Privacy notice

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Your Privacy

At Spybey Optometrists, we are committed to the highest privacy standards. However you choose to interact with us, we will only collect data that is necessary for us to deliver the best possible service and ensure you are reminded about appointments or anything else relevant to your ongoing care. This policy provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.

Collection of your Personal Information

In addition to your basic contact information (name, date of birth, telephone numbers and your addresses) we will collect other relevant details including current and past health and medication information, your examination results, payment details and lifestyle information. We may also store associated information received from other health care professionals as part of your ongoing care.

Lawful basis for collecting your data

The lawful basis for collecting and using your personal data under the UK General Data Protection Regulation (UK GDPR) is: legitimate interests.

How we use this information

The information we collect about you is used to ensure we provide you with the best and most appropriate products and services. In addition to your ongoing eye care, we will remind you when appointments are due and suggest relevant products or services that we believe would be of interest. We use phone, SMS, written letters and email to contact you. We use your contact information to respond to queries from you, and where appropriate your bank details to collect Direct Debit payments as agreed. We may occasionally contact you to ask for your feedback on the services we have provided and to offer the opportunity to trial new products.

Storage, processing, and retention of your information

We store your data using a practice management system called iClarity. This software is provided and managed by  Business Measurement Ltd within their UK facilities. We have a contract with them outlining how you data is processed. A copy of their privacy notice can be found here. If we collect Direct Debits from you these payments will be processed by Eyeplan Ltd and their privacy notice can be found here.

We use contact lenses companies which deliver contact lenses directly to your home, these companies and their privacy notices are: Alcon, Bausch & Lomb direct, Coopervison and Johnson & Johnson

Any additional third-party company is only permitted to process your data for the specified purposes and in accordance with our instructions. We retain your information for as long as reasonably necessary to provide our products and services and to maintain records to satisfy tax, professional and other legal requirements.

How and when we may share your personal information

Where necessary we may disclose your information to health care professionals including the NHS. This is in accordance  with the HSCA 2012 section 251(b). We may also pass information to external agencies and organizations, including the police, for the prevention and detection of fraud and criminal activity. Should any claim be made, we may pass your personal information to our insurers and if our business is wholly or partially transferred to a third party, your personal information may be one of the transferred assets.

Your rights under data protection law

You have the right to:

  • Access – You have the right to ask us for copies of your personal information. 
  • Rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. If you wish to make a request. Please contact us at : [email protected]

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Use of cookies

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Privacy Policy updates

We reserve our right to make any changes and updates to this privacy policy without giving you notice as and when we need to. Our most up to date privacy policy is always available on our website.

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address: 

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

Helpline number: 0303 123 1113 ICO 


Last updated: Feb’2024

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