Privacy Policy

Last updated: 20 August 2026

1. Who we are

This website is operated by JJ Southgate Ltd, a company registered in England and Wales under company number 04915156.

Registered office:

19 Mill Lane
Lower Parkstone
Poole
Dorset
BH14 8RH

JJ Southgate Ltd is the data controller responsible for the personal information described in this policy.

You can contact us about privacy or the use of your personal information at:

Email: secretary@jjsouthgate.co.uk
Telephone: 01202 747444

2. Information we collect

We may collect the following information when you contact us, submit an enquiry or arrange an appointment:

Your name, email address and telephone number.
Your preferred clinic or appointment location.
Information included in your message or correspondence.
Appointment, referral and administrative information.
Information concerning your health, symptoms, diagnosis or treatment where you choose to provide it or it is needed to arrange or provide your care.
Information provided by a referring clinician, hospital, clinic, insurer or another healthcare provider.
Technical information such as your IP address, browser, device, pages visited and the date and time of your visit.

Information about your health is sensitive personal information known as “special category data” and receives additional legal protection.

Please do not provide more medical information through the website enquiry form than is reasonably necessary for us to respond.

3. How we use your information

We may use your personal information to:

Respond to your enquiry.
Arrange and administer appointments.
Provide healthcare and related services.
Communicate with you, your referring clinician, clinic, hospital or insurer.
Maintain appropriate clinical and administrative records.
Process fees, invoices and insurance information.
Meet legal, regulatory and professional obligations.
Establish, exercise or defend legal claims.
Protect the security and proper operation of our website and systems.
Understand how the website is used, where appropriate and with any required cookie consent.

We do not sell your personal information. We do not use information about your health for advertising or unrelated marketing.

4. Our lawful bases

Depending on the circumstances, we process personal information because:

It is necessary to take steps at your request before entering into a contract or to perform a contract with you.
It is necessary for our legitimate interests in responding to enquiries, administering the medical practice and providing an effective service.
It is necessary to comply with a legal or regulatory obligation.
You have given consent for a particular use where consent is required.

Where we process health information for medical diagnosis, treatment, healthcare or the management of healthcare services, we normally rely on Article 9(2)(h) of the UK GDPR and the relevant health and social care condition under the Data Protection Act 2018. This processing is carried out by, or under the responsibility of, healthcare professionals and others who owe appropriate duties of confidentiality.

In other circumstances, another applicable condition may be used, such as explicit consent or the establishment, exercise or defence of legal claims.

5. Who we may share information with

Where necessary and lawful, information may be shared with:

Mr Jeremy Southgate and authorised members of his administrative team.
The hospital or clinic at which your consultation or treatment takes place.
Your GP, referring clinician or other healthcare professionals involved in your care.
Insurers, funding organisations and payment or invoicing providers.
MediOffice and other appointment or practice-management service providers.
Website hosting, email, form, IT support and secure data-storage providers.
Professional advisers, regulators, courts or public authorities where required.

Only information reasonably necessary for the relevant purpose will be shared.

Our suppliers are required to handle personal information securely and only in accordance with our instructions or their own lawful responsibilities.

6. External booking services

Links headed “Book a consultation” may take you to the MediOffice appointment platform.

Information submitted on an external platform is processed in accordance with the privacy information displayed by that provider, as well as any applicable arrangements between the provider and JJ Southgate Ltd.

Please review the provider’s privacy information before submitting personal or medical information.

7. International transfers

Some technology suppliers may process information outside the United Kingdom.

Where this happens, we will take reasonable steps to ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations or approved contractual protections. You may contact us if you would like further information about the safeguards used.

8. How long we keep information

We retain personal information only for as long as it is reasonably required for the purpose for which it was collected.

The period will depend on:

Whether your enquiry results in an appointment or treatment.
Whether the information becomes part of your clinical record.
Applicable legal, regulatory and professional retention requirements.
The need to resolve complaints or establish, exercise or defend legal claims.

Clinical records may need to be retained for substantially longer than ordinary website enquiries. Information that is no longer required will be securely deleted or anonymised where appropriate.

9. Security

We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, information transmitted over the internet cannot be guaranteed to be completely secure. Please do not use the website enquiry form for emergencies or for highly sensitive information that is not needed at the initial enquiry stage.

10. Your rights

Depending on the circumstances, you may have the right to:

Ask for access to the personal information we hold about you.
Ask for inaccurate or incomplete information to be corrected.
Ask for information to be deleted.
Ask us to restrict how information is used.
Object to certain uses of your information.
Receive certain information in a portable format.
Withdraw consent where processing is based on consent.

These rights are not absolute and may be restricted where information must be retained for medical, legal, regulatory or other lawful reasons.

You have the right to object to processing based on our legitimate interests. To exercise this or another data-protection right, contact secretary@jjsouthgate.co.uk. We may need to verify your identity before responding.

We do not use information collected through this website to make solely automated decisions that produce legal or similarly significant effects.

11. Cookies

The website may use cookies or similar technologies that are strictly necessary for security and basic operation.

If optional analytics, embedded media or other non-essential technologies are used, information about them will be provided and consent will be requested before they are activated where required.

You can also manage cookies through your browser settings. Disabling necessary cookies may affect the operation of parts of the website.

12. Complaints

Please contact us first if you have a concern about how your personal information has been used.

You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://ico.org.uk/make-a-complaint/

13. Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on this page with its revision date.