Privacy policy .

Who we are

The Gender Hormone Clinic ("GHC", "we", "us") is a CQC-registered private healthcare provider operating from clinics in London (Fitzrovia), Stafford, and Exeter. We are the data controller for personal information you share with us. You can reach us at info@thegenderhormoneclinic.com.

What information we collect

To provide hormone therapy safely we need to collect personal and clinical data, including:

• Identifying information: your legal name (matched to ID), preferred name, date of birth, contact details, and current address
• Medical information: gender-dysphoria diagnosis, GP details, medical history, current medications, allergies, blood test results, and any conditions or surgeries that affect prescribing
• Payment information: billing details handled by our payment processor (Stripe). We do not store full card numbers ourselves
• Correspondence: messages you send us by email, online forms, or phone calls (which may be summarised in your record)
• Photo ID: verified at the in-clinic appointment but not retained as a copy unless you explicitly consent

How we use your information

We use your data only for the following purposes, on the legal bases listed in brackets:

• Providing and managing your hormone therapy (legitimate interest, contract, and consent)
• Communicating with your GP under shared-care agreements (consent and legitimate interest)
• Sending appointment reminders, prescription notifications, and clinical correspondence (contract)
• Meeting our legal and regulatory obligations as a CQC-registered service (legal obligation)
• Aggregated, anonymised reporting on service quality (legitimate interest)

How we store and protect data

Sensitive correspondence is encrypted using SendSafely (or equivalent). Internal clinical discussions use anonymised identifiers. We send unencrypted copies only with written consent. Phone discussions begin with a privacy check, and we switch to email if reception or signal is poor.

Records are retained in line with NHS records-management guidance: typically 8 years after your last contact, or longer where clinically required.

Consultation notes and transcription

To keep an accurate clinical record, your video and in-person consultations may be transcribed using a secure note-taking tool. The transcript is used only to produce the clinical notes and summary that go into your record; we do not use it for marketing, and we do not sell it. The lawful basis is the provision of your healthcare (contract and legitimate interest), and the same retention and security rules described above apply.

If you would prefer your consultation not to be transcribed, tell your clinician at the start of the appointment and we will take notes by hand instead. This does not affect your care.

Sharing data with third parties

We share your data only with:

• Your GP and any specialists you ask us to coordinate with (with your consent)
• Our partner laboratories and pharmacies (to fulfil prescriptions and process bloods)
• Our payment processor (Stripe)
• Regulators and law enforcement, where legally required

We do not sell your data, ever. We do not share your data with marketing companies or advertisers.

Dead names and identity

Once you provide proof of legal name change (deed poll), we remove dead names from active records. Your old legal name remains in archived records only where required by clinical safety or legal retention rules.

Your rights

Under UK GDPR you have the right to:

• Access a copy of the data we hold about you
• Correct inaccurate data
• Request erasure of data we no longer need to retain
• Restrict or object to certain processing
• Have your data transferred to another service (data portability)
• Withdraw any consent you previously gave

To exercise any of these rights, email us. We respond within one calendar month.

Complaints

If you have a concern about how we handle your data, please raise it with us first. If we cannot resolve it, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.