st February 2026

Questions? Email info@sgeyecare.co.uk or call us at 01963 34333.