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Privacy & Complaints Policy

KP Nutrition is committed to ensuring that your privacy is protected. We comply fully with the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025. For the purposes of these legislations, KP Nutrition acts as the Data Controller for your personal and health data.

This privacy policy is effective from 24th September 2026 and is regularly reviewed and updated.

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1. Information About Us

• Clinic Name: KP Nutrition

• Lead Contact: katie@kp-nutrition.com

• Data Protection Officer: KP Nutrition does not meet the statutory criteria to require a nominated Data Protection Officer. All data queries should be directed to the email above.

• Regulatory Body: Our dietitians are registered with the Health and Care Professions Council (HCPC) and the British Dietetic Association (BDA) [1.2.5, 6.1].

• ICO Complaints: If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) via www.ico.org.uk or telephone: 0303 123 1113.

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2. Legal Basis for Processing Data

We do not rely on broad patient "consent" to process your clinical records, as we are legally required to retain medical notes. Instead, we process your data under the following strict lawful bases:

• Standard Personal Data (Names, contact details, billing info): Processed under Contract Fulfillmentto deliver our online nutrition consultations.

• Special Category Data (Clinical medical history, gastroenterology notes, dietary logs): Processed under Article 9(2)(h) of the UK GDPR (the provision of health or social care treatment), managed by HCPC-registered professionals bound by a statutory duty of confidentiality.

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3. What We Collect

• Information you give us: Data provided when filling out intake forms, booking appointments, or completing contact fields on our website.

• Technical Information: Automated data collected via our website platform, including your internet protocol (IP) address, browser type, operating system, and interaction data.

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4. Where and How We Store Your Data

• Website Hosting: Our website is hosted by Wix.com. While Wix utilizes secure servers located in the USA, all such transfers are protected under the UK-US Data Bridge frameworks, ensuring equivalent UK data protection levels. No clinical records are stored directly on the website database.

• Clinical Management Platforms: We securely store your digital health records using dedicated, encrypted clinical management platforms, specifically Practice Better and Dropbox.

• Data Retention: Clinical records compiled by KP Nutrition relating to the care of a client will be stored securely for eight (8) years in strict alignment with British Dietetic Association Guidance for Record Keeping and our professional indemnity insurance mandates [1.2.5, 6.1].

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5. Disclosure of Your Information

We will never sell your data or share it with marketing agencies. Your data is only shared with:

• Associate Dietitians: Freelance dietitians contracted explicitly by KP Nutrition to deliver your care [7.3]. These clinicians operate strictly as Data Processors under formal Data Processing Agreements and are contractually prohibited from extracting or using your data outside your direct care [2.2, 5.2, 7.3].

• Medical Professionals: Your GP or other specialists, strictly where you have provided explicit clinical consent.

• Legal & Safety Obligations: In exceptional circumstances where disclosure is necessary to comply with a legal obligation, prevent a serious crime, or prevent severe harm to other individuals.

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6. Your Rights as a Data Subject

Under UK legislation, you hold the following rights:

• Access: The right to request copies of the personal data we hold about you (a Subject Access Request).

• Rectification: The right to ask us to correct inaccurate or incomplete data.

• Erasure: The right to request data deletion. Please note: This right does not override our statutory legal obligation to maintain medical records for the mandatory 8-year clinical retention window.

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7. Cookie Policy

Our website uses cookies in accordance with the Privacy and Electronic Communications Regulations (PECR).

• Strictly Necessary Cookies: Essential for website operation, security, and booking account logins.

• Analytics Cookies: Provided via Wix to help us anonymously measure user navigation and improve website performance. You can adjust your cookie settings at any time via your browser menu.

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Complaints Procedure

KP Nutrition is committed to providing high-quality, specialist gastroenterology dietary advice. If you are unhappy with the service you received from our clinic or an associate clinician, please follow our complaints procedure:

1. How to Lodge a Complaint: Please submit your complaint in writing to katie@kp-nutrition.com. Please outline the date of your appointment, the clinician involved, and the specific nature of your concerns.

2. Acknowledgment: We will acknowledge receipt of your complaint in writing within 3 working days.

3. Investigation: The clinic director will thoroughly review the case notes, consult with the treating clinician if applicable, and investigate the matter fairly.

4. Resolution: You will receive a formal, comprehensive written response outlining our findings and proposed resolution within 14 working days of the initial complaint.