Privacy Policy
Last Updated: December 2025
1. Introduction
This Privacy Policy explains how Growth Factor Hair Clinic, a trading name of Dr Gwen Adey Ltd, collects, uses, stores, and protects your personal and medical information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are committed to maintaining the highest standards of confidentiality, medical data security, and patient trust.
For any data enquiries, contact:
📧 info@growthfactorhairclinic.co.uk
2. Who We Are
Dr Gwen Adey Ltd
Trading Name: Growth Factor Hair Clinic
Company number: 14724872
Registered Office:
Adey, Walker & Fitzgerald, The Pavillion, 60 Eastgate, Cowbridge CF71 7AE
Trading Address:
27 High Street, Cowbridge, CF71 7AE
Only authorised clinical and essential administrative staff have access to personal information. All staff receive training in confidentiality and data protection.
3. Information We Collect
We collect different types of information depending on your interaction with us.
A. Information You Provide Directly
This may include:
Name, date of birth, and contact details
Medical history, suitability questionnaires, and medication information
Clinical notes, treatment records, and consent forms
Clinical photographs (with consent)
GP details where appropriate
Payment details (processed securely by an external payment provider; not stored by us)
Information submitted through website forms, emails, or messaging
Information provided during appointment booking
B. Information Collected Automatically
When using our website, we may collect:
IP addresses
Browser and device information
Pages viewed and time spent
Cookies and tracking pixels (analytics and advertising)
A full Cookie Policy is available separately.
C. Information From Third Parties
This may include:
Accredited laboratories or medical testing providers
Healthcare professionals involved in referral or shared care
Analytics and website performance services
Secure payment and communication service providers
4. How We Use Your Information
A. Providing Clinical Services
Assessing suitability for treatment
Delivering safe, effective clinical care
Documenting consent and maintaining clinical records
Managing follow-up care and communication
Sending appointment reminders and instructions
B. Administration & Operations
Scheduling appointments
Handling payments
Conducting internal audits and service improvement
Responding to enquiries
Managing secure systems and records
C. Legal & Regulatory Compliance
Meeting mandatory medical record-keeping requirements
Safeguarding obligations
Insurance documentation
Regulatory or legal compliance requests
D. Marketing & Communications (Only With Your Consent)
Educational resources
Patient updates
Optional promotional information
Automated email sequences delivered through secure communication platforms
You may withdraw consent at any time.
E. If You Restrict Essential Information
To deliver safe clinical care, certain information is required.
If you restrict essential data, we may be unable to provide treatment.
5. Our Legal Bases for Processing
We process personal data under:
Consent – e.g., clinical photography, marketing
Performance of a contract – providing clinical services
Legal obligation – record-keeping, taxation
Vital interests – rare safety-related circumstances
Legitimate interests – clinic administration and service development
6. How We Store & Protect Your Data
Your data is stored securely using encrypted external service providers specialising in:
Clinical record management
Appointment scheduling
Communications and email delivery
Secure document storage
Encrypted payment processing
We do not sell your data or share it for advertising.
Retention Period
Clinical records for adults are retained for a minimum of 10 years after your last appointment, in line with healthcare standards.
Non-essential information (e.g., marketing contact details) may be deleted on request.
7. Who We Share Your Data With
We share information only when necessary, including with:
Accredited laboratories for DNA or blood analysis
Your GP (with consent unless required for safety/legal reasons)
Healthcare professionals involved in referral or shared care
External service providers who support our clinical, communication, and administrative systems
Secure call-handling or messaging platforms that process calls, voicemails, transcripts, and contact information on our behalf
Payment processing providers
Legal, regulatory, or safeguarding authorities when required
All providers operate under strict confidentiality and data protection agreements.
8. International Transfers
Some external service providers may process data outside the UK.
Where this occurs, appropriate safeguards are used, such as:
Adequacy decisions
Standard Contractual Clauses (SCCs)
Data Protection Addendums (DPAs)
Your data remains protected to UK GDPR standards.
9. Your Rights Under UK GDPR
You have the right to:
Access your personal data
Request corrections
Request deletion (where appropriate)
Restrict or object to processing
Request data portability
Withdraw consent (e.g., for marketing or photography)
Opt out of non-essential cookies
Requests can be made to:
📧 info@growthfactorhairclinic.co.uk
We respond within 30 days.
10. Cookies & Tracking
Our website uses cookies to:
Improve performance
Analyse traffic
Support advertising and analytics pixels
Cookies may be disabled at any time via your browser.
A full Cookie Policy is available separately.
11. Clinical Photography
Clinical photographs form part of your medical record.
We may also use close-cropped, anonymised images for:
Patient education
Professional training
Website or social media content
These images will never show your full face or identifiable features.
You may withdraw photography consent at any time.
12. Changes to This Policy
We may update this Privacy Policy periodically.
The date at the top reflects the most recent version.
Significant changes will be communicated where appropriate.
13. Contact Us
Data Controller: Dr Gwen Adey Ltd
📧 info@growthfactorhairclinic.co.uk
🏢 27 High Street, Cowbridge, CF71 7AE