About Our Clinic and Data Controller Details
The data controller for personal information collected through this website and our clinical services is:
Medway Travel Clinic
139 New Road, Chatham, Kent, ME4 4PT
0634390588
pharmacy.fe813@nhs.net
We are registered with the Information Commissioner’s Office (ICO) as a data controller.
The Personal Data We Collect From You
Data you provide directly:
Your full name, date of birth, contact details (phone and email), home address, travel dates and destination, vaccination history, current medications, known allergies, and any relevant health conditions disclosed at appointment. Payment details where applicable.
Data collected automatically via our website:
IP address, browser type, pages visited, time spent on pages, referral source, and cookie data. This is collected via standard analytics tools to help us improve the website.
Why We Collect and Use Your Data
We collect your personal and health data to provide you with safe and appropriate travel health services. Specific purposes include booking and appointment management, clinical record-keeping required by UK pharmacy law, issuing vaccination certificates and private prescriptions, communicating appointment confirmations and reminders, and meeting our regulatory obligations as a GPhC-registered pharmacy.
Our Legal Grounds for Processing
Explicit consent; you consent to us collecting and using your health data when you book and attend a appointment.
Contractual necessity; we need your data to provide the service you have requested.
Legal obligation; we are required by law to keep accurate clinical records as a registered pharmacy.
Legitimate interests; we may use non-health data to improve the website and our services where this does not override your rights.
Handling Your Health Data
Your health information is special category data under UK GDPR and is treated accordingly.
Health data collected at your appointment is used solely for the purpose of providing your travel health service. It is never sold, shared with advertisers, or used for marketing purposes. It is stored securely in accordance with GPhC record-keeping requirements and the NHS Records Management Code of Practice.
When and With Whom We Share Your Data
We do not share your data to any third party. Your data may be shared in the following limited circumstances: with the MHRA via the Yellow Card scheme where an adverse drug reaction is reported, with NHS services or your GP where you have consented to this or where it is required for your safety, with regulatory bodies including the GPhC or ICO where legally required, and with third-party booking or payment platforms used to operate our services, these platforms are bound by their own data protection obligations.
How Long We Retain Your Records
| Data Type | Retention Period |
| Clinical health records | 8 years from last entry (adults) |
| Records for children | Until age 25 or 8 years from last entry, whichever is longer |
| Booking and appointment data | 2 years |
| Financial and payment records | 7 years (HMRC requirement) |
| Website analytics data | 26 months |
Your Rights as a Data Subject
Under UK GDPR you have the following rights:
Right of access; you can request a copy of the personal data we hold about you.
Right to rectification; you can ask us to correct inaccurate data.
Right to erasure; you can ask us to delete your data where there is no legal obligation to retain it.
Right to restriction; you can ask us to limit how we use your data in certain circumstances.
Right to portability; you can request your data in a structured, machine-readable format.
Right to object; you can object to processing based on legitimate interests.
To exercise any of these rights, contact us at info@medwaytravelclinic.co.uk or write to us at 139 New Road, Chatham, Kent, ME4 4PT.
How We Use Cookies on Our Website
Our website uses cookies to enable core functionality and to understand how visitors use the site. Essential cookies are required for the site to work. Analytics cookies help us improve the experience. You can manage your cookie preferences at any time using the cookie settings banner on our website. Refusing non-essential cookies will not affect your ability to use the site or book an appointment.
Updates to This Privacy Policy
Last updated: June 2025
We review and update this policy periodically to reflect changes in our services or applicable law. Where changes are significant, we will notify you by email if you are a registered patient. The most current version of this policy is always available on this page.
Questions, Complaints and How to Reach Us
Contact us:
Medway Travel Clinic,
139 New Road, Chatham, Kent, ME4 4PT
01634 390588