Privacy Policy

Last updated 01/04/2025

We are RF Medical Services Ltd, operating as FastGP. Registered in England under company number 13531266, our official address is Bognor Health Centre, West Street, Bognor Regis, United Kingdom, PO21 1UT. In this notice, we refer to ourselves as ‘we’, ‘us’, or ‘our’. As the Data Controller, we are responsible for collecting, storing, and using your personal information as described in this policy.

How to Contact Us

If you have any questions or concerns about your privacy, you can reach us through:

Email: info@fastgp.co.uk

Post: FastGP, Bognor Health Centre, West Street, Bognor Regis, United Kingdom, PO21 1UT

Our Commitment to Your Privacy

We take your privacy and data security seriously. This notice explains what personal information we collect, how we use it, and why it matters. Please read it carefully to understand your rights and our responsibilities regarding your data.

Data Protection Contact

While we do not have a designated Data Protection Officer, our Director oversees all data protection matters. If you have any concerns regarding this privacy policy, you can contact them using the details above.

Additional Privacy Notices

At times, we may provide additional privacy notices when collecting specific personal information. These notices serve as supplements to this general policy and do not replace it.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in laws or our practices. Please check back from time to time for the latest version.

1. Key Definitions

1.1 Understanding Important Terms

To make this privacy notice clear and easy to follow, we’ve outlined key terms below:

1.2 Data Controller

Under UK data protection laws, the Data Controller is the entity or individual responsible for determining how personal information is collected, stored, and used.

1.3 Data Processor

A Data Processor is a third party appointed by the Data Controller to handle specific tasks involving personal data, strictly following written instructions. This could include services like website hosting for personal data storage or an email marketing platform used for mass communication.

1.4 Personal Information

In this policy, we use the term ‘personal information’ to refer to any data that can identify a living individual. This does not include anonymised data, which cannot be linked to a specific person.

1.5 Special Information

Certain types of highly sensitive personal data require additional protection under data protection laws. This includes details related to:

Health

Racial or ethnic background

Political opinions

Religious or philosophical beliefs

Trade union membership

Sex life or sexual orientation

Genetic and biometric data

2. Personal Information We Collect and Retain

2.1 Categories of Personal Information

Below is an overview of the types of personal information we collect, use, and store, along with how long we retain them:

Identity information

1. Includes your full name (past and present), titles, gender, marital status, and date of birth.

Up to two years after you have had a treatment by us.

Contact information

2. Includes your email address, postal address, and phone numbers.

Up to two years after you have had a treatment by us.

Website, Device and Technical Information

3. Includes details of your interactions with our website, such as IP address, browser type and version, operating system, time zone settings, and other device-related information.

There is no identifiable of you retained on our Google Analytics page.

2.2 Variability in Data Collection

The specific personal information we collect varies based on the nature of our relationship with you. Different individuals may have different types of data collected, depending on the context of our interactions.

3. Special Categories of Personal Information

3.1 Sensitive Data

As outlined in Section 1, certain types of personal data require additional protection. However, we do not collect or store any special category (sensitive) information about you.

3.2 Criminal Convictions & Offences

We do not collect or process any data related to criminal convictions or offences.

4. How and Why We Use Your Personal Information

4.1 Legal Grounds for Processing

Under data protection law, we can only use your personal data for specific legal reasons. While there are other legal justifications, we primarily process your information based on the following:

Contractual Obligation – When processing your data is necessary to fulfil a contract with you.

Legitimate Interests – When using your information is necessary for our legitimate business interests or those of a third party, provided it does not override your fundamental rights and freedoms.

Legal Obligation – When we are required to process your information to comply with legal or regulatory requirements.

Consent – When you have explicitly given consent for us to use your personal data for a particular purpose.

4.2 Processing Sensitive Data

If we ever process more sensitive categories of personal data, we will only do so in the following circumstances:

You have given explicit consent.

It is legally required for handling claims.

You have publicly disclosed the information.

4.3 Why Your Personal Information is Necessary

To provide you with our services, we require certain personal details. If you choose not to share this information, we may be unable to offer you our services.

4.4 Keeping Your Information Up to Date

It is your responsibility to ensure your personal information is accurate and up to date. If any details change, please notify us as soon as possible. Failing to do so may affect our ability to provide services to you.

4.5 Your Right to Withdraw Consent

If we rely on consent to process your personal data, you have the right to withdraw it at any time. To do so, please contact us using the details provided at the beginning of this notice. Once we receive your request, we will stop using your data for that purpose unless another legal basis applies, in which case we will inform you accordingly.

