Privacy Policy


Please read this Privacy Policy carefully to understand how UKOrthocare Limited (“we”) collect and process your personal information. This Privacy Policy may change from time to time, so please check it periodically on our website at If you have any questions regarding our privacy practices, please email the Private Secretary at E-mail:

Your information, what you need to know

This Privacy Policy explains why we collect information about you, how that information may be used and how we keep it safe and confidential.

 Why we collect information about you

We are required by law to maintain records about your health and any treatment or care you receive. These record help us to provide you with the best possible care. We collect and hold data for the sole purpose of providing orthopaedic services to our patients. In carrying out this role we may collect information about you which helps us respond to your queries. We may keep your information in written form and/or in digital form. The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and also information such as outcomes of assessments.

Details we collect about you

We maintain records about your health and any treatment or care you have receive. These records help to provide you with the best possible service.

Records which we may hold about you may include the following:

  • Details about you, such as your address and next of kin
  • Any contact we have had with you, such as appointments, clinic visits, surgery appointments
  • Notes and reports about your health
  • Details about your treatment and care
  • Results of investigations, such as laboratory tests, x-rays, etc.
  • Relevant information from other health professionals, relatives or those who care for you.

How we keep your information confidential and safe

Health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and encryption technology to ensure that your information is kept confidential and secure. Your records are backed up securely. We ensure that the information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel. We also make sure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998
  • General Data Protection Regulation 2018
  • Human Rights Act
  • Common Law Duty of Confidentiality

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

 How we use your information

To ensure you receive the best possible care, your records are used to facilitate the services you receive.

 Clinical Audit

Information may be used for clinical audit to monitor the quality of the service provided. Some of this information may be held centrally and used for statistical purposes. Where we do this we take strict measures to ensure that individual patients cannot be identified.


To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it is legally required for the safety of the individuals concerned.

 Data Retention

We will approach the management of patient records in line current legal requirements and professional best practice.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

  • NHS Trusts / Specialist Trusts
  • Independent Contractors such as opticians and pharmacists
  • Private Sector Providers
  • Other ‘Data Processors’.

We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances such as when the health or safety of others is at risk, where the law requires it or to carry out a statutory function.  There are occasions when we must pass on information, such as where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS), and where a formal court order has been issued. Our guiding principle is that we are holding your records in strictest confidence.

Access to your information

Under the new General Data Protection Regulation (GDPR) 2018 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data.

If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld. If you wish to have a copy of the information we hold about you, please contact the Secretary and E-mail: .

 Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.

Email Addresses

If you provide us with your email address, we may use this to send you your appointment letters/correspondent letters. Please let us know if you do not wish to receive this.


Ukorthocare limited is registered with the Information Commissioners Office (ICO) to describe the purposes for which it processes personal and sensitive information. We are a registered Data Controller and our registration can be viewed online in the public register at:


If you have concerns or are unhappy about any of our services, please email the Private Secretary at E-mail: .

For independent advice about data protection, privacy and data-sharing issues, you can contact: The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF – Phone: 0303 123 1113 Website: .

 Questions, Comments & Concerns

If you have any questions or comments about our use of Personal Information or about this Privacy Policy, please get in touch using the contact details listed here. We will use reasonable efforts to promptly investigate any complaint you may have regarding our use of Personal Information and to comply fully with the legal and regulatory supervisory authorities responsible for enforcing our adherence to the privacy principles stated above.

 Reviews of Changes to our Privacy Policy

We may make changes to this Privacy Policy from time to time. We will post changes to our Policy on our website:, so please check the Privacy Policy regularly. Your continued use of the website following the posting of any changes to this Privacy Policy shall mean that you have accepted those changes. .

This policy was last reviewed following GDPR implementation in May 2018.


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where else we send your data

Visitor comments may be checked through an automated spam detection service. You may be asked to provide feedback so that we may improve our service. Your feedback may be shared on, Google reviews or We will seek your express informed consent if we wish to use your name or photograph/s.

What third parties we receive data from

UKOrthocare Limited will hold your clinical correspondence on DGL Practice manager. We receive your registration forms, clinic and operating lists from the private hospital/s you are seen and treated in. The demographic details are obtained form here to input into DGL. We may also store correspondence from other clinicians, reports, and clinical photographs/videos.