Privacy Policy

kneepreservationsurgeon.com

Effective date: 22/11/2025
Controller: Mr. Pregash Ellapparadja trading as kneepreservationsurgeon.com
Contact for data-protection matters: teams.pregashe@gmail.com

This Privacy Policy explains how we collect, use, share and protect personal information obtained through the website kneepreservationsurgeon.com. It is written in plain English for patients, prospective patients and other visitors to the site. Please read it carefully. If you have any questions or wish to exercise your rights under data protection law, please contact us at the address above.

1. Summary

We collect a limited amount of personal information in order to respond to enquiries, provide an optional newsletter, and allow you to book consultations. Personal information submitted via the website is stored on our hosting platform and on our business systems. If you choose to book a consultation you will be redirected to Circle Health Group’s booking system; Circle Health’s own terms and privacy policy will apply to the personal and clinical information they collect. If you need immediate medical assistance or are experiencing an emergency please do not use the contact form; call 999 or attend your nearest emergency department.

2. Information we collect

We may collect the following categories of information when you use this website:

  • your name, email address and telephone number when provided via the contact form or newsletter sign-up;

  • the contents of any message you send to us through the contact form, including where you volunteer health-related information;

  • technical information such as your IP address, browser type and version, time zone setting, and cookies and similar tracking technologies used to personalise and improve the site; and

  • limited transactional or administrative information stored for business purposes, for example records held in our accounting system.

You should not send highly sensitive or extensive clinical information via the contact form. If you do provide health-related information in a message to us we will treat that information with the additional protections set out below.

3. How we collect information

We collect information in three main ways:

  • directly from you when you complete the contact form, sign up for the newsletter or otherwise communicate with us;

  • automatically through your use of the site via cookies and server logs; and

  • When you click the “Book consultation” link and continue to Circle Health Group’s booking system, Circle Health will collect the information needed to make and manage the appointment.

4. Purpose and lawful basis for processing

We process personal data for the following purposes and on the following lawful bases:

  • to respond to and manage enquiries submitted via the contact form. The lawful basis for processing is our legitimate interest in providing a prompt and appropriate response to enquiries;

  • to send newsletters and marketing communications where you have given your consent by subscribing. You may withdraw consent at any time;

  • to administer our website, maintain security and to understand how visitors use the site through analytics. The lawful basis is our legitimate interests in operating and improving the website; and

  • to comply with our legal obligations, for example accounting and record keeping.

If you include any health information in your message or during a booking, that information is a special category of personal data. We will only process special category information where there is an additional lawful basis under data protection law. The typical bases we rely on are that processing is necessary for the provision of health or social care and that you have given explicit consent where required.

5. How we use contact-form content and a note about consultations

Messages sent through the contact form are used solely to respond to your enquiry and to keep an internal record of the correspondence. Submitting a message through the contact form does not create a doctor–patient relationship and should not be treated as a consultation. Contact-form messages are not suitable for urgent medical problems or emergencies; in such cases you must contact emergency services or present to urgent care. If, in the course of responding to a message, we consider a clinical assessment is required we will advise you how to arrange a formal consultation through the appropriate channels.

6. Sharing and third parties

We do not sell personal data. We share personal data only where necessary and with appropriate safeguards. The main categories of recipients are:

  • Circle Health Group. If you click “Book consultation” you will leave our website and be directed to Circle Health’s platform for appointment booking and clinical record generation. Circle Health Group’s terms and privacy policy will apply to any data processed on their systems. It is important that you review their privacy information before providing data on their site;

  • service providers and processors acting on our behalf. These may include our website hosting provider, email and newsletter platform, analytics provider and our financial or accounting provider such as QuickBooks. We require such providers to process personal data only in accordance with our instructions and under contractual terms that meet data protection standards; and

  • law enforcement, regulators or other public bodies where required by law or to protect the rights, property or safety of others.

When we transfer personal data to third parties outside the United Kingdom we will ensure an adequate level of protection is in place, for example by relying on an adequacy decision, standard contractual clauses, or another lawful transfer mechanism.

7. Storage and retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected and to meet legal, accounting or reporting obligations. As a guide:

  • newsletter subscriber details will be kept until you unsubscribe and for a short period thereafter to maintain an audit trail;

  • contact-form correspondence will typically be retained for two years from the date of last contact unless a longer retention period is required by law or for the management of a complaint or claim; and

  • Clinical records arising from consultations booked via Circle Health will be retained and managed in accordance with Circle Health’s retention policy and NHS or professional guidance, which generally requires clinical records to be kept for a number of years.

If you require further information about retention of clinical records created on Circle Health’s system you should consult Circle Health’s privacy information or contact them directly.

8. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse and alteration. These measures include secure server hosting, encrypted communications where appropriate, access controls and regular review of security practices. We also require our service providers to maintain appropriate security standards through contractual commitments.

No method of transmission over the internet or method of electronic storage is completely secure. While we take all reasonable steps to protect personal data, we cannot guarantee absolute security and accept no liability for unauthorised access where it arises despite our reasonable safeguards.

9. Cookies and automated tracking

We use cookies and similar technologies to enable the website to function and to improve your experience. Cookies may be used to remember your preferences, to provide analytics and to support marketing activities. When required by law we obtain your consent to the use of non-essential cookies via a cookie banner. You may change your browser settings to refuse cookies, but this may affect the functionality of the site.

Our servers also log technical information such as IP addresses and visited pages. IP addresses are used for security, site administration and to help diagnose problems.

10. Children and age limits

The website is not intended for children under 13 years of age. We do not knowingly collect personal information from children. If you believe we have unintentionally collected personal data from a child, please contact us and we will take steps to delete that information.

11. Your rights

Under data protection law you have a number of rights, including the right to:

  • request access to personal data we hold about you;
  • request correction of inaccurate personal data;
  • request deletion of personal data where we have no lawful reason to retain it;
  • request restriction of processing in certain circumstances;
  • object to processing based on legitimate interests or for direct marketing; and
  • request portability of data you have provided.

To exercise any of these rights please contact us at teams.pregashe@gmail.com. We will consider and respond to requests in accordance with the law. If you are dissatisfied with our handling of your personal data you have the right to lodge a complaint with the Information Commissioner’s Office.

12. Marketing and newsletters

If you subscribe to receive newsletters or other marketing communications we will only send such communications where you have given your consent. Every marketing email will contain a simple unsubscribe option that will stop further marketing messages. Even after you unsubscribe we may retain limited contact details for record-keeping and compliance purposes.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes we will publish the revised version on the site and where appropriate provide additional notice. The policy will show the effective date.

14. Contact and further information

If you have questions about this Privacy Policy or about our data-handling practices, or if you wish to exercise your rights, please contact us at teams.pregashe@gmail.com.

If you require independent advice or wish to complain you may contact the Information Commissioner’s Office.