4.6 How We Use Your Personal Information and the Legal Basis for Processing

Below, we outline the purposes for which we use your personal information and the legal basis that allows us to do so.

When we rely on Legitimate Interests as our legal basis, we have also explained what those interests are.

In some cases, multiple legal reasons may apply depending on the circumstances. If you require clarification on which specific legal basis applies to your data, please contact us using the details provided at the start of this privacy notice.

Purpose / Legal Reason(s) for using the personal information

1. Enrolling you as a customer

Legitimate Interests – To offer relevant products, services, or digital content and support the growth of our business.

2. Processing your order (including payments, order updates, or taking enforcement action for unpaid amounts)

Contractual Obligation – Necessary to fulfill our contract with you

3. Managing our contract with you and informing you of any changes

Contractual Obligation – Ensuring proper execution of our agreement.

4. Complying with audit and accounting requirements

Legal Obligation – To meet regulatory and financial compliance standards.

5. Maintaining records, including warranties and guarantees

Contractual Obligation – Necessary for ongoing service and customer support

6. Improving our products, services, and digital content

Legitimate Interests – To enhance the quality of our offerings and support business growth.

7. Analyzing website usage and customer interactions

Legitimate Interests – To improve website functionality, understand customer preferences, and refine our services.

4.7 Use of Anonymised and Aggregated Data

At times, we may anonymise your personal information so that it no longer identifies you. This anonymised data may be used for internal purposes, such as analysis and business improvement. Additionally, we may combine some of your personal data with information from other individuals to create statistical insights. Since this data is aggregated and does not identify any individual, we can use it freely for analytical and operational purposes.

4.8 Using Your Data for New Purposes

Under data protection laws, we are only allowed to use your personal information for the reasons we have communicated to you. If we intend to use your data for a new purpose, we will first assess whether it is compatible with the original purpose. If it is not, we will inform you of the change, explaining the legal basis for processing your data under the new purpose.

5. How We Collect Personal Information

5.1 Direct Collection

We primarily collect Identity Information, Contact Information, and Payment Information directly from you when you interact with us—whether by email, phone, written correspondence, or other means. This includes personal data you provide when you sign up for our mailing list.

5.2 Automatic Collection

We may also gather Website, Device, and Technical Information automatically through technologies like cookies when you visit our website. For more details, please refer to our Cookie Policy [insert link].

6. Who We Share Personal Information With

6.1 Sharing with Third Parties

In some cases, we may need to share your personal information with external organisations, including:

Suppliers & Service Providers – IT support, payment processors, administration services, marketing agencies.

Government & Regulatory Bodies – Such as HMRC and fraud prevention agencies.

Professional Advisors – Including lawyers, accountants, auditors, and insurance providers.

Credit Reference Agencies – For financial and verification purposes.

Email Platforms – For communication and marketing.

Potential Buyers – If we undergo a business sale, your data may be disclosed to the prospective purchaser.

6.2 Data Processors vs. Data Controllers

The organisations we share data with will act as either Data Processors or Data Controllers:

If they process data on our behalf, they are Data Processors, and we will have legally binding agreements in place to ensure they uphold data protection standards.

If they determine how data is used, they are Data Controllers and are independently responsible for compliance with data protection laws.

6.3 No Selling or Trading of Data

We do not sell, rent, or trade your personal information with third parties.

7. Transferring Data Outside the EEA

7.1 Safeguarding International Transfers

If we transfer your personal data outside the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to maintain the same level of protection as required within the EEA. Any such transfer will comply with data protection laws, including applicable derogations (exceptions) where relevant.

We may need to transfer data outside the EEA to:

Other companies within our business group

Third parties listed in Section 6 (if they operate outside the EEA)

7.2 Safeguards for Transferring Personal Data Outside the EEA

When personal data is transferred outside the European Economic Area (EEA), we ensure compliance with data protection laws by implementing one or more of the following safeguards:

Adequacy Decisions – Transfers are made to countries or territories that the EU Commission has deemed to provide an adequate level of data protection.

Binding Corporate Rules (BCRs) – Where data is transferred within our own organisation across different countries, we follow legally binding internal policies that ensure compliance with data protection standards.

Standard Contractual Clauses (SCCs) – We use EU Commission-approved contractual terms to safeguard data transfers to organisations in non-EEA countries.

Approved Codes of Conduct – We ensure that the receiving organisation follows an approved industry code of conduct recognised by a data protection authority, such as the UK’s Information Commissioner’s Office (ICO).

Certification Mechanisms – We may rely on approved certification schemes that confirm the recipient organisation adheres to data protection laws.

Specific EU-Approved Agreements – Where applicable, we rely on approved frameworks such as the US Privacy Shield (or its successor) for transfers to participating organisations in the United States.

8. Retention of Personal Data

8.1. We will retain your personal information only for as long as necessary. The duration will depend on the reason we collected your data (as detailed in Section 4) and any legal obligations requiring us to keep certain records (such as tax, accounting, or auditing purposes). We may also need to store your personal data for legal claims or to honor guarantees or warranties related to the services we provide.

8.2. If you would like more details on how long we keep different types of personal information, you can request a copy of our data retention policy by reaching out to us using the contact details provided at the beginning of this notice.

9. Your Rights Under Data Protection Laws

9.1. Under data protection legislation, you have the following rights concerning your personal data:

Access Request (Subject Access Right): You have the right to request a copy of the personal information we hold about you, along with additional details to help you understand how it is used.

Correction of Data: You can request that we correct or complete any inaccurate or incomplete personal information we hold about you.

Right to Erasure (‘Right to Be Forgotten’): In specific circumstances, you may request that we delete your personal data.

Restrict Processing: In certain cases, you may ask us to limit how we process your personal data.

Data Portability: You have the right to request the transfer of your personal information to another service provider.

Right to Object: You can object to us processing your data for direct marketing purposes. You may also object to processing based on our legitimate interests (see Section 4) if there is something specific about your situation that makes you wish to object. In certain cases, you may also object to profiling.

9.2. If we rely on your consent for processing your data, you may withdraw it at any time (as explained in Section 4.5).

9.3. To exercise any of these rights, please contact us using the details provided at the beginning of this notice. Please note:

We may need to verify your identity before fulfilling your request.

There is no charge for exercising these rights unless your request is excessive or unfounded.

In cases where a request is excessive or unfounded, we may refuse it or charge a fee.

10. Marketing Preferences

10.1. We may send you marketing communications about similar services or products where you have given consent or where another lawful basis applies.

10.2. You always have control over how we market to you. Our marketing emails include options to unsubscribe or manage your marketing preferences. If you have an online account with us, you can adjust your preferences within your account settings. Alternatively, you can contact us directly using the details at the beginning of this notice.

10.3. Opting out of marketing communications will not affect other necessary communications, such as service-related updates.

10.4. We do not sell or share your personal data with third parties for their marketing purposes.

11. Complaints

11.1. If you are dissatisfied with how we handle your personal information, you have the right to file a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority. However, we encourage you to reach out to us first so we can address your concerns and resolve any issues directly.

11.2. You can contact us by using the details provided at the beginning of this notice or by calling 01243 833816 or 07858000278.

12. Third-Party Websites

Our website may contain links to third-party websites. If you click on these links, you will be directed to an external site. These websites may collect and process your personal data independently. We encourage you to review their privacy policies to understand how your data will be used.

COOKIE POLICY

Last updated 01/04/2025

This Cookie Policy explains how RF Medical Services Ltd, operating as FastGP ("Company", "we", "us", and "our") uses cookies and similar technologies to recognise you when you visit our websites at https://www.fastgp.co.uk/ ("Websites"). It explains what these technologies are and why we use them, as well as your rights to control our use of them.

In some cases we may use cookies to collect personal information, or that becomes personal information if we combine it with other information.

What are cookies?

Cookies are small data files that are placed on your computer or mobile device when you visit a website. Cookies are widely used by website owners in order to make their websites work, or to work more efficiently, as well as to provide reporting information.

Cookies set by the website owner (in this case, RF Medical Services Ltd, operating as FastGP) are called "first party cookies". Cookies set by parties other than the website owner are called "third party cookies". Third party cookies enable third party features or functionality to be provided on or through the website (e.g. like advertising, interactive content and analytics). The parties that set these third party cookies can recognise your computer both when it visits the website in question and also when it visits certain other websites.

Why do we use cookies?

We use first and third party cookies for several reasons. Some cookies are required for technical reasons in order for our Websites to operate, and we refer to these as "essential" or "strictly necessary" cookies. Other cookies also enable us to track and target the interests of our users to enhance the experience on our Online Properties. Third parties serve cookies through our Websites for advertising, analytics and other purposes. This is described in more detail below.

The specific types of first and third party cookies served through our Websites and the purposes they perform are described below (please note that the specific cookies served may vary depending on the specific Online Properties you visit):

How can I control cookies?

