PN4W Privacy Notice & Data Protection Policy
Version 1.0
Our Commitment
At PN4W, we respect your privacy and are committed to protecting your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect the information necessary to provide our Functional Medicine and personalised nutrition services.
What Information We Collect
• Preferred name
• Email address
• Age (rather than full date of birth whenever appropriate)
• Sex
• Health questionnaire responses
• Lifestyle information
• Medical history you choose to provide
• Functional laboratory test results (where applicable)
• Consultation notes
• Follow-up information
We aim to collect only the minimum personal information necessary to provide safe and effective care.
How We Use Your Information
• Prepare personalised health assessments
• Develop personalised health and nutrition plans
• Monitor your progress over time
• Communicate with you regarding consultations and services
• Produce practitioner-reviewed reports
• Maintain appropriate clinical records
We never sell your personal information to third parties.
Data Minimisation
PN4W follows the UK GDPR principle of data minimisation. Where possible, we record your age rather than your full date of birth, avoid collecting unnecessary personal identifiers, and collect only information relevant to your care.
Data Security
• Secure Google Workspace for questionnaires and communication
• Password-protected systems
• Encrypted local storage for patient identification records
• Separation of personal identifiers from clinical information wherever reasonably possible
• Restricted access to authorised personnel only
Data Retention
Your information is retained only for as long as necessary to provide professional services and to comply with legal, professional and insurance requirements. When records are no longer required, they will be securely deleted or destroyed.
Your Rights
• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information where applicable
• Request restriction of certain processing activities
• Object to processing where applicable
• Request a copy of your personal information
Please note that, in some circumstances, we may be required to retain certain records to comply with legal, regulatory or professional obligations.
Confidentiality
All personal health information is treated as confidential. Your information will only be used for the purposes of providing professional services unless disclosure is required by law or you have given your consent.
Third-Party Services
PN4W may use trusted third-party providers to support the delivery of our services, including secure cloud-based systems for communication, document storage and clinical administration. Where third-party providers process personal information on our behalf, appropriate safeguards are in place to help protect your information.
AI-Assisted Analysis (Where Applicable)
Where appropriate, PN4W may use secure artificial intelligence (AI) technology to assist with organising health information, analysing clinical data and preparing draft reports.
AI is not used for every client or every consultation. The decision to use AI is made by the practitioner based on the nature of the service being provided.
• Only the minimum clinical information necessary is processed.
• Your preferred name and email address are removed wherever reasonably possible before AI processing.
• Clinical information is processed using a randomly generated patient identification number where appropriate.
• AI systems do not receive your name or contact details.
• All AI-assisted analyses and draft reports are reviewed, interpreted and approved by the practitioner before any report or recommendation is provided.
AI is used solely as a professional support tool and does not replace practitioner judgement.
Practitioner Responsibility
All assessments, interpretations and recommendations are made by the practitioner using professional judgement, taking into account your health history, symptoms, goals and clinical context. Artificial intelligence, where used, supports administrative and analytical tasks only. It does not diagnose medical conditions, make independent clinical decisions or replace professional clinical judgement.
Changes to this Policy
This Privacy Notice & Data Protection Policy may be updated from time to time to reflect changes in our services, technology or legal requirements. The latest version will always be available upon request.
Contact
PN4W
Email: info@pn4w.com