Privacy Policy

Who we are

My Wellness Doctor Ltd provides lifestyle medicine consultations and related lifestyle-health support to adults aged 18 years and over only. We do not provide general medical care, medical diagnosis, prescribing or emergency medical services. For UK data protection law, My Wellness Doctor Ltd is the controller of the personal information described in this notice.

Privacy queries: hello@mywellnessdoctor.co.uk
Registered/business address: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
ICO registration number: ZC210349

Information we collect

• Identity and contact information, such as your name, date of birth, email address and telephone number.
• Health and lifestyle information relevant to the lifestyle medicine service, which may include health history, medicines, test results or diagnoses you choose to share for context, dietary patterns, physical activity, sleep, stress, social connection, substance use, goals and preferences.
• Appointment, payment and administrative information.
• Information you provide in forms, emails or documents before or after a consultation.
• Where you agree, audio from a video consultation may be processed temporarily by Google Workspace Gemini to create a draft consultation summary.

Why we use your information

• To provide, document and follow up lifestyle medicine consultations and agreed lifestyle-health support.
• To communicate with you and manage appointments and payments.
• To prepare lifestyle medicine summaries, recommendations or correspondence that you request or that are appropriate to the service.
• To meet professional, legal, regulatory, insurance and accounting obligations.
• To respond appropriately where disclosure is required by law or necessary to protect someone from serious harm.

Our lawful basis

For ordinary service administration we principally rely on UK GDPR Article 6(1)(b), because processing is necessary to provide the service you have asked us to provide, and Article 6(1)(c) where a legal obligation applies. Health information is special category data; for the lifestyle medicine service we principally rely on Article 9(2)(h) UK GDPR, covering preventive healthcare and health-related services provided by a health professional subject to confidentiality obligations, together with the Data Protection Act 2018. We do not generally rely on UK GDPR consent as the legal basis for keeping records needed to provide the service.

AI-assisted consultation notes

For some video consultations we use the “Take notes with Gemini” function within our managed Google Workspace environment. You are asked to agree before note-taking starts and you may decline without affecting the consultation. Gemini creates a draft summary; the clinician reviews and corrects it before it is treated as part of your consultation record. Routine video/audio recording and verbatim transcription are not enabled. Gemini is used to assist documentation, not to make automated decisions about your health or lifestyle recommendations.

Who we may share information with

We share identifiable information only where this is necessary, lawful and proportionate. This may include a healthcare professional or service you ask us to communicate with, laboratories or other providers where relevant to the lifestyle medicine service, professional advisers, regulators or authorities where required, and service providers acting on our instructions. We do not sell your information or use your consultation records for advertising.

How we protect your information

We use appropriate technical and organisational measures to protect personal and health information. Consultation records are stored within My Wellness Doctor’s managed Google Workspace environment with restricted access and enhanced account security. Devices used to access the records are appropriately secured. Access is limited to people who genuinely need it, and we take reasonable steps to prevent unauthorised access, loss, disclosure or alteration. Where suppliers process information on our behalf, we use services with appropriate data-protection and security arrangements.

How long we keep information

Adult consultation records are normally kept for 8 years after the last consultation or end of the episode of support, unless there is a reason to keep them longer. Records for a person seen while under 18 are normally retained until age 25, or age 26 if the episode ended when they were 17. Retention may be extended where necessary, for example because of a complaint, legal claim or safeguarding matter. Redundant duplicate drafts are deleted once the reviewed record has been confirmed.

Website analytics and cookies
Our website uses analytics cookies to help us understand how visitors use the site and improve its content and usability. These cookies are optional and you can decline them through the cookie settings on the website. We do not use analytics cookies to make decisions about you or to provide lifestyle medicine recommendations.

Your rights

Depending on the circumstances, you may have rights to access your information, ask for inaccurate information to be corrected, restrict or object to some processing, and request deletion. These rights are not absolute; for example, we may need to retain consultation records where there is a lawful or professional reason to do so. Contact us at hello@mywellnessdoctor.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO).

Changes to this notice

We will update this notice if there is a material change to how we use personal information or to the services and systems we use.