You have the right to decide whether to accept or reject cookies. You can exercise your cookie rights by setting your preferences in the Cookie Consent Manager. The Cookie Consent Manager allows you to select which categories of cookies you accept or reject. Essential cookies cannot be rejected as they are strictly necessary to provide you with services.

The Cookie Consent Manager can be found in the notification banner and on our website. If you choose to reject cookies, you may still use our website though your access to some functionality and areas of our website may be restricted. You may also set or amend your web browser controls to accept or refuse cookies. As the means by which you can refuse cookies through your web browser controls vary from browser-to-browser, you should visit your browser's help menu for more information.

In addition, most advertising networks offer you a way to opt out of targeted advertising. If you would like to find out more information, please visit http://www.aboutads.info/choices/ or http://www.youronlinechoices.com.

The specific types of first and third party cookies served through our Websites and the purposes they perform are described in the table below (please note that the specific cookies served may vary depending on the specific Online Properties you visit):

Essential website cookies:

These cookies are strictly necessary to provide you with services available through our Websites and to use some of its features, such as access to secure areas.

Performance and functionality cookies:

These cookies are used to enhance the performance and functionality of our Websites but are non-essential to their use. However, without these cookies, certain functionality (like videos) may become unavailable.

Analytics and customisation cookies:

These cookies collect information that is used either in aggregate form to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customise our Websites for you.

Enables Google Analytics regulate the rate of requesting. It is a HTTP cookie type that lasts for a session.

Provider:

https://www.fastgp.co.uk/ Service:

Google Analytics View Service Privacy Policy

Country:

United Kingdom

Type:

http_cookie

Expires in:

1 minute

Name:

_ga

Purpose:

It records a particular ID used to come up with data about website usage by the user. It is a HTTP cookie that expires after 2 years.

Provider:

Fast GP

Service:

Google Analytics View Service Privacy Policy

What about other tracking technologies, like web beacons?

Cookies are not the only way to recognise or track visitors to a website. We may use other, similar technologies from time to time, like web beacons (sometimes called "tracking pixels" or "clear gifs"). These are tiny graphics files that contain a unique identifier that enable us to recognise when someone has visited our Websites or opened an e-mail including them. This allows us, for example, to monitor the traffic patterns of users from one page within a website to another, to deliver or communicate with cookies, to understand whether you have come to the website from an online advertisement displayed on a third-party website, to improve site performance, and to measure the success of e-mail marketing campaigns. In many instances, these technologies are reliant on cookies to function properly, and so declining cookies will impair their functioning.

Do you use Flash cookies or Local Shared Objects?

Websites may also use so-called "Flash Cookies" (also known as Local Shared Objects or "LSOs") to, among other things, collect and store information about your use of our services, fraud prevention and for other site operations.

If you do not want Flash Cookies stored on your computer, you can adjust the settings of your Flash player to block Flash Cookies storage using the tools contained in the Website Storage Settings Panel. You can also control Flash Cookies by going to the Global Storage Settings Panel and following the instructions (which may include instructions that explain, for example, how to delete existing Flash Cookies (referred to "information" on the Macromedia site), how to prevent Flash LSOs from being placed on your computer without your being asked, and (for Flash Player 8 and later) how to block Flash Cookies that are not being delivered by the operator of the page you are on at the time).

Please note that setting the Flash Player to restrict or limit acceptance of Flash Cookies may reduce or impede the functionality of some Flash applications, including, potentially, Flash applications used in connection with our services or online content.

Do you serve targeted advertising?

Third parties may serve cookies on your computer or mobile device to serve advertising through our Websites. These companies may use information about your visits to this and other websites in order to provide relevant advertisements about goods and services that you may be interested in. They may also employ technology that is used to measure the effectiveness of advertisements. This can be accomplished by them using cookies or web beacons to collect information about your visits to this and other sites in order to provide relevant advertisements about goods and services of potential interest to you. The information collected through this process does not enable us or them to identify your name, contact details or other details that directly identify you unless you choose to provide these.

How often will you update this Cookie Policy?

We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Please therefore re-visit this Cookie Policy regularly to stay informed about our use of cookies and related technologies.

The date at the top of this Cookie Policy indicates when it was last updated.

Where can I get further information?

If you have any questions about our use of cookies or other technologies, please email us at info@fastgp.co.uk or by post to:

Fast GP

Bognor Medical Practice

The Health Centre

West Street

Bognor Regis

West Sussex

PO21 1UT