Privacy Policy

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Bucks Frailty Care Consultancy Services Ltd
Company Number: 16396528
Website: www.bucksfrailtycare.co.uk
Effective Date: 01/05/2026

1. Who We Are

Bucks Frailty Care Consultancy Services Ltd is a private limited company providing independent, consultant-led medical consultancy and advisory services for adults aged 65 years and over.

Our services include specialist assessment and the provision of written professional recommendations relating to frailty, continence, cognition, falls risk, medication review, and advance care planning. These services are advisory in nature and are intended to support individuals, families, GPs, and care providers in informed decision-making.

Regulatory status:
Bucks Frailty Care Consultancy Services Ltd does not provide regulated activities as defined by the Care Quality Commission (CQC) and is therefore not required to be registered with the CQC. Clinical responsibility for the implementation of any recommendations remains with the individual’s GP or usual NHS care providers.

We are registered with the Information Commissioner’s Office (ICO) for data protection purposes under registration number ZB890918.

2. What This Policy Covers

This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

· Identity Data: Name, date of birth

· Contact Data: Address, email address, telephone number, next of kin details

· Health-Related Data: Relevant medical history, medication lists, functional status, cognition, and capacity information necessary to provide advisory assessments

· Consultation Data: Appointment dates, assessment findings, professional opinions, and written recommendations

· Administrative and Payment Data: Invoices and transaction records (we do not store debit or credit card details)

Personal data is collected directly from clients, their authorised representatives, or relevant care providers, with appropriate consent.

4. Why We Collect Your Data

We use personal data to:

· Provide medical consultancy assessments and advisory reports

· Communicate with clients, families, and relevant professionals regarding recommendations

· Maintain accurate professional and clinical records

· Manage appointments, invoicing, and administrative processes

· Respond to feedback, complaints, or concerns

· Meet legal, regulatory, and professional obligations

· Monitor and improve service quality and safety

We do not use personal data for marketing or promotional purposes.

5. Lawful Basis for Processing  needs attention. 

We process personal and health data under the following lawful bases under UK GDPR:

· Consent: Where explicit consent has been provided by the individual or their authorised representative

· Health or Social Care Purposes: Processing is necessary for the provision of medical consultancy and advisory services

· Legal Obligation: Where required to comply with applicable laws or professional standards

· Legitimate Interests: To ensure safe, effective, and high-quality consultancy services

6. Virtual Consultations and Third-Party Services

Virtual consultations are delivered using Zoom Pro, a secure video-conferencing platform. Limited personal data (such as name, email address, and meeting information) may be processed by Zoom solely for the purpose of delivering the consultation. Zoom acts as a data processor in accordance with its own privacy and security policies.

Consultations are not recorded unless explicit consent is obtained in advance.

Clinical consent forms are collected using Microsoft Forms under our Microsoft 365 Business account, and clinical correspondence and reports are securely stored using Microsoft OneDrive (business account).

7. Data Sharing

We may share personal data, where appropriate and with consent, with:

· The individual’s GP or other healthcare professionals involved in their care

· Care homes or care providers requesting consultancy input

· Legal representatives or nominated next of kin

We do not sell, trade, or share personal data for advertising or commercial purposes.

8. How We Store and Retain Your Data

All personal data is stored securely using:

· Encrypted Microsoft 365 Business cloud services

· Password-protected systems on a dedicated business computer

· Secure business email systems

Access to data is restricted to the service provider only.

We retain personal data only for as long as necessary for the purposes for which it was collected and in accordance with applicable legal, professional and insurance requirements. Our retention periods are kept under review. 

9. Your Rights

Under UK GDPR, you have the right to:

· Access your personal data

· Request correction of inaccurate or incomplete data

· Request erasure of your data where legally applicable

· Restrict or object to certain processing activities

· Withdraw consent at any time

· Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk

To exercise your rights, please contact:
 reception@bucksfrailtycare.co.uk

10. Cookies and Website Analytics

 Our website may use essential cookies and, where applicable, analytics or other cookies. Where required by law, non-essential cookies will only be used with your consent. Please see our Cookie Policy or cookie settings for further information. 

11. Contact Details

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Data Protection Lead
Bucks Frailty Care Consultancy Services Ltd
Email: reception@bucksfrailtycare.co.uk

Office Telephone Number: 01296320402 (Opening hours only)
Mobile Telephone Number: 07376 627345 (Opening hours only)