Privacy Policy
Effective Date: 02/10/2024
Last Updated: September 2026
At Nutrition with B, we are committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal and health information when you engage our nutrition and dietetic services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are (Data Controller)
Nutrition with B is an independent nutrition and dietetic practice.
Data Controller / Data Protection Officer: Rebecca Taylor
Email: becca@nutritionwithb.com
Services Provided: Independent nutrition and dietetic consultations and care plans.
2. What Personal Data We Collect
Because we provide healthcare services, we need to collect both general personal data and sensitive health data (known as Special Category Data under Article 9 of the UK GDPR).
We may collect:
Personal Identifiers: Name, date of birth, contact details (email address, telephone number, home address), emergency contact details.
Consent Records: Completed consent forms and terms of engagement.
Health & Clinical Data (Special Category Data): Medical history, diagnoses, medications, GP details, dietary logs, anthropometric measurements (e.g., weight, height), and reports received from or shared with other health professionals.
Financial Data: Payment details and billing records.
3. Legal Basis for Processing Your Data
Under data protection law, we must have a legal basis for collecting and using your personal information:
Explicit Consent (Article 6(1)(a) & Article 9(2)(a) UK GDPR): You give explicit consent for us to collect and use your health data to assess your nutritional needs and provide customised dietetic care.
Healthcare Provision (Article 9(2)(h) UK GDPR): Processing is necessary for the provision of health or social care treatment, management of healthcare systems, and fulfilling professional duty of care.
Legal & Professional Obligations (Article 6(1)(c) UK GDPR): We are required by professional codes of conduct (e.g., HCPC, BDA) to maintain accurate, confidential clinical records.
4. How We Use Your Information
We use the information gathered solely for professional and lawful purposes:
Delivering tailored dietetic assessments, nutrition advice, and care plans.
Maintaining clinical records in accordance with professional regulatory standards.
Communicating directly with you regarding appointments, consultation reviews, or administrative queries.
Sharing reports or clinical updates with relevant healthcare professionals (such as your GP or specialist consultant), only with your prior knowledge or explicit permission, unless required by law.
5. Information Sharing and Disclosure
We respect your confidentiality. We will never sell, distribute, or lease your personal information to third parties.
Your information may only be shared under the following conditions:
Healthcare Professionals: GP, consultants, or therapists involved in your care, where relevant to your treatment and with your consent.
Data Processors: Secure third-party service providers who help us run our business (e.g., encrypted practice management software, secure cloud storage, and email system providers). All processors are strictly vetted to ensure full GDPR compliance.
Legal Obligation or Safeguarding: If required by law, court order, or an urgent safeguarding concern where there is a serious risk of harm to yourself or others.
6. Security & Storage
We are committed to ensuring your information is safe and confidential. To prevent unauthorised access or disclosure:
We store digital clinical records using encrypted, password-protected, GDPR-compliant healthcare systems and cloud services.
Access is restricted strictly to authorised practice staff.
7. How Long We Keep Your Data (Data Retention)
We retain your personal and clinical records only for as long as necessary to fulfil the purposes for which they were collected and to meet statutory or professional regulatory requirements:
Adult Clinical Records: Retained for a minimum of 8 years following the conclusion of treatment (in line with NHS record management standards and dietetic professional guidelines).
General Enquiries/Non-Clients: Retained for up to 12 months if you do not proceed with a consultation, after which data is securely destroyed.
Once the retention period expires, records are permanently deleted or securely shredded.
8. Your Legal Rights
Under the UK GDPR, you have the following rights regarding your personal data:
Right of Access: You can request a copy of the personal and clinical data we hold about you (a Subject Access Request).
Right to Rectification: You can request that we correct any inaccurate or incomplete information.
Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw that consent at any time. (Please note that withdrawing consent does not affect the lawfulness of processing carried out prior to withdrawal, nor does it override our legal obligations to retain historical clinical records).
Right to Restriction or Erasure: You may request that we erase or restrict the processing of your data, subject to statutory obligations regarding medical record keeping.
To exercise any of these rights, please contact Rebecca Taylor via email at becca@nutritionwithb.com. We will respond to all requests within one month.
9. How to Raise a Complaint
If you have any concerns about how we collect or process your personal data, please contact us first so we can address your concerns.
You also have the right to lodge a complaint directly with the UK supervisory authority:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk