Privacy Policy
Who we are
The Eye Clinic by Sal and Jay is the practice name of THE EYE CLINIC BY SAL AND JAY LTD (company number 17286579). In this policy, “we”, “us” and “our” refer to the company, which is responsible for the personal information described here.
Our practice and privacy contact details are:
● Practice address: 5 Bartlett Street, Caerphilly, CF83 1JS
● Telephone: 02920 882046
● Email: Office@theeyeclinicbysj.com
● Practice nominee and WGOS contractor: Saleh Khan
For privacy or data-protection questions, contact Saleh Khan using these details. Our practice opening hours are Monday, Tuesday to Thursday 10:00–16:00, Friday 10:00 - 13:00. We are closed Saturday and Sunday.
We provide adult and children’s eye examinations, private sight tests, NHS-funded eye-care services for eligible patients, urgent and emergency appointments, selected spectacles and sunglasses, contact lens services, dry-eye services, low vision care and domiciliary eye care. Our NHS Wales services include WGOS 1, WGOS 2, WGOS 3 and the low vision service. Eligible patients may also qualify for an NHS optical voucher towards glasses or contact lenses.
2. The information we collect
Depending on how you interact with us, we may collect:
● Contact and identity details, such as your name, address, telephone number, email address, date of birth and, where needed for NHS services, your NHS number or eligibility information.
● Eye-care and health information, such as symptoms, medical and ocular history, examination findings, test results, prescriptions, referrals, treatment or advice, and information about reasonable adjustments. Health information is special category personal data and receives additional protection.
● Appointment and service information, such as appointment requests, attendance, communications with us, spectacles or contact lens orders, repairs, payments and relevant service records.
● Information about a parent, guardian, carer or representative where they contact us or help arrange care.
● Website and device information, such as cookie choices, IP address, browser and device details, pages visited and approximate usage information, depending on the website features and your cookie choices. See our [Cookie Policy — add link].
● Marketing choices, such as whether you have agreed to receive updates from us and your preferences.
Please do not send detailed health information through an ordinary website contact form unless it is specifically designed for that purpose. Contact us by telephone or speak to the clinic if you are unsure how to share information securely.
3. How and why we use your information
We use personal information only where we have a valid reason to do so. This is for us of medical purposes and clinic basis such as recalls or contacting patients.
4. Health information and confidentiality
We treat your eye-health information as confidential and use it only for care, administration and other lawful purposes described here. Access is limited to people who need it for their role, such as relevant clinic staff and healthcare professionals involved in your care. We require staff and service providers to protect confidential information.
If you are arranging care for a child or another person, we may need to confirm your authority to act for them. We will consider the person’s rights, wishes and capacity where relevant.
5. Who we may share information with
We may share relevant information, securely and only where necessary, with:
● healthcare professionals and services involved in your care, such as your GP, ophthalmology or hospital services, and other optometry or eye-care providers;
● NHS Wales or other public bodies where needed to provide or administer an eligible service, verify eligibility, meet reporting requirements or comply with law;
● suppliers who support our operations, such as our clinical record, appointment, website hosting, IT, payment, accounting and communications providers;
● our professional advisers, insurers, regulators, law enforcement or courts where necessary to meet legal obligations, protect rights or handle a claim; and
● another organisation if our business is reorganised or transferred, subject to appropriate safeguards.
We do not sell your personal information. We require service providers who process information for us to protect it and use it only under our instructions.
6. Where information is stored and international transfers
We take reasonable steps to protect information, including appropriate access controls and safeguards. Some of our service providers may store or access information outside the United Kingdom. If information is transferred internationally, we will use a lawful transfer mechanism and appropriate safeguards where required by data protection law.
7. How long we keep information
We keep personal information only for as long as needed for the purposes described in this policy, including care, legal, accounting, regulatory and record-keeping requirements. Retention periods depend on the type of record and the circumstances. When information is no longer needed, we securely delete it or anonymise it.
8. Your data protection rights
Depending on the circumstances, you may have the right to:
● ask for a copy of your personal information;
● ask us to correct inaccurate or incomplete information;
● ask us to erase information or restrict its use;
● object to certain uses, including direct marketing;
● ask to receive certain information in a portable format; and
● withdraw consent where we rely on consent.
These rights are not absolute and may be subject to legal or professional requirements, particularly for clinical records. To make a request, contact us using the details in section 1. We may need to confirm your identity before responding.
You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint. We would appreciate the chance to address your concern first.
9. Marketing messages
We may send information about our services where permitted by law. You can opt out at any time by using the unsubscribe option in the message or contacting us. We will still send essential messages about appointments, orders or services you have requested.
10. Cookies and website links
Our website may use cookies and similar technologies. Optional cookies will be used in accordance with your choices and applicable law. Read our Cookie Policy for details about the cookies, their purposes and how to change your choices.
Our website may link to third-party websites. We are not responsible for their privacy practices, so please read their privacy information when you visit them.
11. Changes to this policy
We may update this policy when our services, information practices or legal requirements change. We will post the latest version on our website and update the date at the top. If a new use of your information requires additional notice, we will provide that information before starting the new use.