Privacy policy

At BabyJabs, we respect your privacy and are committed to protecting your personal information. This policy explains how we collect information, what we do with it and what controls you have over your personal information.

Your Privacy

We take our duty to process your personal information very seriously.

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated at the end of the document.

Refer to the sections below for more details on how and why we use your personal information:

Website Usage

When you are browsing our website we have some essential cookies in use, this makes the website work and ensures the security of the website. You can disable these cookies but it will significantly affect the way the website works for you.

When you contact us via email

We are unable to provide medical advice about vaccines via email. For this, you need to book a consultation. For other queries made via email, the information in the email will only be used to respond to your request or question.

When a child becomes a patient

When a child becomes a patient (either for a consultation or a vaccination) we need parental consent to be able to treat them. We will ask you to complete a questionnaire which gathers information about the child’s health prior to attending a consultation and administering any vaccines. We do this to ensure that we fully understand any health conditions which may impact the treatment of the child.

We retain the records created as part of treating your child indefinitely.

When you have parental responsibility for a child who is a patient

We take the health and wellbeing of your child seriously and so we will ask you to provide photo ID as part of completing the questionnaire for your child. This way we can verify the identity of the individual accompanying the child and ensure that they match our records. This information will be held securely in our systems attached to the child’s medical record.

When you are an adult patient

When you are an adult seeking a vaccination consultation or a vaccine, we will ask that you complete a health questionnaire prior to a consultation and the provision of the vaccine. The health questionnaire ensures that we recommend the best vaccine options for you.

All health records are retained indefinitely.

Visiting the Samedaydoctor clinic to administer vaccines

All of our clinics are in premises that BabyJabs shares with Samedaydoctor. We ensure that when you are having your vaccine administered at the clinic, the practitioner administering your vaccine has access to the information they require about you, your child and the vaccination. Any information shared with Samedaydoctor is secure and treated confidentially and only used for the purposes of providing the treatment requested.

Our online booking and questionnaire platform

We use a secure medical online booking system to ensure we have the information required to consult with you or your child. The information within this system has appropriate security controls implemented to ensure the confidentiality and accuracy of the information. This information is held within the UK or EEA.

Links to other websites

In order to be able to provide you additional information such as information about vaccines and their effectiveness, we may provide links to other websites. These websites are not endorsed by BabyJabs. We suggest that you review the privacy policies for any third-party websites you visit as we cannot accept any liability for the way they manage your personal information.

If you wish to record the consultation or vaccination

Occasionally, we are asked whether the consultation or vaccination can be recorded. We would ask that you seek agreement from the practitioner prior to starting recording. Recordings should not be made in any public areas of our clinics as other patients have the right to privacy. We ask that the recording is only for your own personal use and is not to be posted to social media or other forums online.

The information we need

BabyJabs is what’s known as the ‘data controller’ of the personal information you provide to us. Your relationship with us determines how much information we collect from you. We will only ever collect the information needed to provide you with advice and services and protect the patient-doctor relationship.

We will be very clear with you about the reason for collecting information and how we intend to use, share and store that information at the point we collect it.

Collecting your personal information

We collect personal information about you through a variety of different methods including when you:

• Complete the health questionnaire
• Make an appointment for a consultation
• Receive a vaccination
• Ask for more information
• Send us correspondence via email
• Give us feedback

Where is your information stored?

Wherever possible, all the personal information we process is processed within the UK or European Economic Area (EEA). Some of our third-party service providers are based outside the UK or EEA so their processing of your personal information will involve a transfer outside the UK or EEA.

Whenever we transfer your personal information outside of the UK or EEA, we do our best to make sure a similar degree of security of personal information by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the European Commission; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal information the same protection it has in the UK and Europe.

If you fail to provide the information requested

If you fail to provide the information requested where we need the personal information for either legal purposes or to fulfil our contract with you, we may need to cancel your consultation. Before cancelling your consultation, we will notify you that you are required to provide the missing information and give you a further reminder before cancellation.

Sharing your information

In order to provide you with the services requested, we may need to share your information with service providers (for example, Samedaydoctor clinics). We have agreements in place to protect your information and ensure that it is kept securely and confidentially and only used for the purposes of a consultation.

Other than in the following circumstances, we do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security or criminal investigations:

• If you have agreed that we may do so.
• If we sell the business – the new owner may obtain patient and treatment information. This information would only be used for the same purposes for which it was originally obtained.
• If we run an event in partnership with other named organisations, your details may need to be shared. We will be very clear what will happen to your personal information when you register.

And we will never sell or rent your personal information to other organisations.

Retaining your information

We hold your information only as long as necessary for each reason that we use it. The medical information about your vaccination status is retained indefinitely. During the retention period for information, we ensure the security, confidentiality and integrity of the information.

Securing your information

We have put in place security measures to prevent your personal information from being accidentally lost, used, altered, disclosed, or accessed without our authorisation. We ensure that only those employees and partners, who need access to your personal information as part of their business role, are given access. They will only process your personal data on our instructions and our contracts ensure that the information is kept confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we need to.

What are your rights?

You have a number of rights about how the personal information you provide can be used. These are:

• Transparency over how we use your personal information (right to be informed).
• The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
• Update or amend the information we hold about you if it is wrong (right of rectification).
• Ask us to stop using your information (right to restrict processing).
• Ask us to remove your personal information from our records (right to be ‘forgotten’).
• Object to the processing of your information for marketing purposes (right to object).
• Obtain and reuse your personal information for your own purposes (right to data portability).
• Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under data protection law, you can find out more at the Information Commissioners Office website.

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us by emailing [email protected] and we will be happy to help.

About Us

Gill-Mann Medical Limited is registered with the Information Commissioner’s Office as a Data Controller. Our registration number is ZB192450.

Gill-Mann Medical Limited, trading as BabyJabs, is a company registered in England and Wales. Registered company number: 09829218 whose registered office is Sterling House, 71 Francis Road, Edgbaston, Birmingham, United Kingdom, B16 8SP.

Last updated: April 2023