How we use your information

This notice covers three forms. When you send an appointment request through this website, we collect:

• Your contact details — full name, phone number, email address, and a WhatsApp number if you choose to add one.
• Your appointment preferences — the clinician, service or area of care, and the date and time you asked for.
• Anything you write in the notes box — this is optional. If you describe symptoms or a reason for your visit, that is health information and we treat it with the same confidentiality as the rest of your record.
• Basic technical information — the IP address and browser details of the device used to send the request. This is recorded automatically and is used to keep the form working and to stop automated abuse.

You do not need to give us your full medical history to request an appointment. Please share only what the clinic needs in order to schedule you correctly, and bring the rest to your visit.

If reception hands you a tablet, or gives you a code or a QR code to scan on your own phone, you can enter your own details instead of filling in a paper form. On that form we ask for:

• Who you are — full name, date of birth, and sex.
• How to reach you — phone number, a WhatsApp number and an email address if you want to give them, and your address.
• Your insurance — the name of your insurer, and your policy number if you have it with you. You can tell us you have none.
• Your emergency contact — their name, how they are related to you, their phone number, and their email if you have it.
• Allergies — whether you are allergic to any of a short list of common things, or to something else you can name. We ask for the name only, not how badly it affects you. You can tell us you have none.
• Long-term conditions — whether a doctor has told you that you have any of a short list of conditions. This is health information, and we treat it with the same confidentiality as the rest of your record.
• Basic technical information — the IP address and browser details of the device you used, recorded automatically to keep the form working and to stop automated abuse.

Nothing you enter is saved to your record until a member of staff confirms it with you. What you send is held as a temporary draft. Reception reads it back, corrects anything that is wrong, and only then does it become part of your patient record — exactly as when they type a paper form in for you.

We do not ask about your medicines on this form. Your nurse or doctor asks about those in person, and they will go over your allergies with you as well.

The link is short-lived and belongs to you alone. Once you have sent the form, opening the same link again shows nothing back — so the next person handed the same tablet cannot see what you entered.

If your child is seen here, a nurse or doctor may hand you a tablet, or give you a code or a QR code to scan on your own phone, so that you can fill in your child's early history yourself. You know it better than anyone, and it saves going through it all at the start of the appointment. On that form we ask about:

• The birth — how many weeks pregnant you were, how your child was born and why, and whether there were any problems during the birth.
• Feeding — breastfeeding and for how long, formula and how you make it up, and what your child eats and drinks now.
• Basic technical information — the IP address and browser details of the device you used, recorded automatically to keep the form working and to stop automated abuse.

This is health information about your child, and we treat it with the same confidentiality as the rest of their record. We do not ask for their name, date of birth or any contact details on this form — the clinic already has those, and the form does not show them back to you.

You can leave anything blank. Nothing on this form has to be answered, and there is an “I don't remember” option on every question. Your nurse or doctor will go through it with you either way.

Nothing you enter is saved to your child's record until a nurse or doctor reviews it. What you send is held as a temporary draft. They compare it with what is already on the record, and only then save it — recorded as having come from you. If something you say differs from what a clinician wrote down earlier, we do not overwrite their entry: a member of staff looks at both and decides. Reception does not see this form at all.

• To review your request and confirm, reschedule, or decline the time you asked for.
• To contact you about the request by phone, email, or WhatsApp, using the details you gave us.
• To send an automatic acknowledgement email to the address you entered, confirming that we received your request.
• To create or match your patient record if the appointment goes ahead, so that clinical staff have your details at your visit.
• To save reception typing out a paper form, when you have entered your own details before a visit — a member of staff still reads them back to you and confirms them before anything is saved.
• To save going through your child's birth and feeding history at the start of the appointment — a nurse or doctor still reviews what you entered against the record before any of it is saved.
• To detect duplicate or automated submissions and keep the booking form available to real patients.
• To keep our systems secure and working correctly, including recording technical errors so they can be fixed.

We do not sell your information, rent it, use it for advertising, or share it with anyone for their own marketing.

Sending this form asks Lumen Christi Medical to hold a time for you. It is not confirmed until a member of the clinic team reviews it and contacts you. If you do not hear back, please contact the clinic directly rather than assuming the appointment is booked.

This form is not for emergencies. If you have a medical emergency, call your local emergency number or go to the nearest emergency department. Do not wait for a reply to an online request.

• Clinic staff — the members of the Lumen Christi Medical team responsible for scheduling and for your care. Staff sign in to their own individual accounts, and their access is limited to what their role requires.
• Service providers acting on our instructions — the companies that host our website and database, deliver our emails, and monitor the system for technical faults. They may only handle your information to provide those services to us.
• WhatsApp, if you choose it — if you give us a WhatsApp number and staff message you there, that conversation travels through a third-party messaging service that we do not control and that has its own privacy terms.
• Others, only where the law requires it — for example where we are legally obliged to disclose information, or where it is necessary to protect someone's life or safety.

If your request becomes an appointment, the details form part of your patient record and are kept for as long as we are required to keep medical records.

Requests that are declined, withdrawn, or never taken forward are kept for a limited period so that we can answer questions about them and detect misuse of the booking form, and are then removed. You can ask us how long we hold a particular request.

The details you fill in before a visit are held only as a draft. Once reception has confirmed them with you and added them to your record, the draft is deleted automatically after 30 days. If you send the form but reception never confirms it with you, the draft is deleted after 7 days. A form you never send — because you changed your mind, or left it unfinished — stops working within about an hour and is also deleted after 7 days.

Your child's history form is held the same way and on the same timetable: 30 days after a nurse or doctor has saved it to the record, 7 days if it is sent but never saved, and 7 days if it is never sent. When it is deleted, the answers go with it. If your child's record is ever deleted, any form waiting against it is deleted at the same moment.

Information you send through this form is encrypted while it travels to us. It is stored in an access-controlled system, and only staff with a legitimate reason can open it. Staff activity on patient records is attributable to the individual account that carried it out.

No system can be guaranteed completely secure, but we take these safeguards seriously and review them as our systems change.

You can contact the clinic at any time to:

• Ask for a copy of the information we hold about you.
• Ask us to correct anything that is wrong or out of date.
• Ask us to delete a request, where we are not required to keep it as part of a medical record.
• Withdraw a request you have sent, or ask us to stop contacting you on a particular number or address.
• Raise a concern about how your information has been handled.

Giving us a WhatsApp number and writing a note about your symptoms are both optional. You can request an appointment without either.

Filling in your own details on a tablet or your phone is optional too. If you would rather not, tell reception and they will take your details in the usual way.

We may update this notice as the clinic's services change. The current version is always published on this page, and the date at the top tells you when it was last revised.

If you have a question about this notice or about the information we hold, please contact Lumen Christi Medical: