Privacy Policy

We are committed to protecting and respecting your privacy and have outlined all you need to know about what information we collect, why we collect it, what your obligations are, and how all data is used in our Privacy Policy.

Our Promise to you

When you are a registered patient your personal data is of the utmost importance to Your Menopause Nurse Limited. We use your data to provide an excellent healthcare service, relevant and helpful communications and to facilitate your interaction with our online community. We value the trust you place in us and will never misuse your data or abuse it in any way.

As a registered provider of healthcare services, we take great care when handling your sensitive data. We understand the importance of protecting your right to privacy, and as a wholly digitalised business, have taken great care to ensure we keep your personal data safe and secure.

Our reputation depends on the integrity of our service to you; therefore, we remain committed to the ongoing review of our data storage and processing to give you peace of mind. We will remain open and honest and comply with the transparency obligations of your right to be informed.

You will find detailed information here about how we collect, process and store your personal data in line with the UK General Data Protection Regulation (UK GDPR).

Who are we?

Your Menopause Nurse Limited is a company registered in England and Wales with company number 15673929.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about how we process your information, please do not hesitate to get in touch by contacting our Data Protection Officer:

What type of information do we hold about you?

We currently collect and process personal information about you, including your name, age, and contact details. We also collect what is classed as ‘special category data’ – personal data that needs more protection because it is sensitive. Specifically, this includes:

  • personal data revealing racial or ethnic origin
  • data concerning health, including lifestyle, menopause, and mental health symptoms

We use special category data to help us assess your individual needs and provide the right treatment, products, and services.

How we get the information and why we have it

Most of the personal, sensitive, and medical information we process is provided to us directly by you. You are responsible for the accuracy of the information that you provide to us.

Example

You have registered as a website user, leave a comment or sign up to clinician services.

When you register as a website user, interact with our online community, or register for clinician services, you will provide personal information such as your name, contact details, gender and date of birth.

You have completed our online pre consult menopause assessment questionnaire

When you complete the pre consultation menopause assessment questionnaire you share your email address with us so that we can send you your personalised report. You may also share sensitive information on your health and lifestyle that we use to determine your personalised report and tailor any subsequent healthcare provision you choose to engage with us for.

You have completed one of our online contact forms or surveys

You may choose to contact us via our online Contact form or provide feedback via a post consult client feedback survey. You will be asked to provide your name and contact details so we can respond to you appropriately.

You have sent us an email

If you contact us by email your details may be recorded as a contact so that we can fulfil the purpose of your enquiry. Your details will be stored and processed safely and securely and you will not be opted in to marketing communications unless you express your wish to do so.

You have registered as a patient with Your Menopause Nurse

  • When you register as a private patient of Your Menopause Nurse you will need to provide up-to-date photographic ID for identification purposes during consultations.

You have shared this information during an appointment

  • During an initial consultation or routine appointment, you may disclose personal and sensitive information to your clinician. This information is treated in the strictest confidence and stored and processed in line with UK legislation.

We may also receive personal information indirectly, from the following sources in the following scenarios:

Example

  • You have attended one of our events

If you attend an in-person or virtual event featuring Your Menopause Nurse, you may have opted in to sharing your personal and contact information with Your Menopause Nurse.You may receive follow-up communication from us but will be able to opt out of any further communications easily.

  • You have opted into marketing and have posted publicly on social media

We may collect anonymous information from customers from social media to help us continue to better understand your needs and concerns.

  • You have used our third-party prescription service, from CloudRx

We partner with CloudRx to process payment for and fulfil your prescription and repeat prescription ordering. Once you have ordered a prescription online, we process your information safely and securely in accordance with UK GDPR legislation. The data we provide to CloudRx is your telephone and email contact details and the data we receive is the current status of your order.

  • You have used our third-party blood testing service, Medicheck

We partner with Medichecks to provide blood testing services. Once you have ordered a blood test, we process your personal information and blood test results safely and securely in accordance with UK GDPR legislation. The data we provide to Medichecks is your telephone and email contact details. The data we receive is the status of your order and your test results and analysis.

