Our Privacy Policy

Introduction

This Privacy Notice is designed to help you understand everything you need to know about our data gathering and processing operations, and what your legal rights are.

This website is not intended for children and we do not knowingly collect data relating to children.

CheqUp takes its responsibility for protecting your data very seriously – If there’s anything in this policy you don’t understand or if you want to ask any questions, please feel free to contact us.

This privacy notice covers our activities as a Data Controller for data associated with our staff and our customers and also for the data associated with patients who choose, or are referred in, to our services.

It is important that you read this privacy notice together with our Terms and Conditions and with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them

1. Important information and who we are

Full name of legal entity: CheqUp Health Limited. Registered company number: 12570252 Email address: [email protected]. Postal address: Clifton House, Bunnian Place, Basingstoke, Hampshire RG21 7JE.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

In this privacy policy, the following definitions are used:

Controller 

CheqUp Health Limited is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy notice). We are responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out above.

Cookies A small text file placed on your computer by this website when you visit certain parts of the website and/or when you use certain features of the website. Details of the Cookies used by our website are set out in our Cookie Policy, which can be found here https://chequp.designdynamic.co.uk/pages/cookie-policy

Data Collectively all information that you submit to CheqUp Health Limited via our website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws.

Data Protection Laws The DPA 2018 and UK GDPR.

DPA 2018 The Data Protection Act 2018 as amended, replaced or superseded from time to time.

UK GDPR The retained UK law version of the General Data Protection Regulation ((EU) 2016/79) (GDPR) as amended, replaced or superseded from time to time.

UK and EU Cookie Law The Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011.

Changes to the privacy notice or to your personal data This version was last updated in September 2025.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Who we are 

Registered Pharmacy Compliance CheqUp Health Limited is a registered pharmacy with the General Pharmaceutical Council (GPhC No. 9012707). In line with our legal and regulatory obligations as a pharmacy, we are required to retain prescription and medical consultation records for a minimum of two years. This is to ensure compliance with the Human Medicines Regulations 2012 and with GPhC standards, and to safeguard patient safety, enable continuity of care, and meet regulatory audit requirements.

We process and retain health-related information under UK GDPR on the basis of our legal obligations as a registered pharmacy (Article 6(1)(c)) and because it is necessary for the purposes of providing healthcare and ensuring patient safety (Article 9(2)(h)).

2. Why do we collect and process personal data?

We collect personal data about our staff and others that do work on our behalf for management purposes, i.e. to run our business. We collect personal data about our customers and prospective customers so that we can maintain a professional relationship with them. Limited personal data will also be collected on those who visit our website so that we can tailor and improve our services. We also collect patient data from those who wish to receive our services and use it to tailor those services and inform our expert advisors. We also use patient data to improve our services and to evaluate their effectiveness.

We only collect personal data when it is necessary to deliver these goals and as these are legitimate business interests, we have a clear legal basis for doing so. Data Protection legislation restricts us from using personal data for other purposes but permits us to process personal data in support of our ‘legitimate interests’. The legislation places further restrictions on what it terms ‘special category’ data which includes people’s health data and we ensure that when we process this type of data it is only for the types of medical purposes that the legislation permits. If we need to process people’s health data for other purposes we will first seek the permission of those concerned.

3.The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name, username or similar identifier, title, date of birth, and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) addresses, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Where you have given us consent to collect Special Categories of Personal Data about you, we will collect the following types of Special Category Data: details about your race or ethnicity (as this is a determinant of qualifying BMI), information about your health including data about your weight, height and your medical history. For further information about why we collect Special Categories of Personal Data, please email us. We do not collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

4. How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact, Financial and Special Category Data by filling in forms or by corresponding with us via our website, or by post, phone, email or otherwise. This includes personal data you provide when you

• enquire about our weight loss services.
• complete our weight loss questionnaire.
• create an account on our website or sign up to our secure online portal to receive your test results.
• subscribe to one or more of our services.
• request marketing to be sent to you.
• give us some feedback.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy https://chequp.designdynamic.co.uk/pages/cookie-policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:

Technical Data from analytics providers or search information providers. Contact, Financial and Transaction Data from providers of technical, payment and delivery services.

5. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we use your personal data for:

• Performance of a Contract: Necessary for delivering our services, including consultations, prescribing, and dispensing.
• Legitimate Interests: Improving patient care, service quality, and operational efficiency, unless overridden by your fundamental rights and freedoms.
• Legal or Regulatory Obligations: Complying with laws governing pharmacies, including the Medicines Act 1968 and Human Medicines Regulations 2012.
• Consent for Special Category Data: Where we process health-related data such as weight and medical history.

Legal Basis for Processing Health Data

Under the UK GDPR, we rely on the following provisions to process your health data:

Article 6(1)(c) – Legal Obligation: We retain patient data to comply with pharmacy regulations and the General Pharmaceutical Council requirements.

Article 6(1)(f) – Legitimate Interests: We store and analyse patient data to provide effective healthcare services.

Article 9(2)(h) – Provision of Health and Medical Care: We collect and process medical information to assess suitability for medication and ensure patient safety.

Marketing and Consent

We will only send you marketing communications if you have explicitly consented. You can withdraw consent at any time by updating your preferences in your account or clicking “unsubscribe” in any marketing email.

We may also use anonymised or aggregated data for research, analysis, and insight generation to help us improve our services and contribute to a better understanding of weight management treatments.

6. Who might we share you information with?

External Third Parties. These include: 

Medical practitioners who provide us with medical oversight and prescribing services – including private orthopaedic hospitals, fertility clinics and NHS General Practitioners (GPs) Nutrition practitioners who provide us with dietary information to help our clients 

Physical Activity practitioners, who provide us with information on how our clients can develop physical routines to assist in their weight loss programmesHelloSelf, who provide us with psychological services. 