Information and accuracy

For us to provide the level of service and care that you need it is really important that the information you provide at any point during your engagement with Your Menopause Nurse is accurate and up to date. If there are any changes to your contact details or personal information or if information relating to your health changes, please let us know via email at support@yourmenopausenurse.co.uk as soon as possible. You are responsible for the accuracy of the information you provide to us, and we will not be responsible for any losses arising from any inaccurate, incomplete, inauthentic, or deficient data that you provide to us.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

Building a profile about you

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We may collect some anonymous information on how you interact with our website, such as using cookies or device IDs, to monitor our digital platform and the efficiency of our service. We do this so that we can continually improve our content and provide you with the very best customer experience.

Lawful rights to process data

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • (a) Your consent. You can remove your consent at any time. You can do this by contacting us at support@yourmenopausenurse.co.uk and marking it for the attention of the Data Protection Officer. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • (b) We have a contractual obligation. This means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • (c) We have a legal obligation.
  • (d) We have a legitimate interest. This means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Our lawful basis for processing special category data under Article 9 is:

  • (e) Explicit consent
  • (f) Health or social care (with a basis in law)

We meet the associated condition in UK law, set out in Part 1 of Schedule 1 of the Data Protection Act 2018, to store and process special category data for Health or social care purposes (Schedule 1, Part 1 (2).

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

What we do with the information we have

We use the information that you have given us in order to:

  • Add you to our contacts database to ensure you receive relevant communications from our company.
  • Provide a personalised assessment on completion of the online Menopause Questionnaire
  • Create an accurate patient record
  • Better assess your needs, lifestyle, and symptoms to provide appropriate and necessary care
  • Process your online appointment booking
  • Process online prescription ordering and fulfilment
  • Processing blood tests using our third-party service, Medichecks
  • Create, edit and maintain your patient records in our digital platform, Write Upp

Where necessary, we may also use and disclose your personal data:

  • As part of regulatory requirements to audit consultations, your data, and other interactions with our service. This enables Your Menopause Nurse to comply with the regulatory and compliance standards to which we are bound.
  • Compile your data as part of any aggregated research into the menopause and its associated impacts.

Strict confidentiality and data security provisions will always apply to any such audit and data use. We may share this information with:

  • Write Upp – our patient management software
  • Medichecks – our blood test service partner
  • CloudRx – our prescription ordering and fulfilment partner(s)
  • Square - our online payment partner
  • Specific health authorities, NHS trusts, legal authorities, and ambulance services

There are times where you may be required to provide Your Menopause Nurse with specific permission to use and access your data. At these times, Your Menopause Nurse will provide you with all the details required for you to make your decision.

Updating your personal information

If you would like to change the information we hold about you, or want your information removed from our database, please contact us by advising that you wish to make a change by emailing us at support@yourmenopausenurse.co.uk and marking it for the attention of the Data Protection Officer. You can use the “unsubscribe” option which will be included in any marketing email communications from us to opt-out of future marketing emails.

How we store your information

Your information is securely stored in the following location:

  • Write Upp encrypted servers

By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see your legal rights above for further information. In some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Financial information

We do not collect or process any payment information. All payment details entered into our website are processed through our third-party processor ‘Square’ and you can refer to their website to see how they will store all payment information and transaction details. We will not retain any payment information.

Third parties

We use the following third-party providers who will each have their own privacy policy to which your personal information will be subject. We use these services to fulfil our requirements to you as Your Menopause Nurse’s registered clients:

 

We keep your medical records in accordance with national guidelines – Records Management Code of Practice 2020 – A guide to the management of health and care records. We will dispose your information in line with best practice described in the guidance.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. You can make a subject access request to see the personal information we hold about you.
  • Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us marking your email FAO Data Protection Officer, at support@yourmenopausenurse.co.uk if you wish to make a request. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Links to other websites

Our website may contain links to other websites. Please note that we are not responsible for the privacy practices of other websites. This Privacy Policy applies solely to information collected by this website and all other methods as identified above.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising, the following personal data control mechanisms:

Promotional offers from us

We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

Opting out

You can ask third parties to stop sending you marketing messages at any time (by logging into their website and checking or unchecking relevant boxes to adjust your marketing preferences OR by following the opt-out links on any marketing message sent to you OR by contacting us at any time : support@yourmenopausenurse.co.uk

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us because of a service purchase, service experience or other transactions.