Medical practitioners who provide us with medical oversight and prescribing services – including private orthopaedic hospitals, fertility clinics and NHS General Practitioners (GPs) 

Physical Activity practitioners, who may provide us with information on how our clients can develop physical routines to assist in their weight loss programmes

WeightWatchers: As part of a collaboration with WeightWatchers, we may share limited personal data with them in specific circumstances. If you are a CheqUp customer and choose to register with the WeightWatchers nutrition app, we will share your CheqUp customer ID, full name, and email address with WeightWatchers to allow them to link your accounts and contact you regarding their service. In return, WeightWatchers will notify us if you have successfully registered on their platform. This enables us to understand customer engagement across both services and improve the support we provide to you. We do not share any health, medication, or sensitive clinical information as part of this arrangement. The sharing of data is conducted under a legitimate interest basis and is subject to strict data processing and security agreements with WeightWatchers.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

In the event that we sell or reorganise our business we may transfer the personal data that we hold to a new provider but we will ensure that your interests are protected if we do so.

We may share your information with the following in order to fulfil our obligations as a registered pharmacy:

Regulatory Authorities: Including the General Pharmaceutical Council, Care Quality Commission, and NHS England, where legally required.
Healthcare Professionals: Doctors, health coaches, dieticians, or other practitioners involved in your care and oversight, as needed to provide you with quality healthcare services.

Pharmacy Partners: Where your medication is dispensed by another licensed pharmacy, we share only the information necessary to fulfil your prescription.

We do not sell or share your personal health data with third parties for marketing or commercial purposes. Any sharing of your data is strictly regulated and in accordance with UK pharmacy and data protection laws.

7. Where will my data be stored?

We currently utilise Digital Ocean to hold data securely. This data is held in the UK.

8. International transfers

We do not transfer your personal data outside the UK. However, it is possible that if we change our service providers, or engage a new service provider then they may be based outside of the UK.  In this case we will ensure that they must provide a similar degree of protection to your personal data by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK.

Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. 

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

9. How long will we keep your data for?

We will keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. As a registered pharmacy (GPhC No. 9012563), we are legally required under the Human Medicines Regulations 2012 to retain certain records, including prescriptions and medical consultations, for a minimum of two years.

In some cases, we may retain health-related data for longer where this is necessary to comply with other legal, regulatory, or professional requirements (for example, clinical governance, pharmacovigilance, or the defence of legal claims).

We process and retain health data on the basis of our legal obligations as a registered pharmacy (UK GDPR Article 6(1)(c)) and because it is necessary for the purposes of healthcare provision and patient safety (UK GDPR Article 9(2)(h)).

Right to Erasure
If you request the deletion of your personal data before the two-year retention period has elapsed, we will acknowledge your request but can only restrict processing of your data for non-essential purposes such as marketing until the mandatory retention period is over.

After two years, we will securely delete or anonymise your data unless additional legal or regulatory requirements stipulate otherwise.

10. Data security

Data Security We have implemented strict security measures in line with NHS Digital standards and the Cyber Essentials framework for healthcare providers. Your data is stored in encrypted databases located within the UK, and access is strictly limited to authorised healthcare professionals and staff on a need-to-know basis. We regularly review our security protocols to guard against unauthorised access, data breaches, and unlawful processing.

International Transfers We currently do not transfer personal data outside of the UK. Should we change our service providers or engage a new provider located outside the UK, we will ensure that at least one of the following safeguards is in place:

Transfer to countries deemed by the UK to have an adequate level of protection for personal data. Implementation of specific data transfer agreements approved for use in the UK, such as Standard Contractual Clauses, to ensure your personal data receives the same protection as it does in the UK.

11. Your Rights, Our Responsibility

Data Protection law provides you with a number of Rights which we will endeavour to support.

Right of Access

If you would like to know what personal data, we hold about you and to obtain a copy of that data please contact us in writing with your request. We may have to seek confirmation of your identity to ensure a request is genuine. 

Right to Rectification

This one is fairly straight forward; if you notice that the data, we have about you is inaccurate or incomplete, you may request we rectify the mistake. We will make every effort to respond to requests of this type immediately.

The Right to Objection

The right to object is a basic freedom all democracies enjoy. If you wish to object to the way we use, or my use, your personal data you may do so freely and we will do our best to comply where we are not constrained by our legal obligations.

The Right to Portability

This is a legal right afforded to you that states we must pass on all of the details you have provided to us in a machine-readable format, either to your or to another provider of your choosing.

The Right to Complain

We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. In order that we can achieve this we do request that any complaints be first brought to our attention so we can properly investigate matters; if however you would like to complain about CheqUp to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website – https://ico.org.uk/concerns
If you wish to exercise any of the rights set out above, please contact us.

No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. 

What we may need from you 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

12. Our contact details

If you wish to get in touch with CheqUp please do so at: CheqUp Health Ltd, Clifton House, Bunnian Place, Basingstoke, Hampshire, RG21 7JE or by email at [email protected].

We will need to collect some personal data to enable us to respond to your questions or requests. We will only use this information to:

• respond to queries or requests submitted by you
• provide services such as our Email Alert service
• process orders or applications submitted by you
• administer or otherwise carry out our obligations in relation to any agreement you have with us
• anticipate and resolve problems with any services supplied to you

We do not share this personal information with any other party.

13. Visiting other sites

This policy applies to CheqUp Health Ltd.

We cannot be held responsible for the privacy policies and practices of other web sites even if:

•  you accessed the third party web site using links from our web site; or
• you linked to our web site from a third party web site.

We recommend that you check the policy of each site you visit and contact the owner or operator of such web site if you have any concerns or questions.