HEALTHMARY PRIVACY POLICY

Last updated: 11/12/2025

This Privacy Policy explains how HealthMary Ltd (“HealthMary”, “we”, “us”) collects, uses, and protects your personal information when you use the HealthMary App and Website.

Please read this Privacy Policy carefully. If you have questions or concerns, contact us at contact@healthmary.co.uk (“Privacy Contact”).

By using our services and providing personal information, you confirm that you have read and accepted this Privacy Policy.

HealthMary may update this Privacy Policy from time to time. Your continued use of the App and Website following any updates indicates your acceptance of the revised terms.

We are committed to protecting the privacy, dignity, and autonomy of all users and practitioners, including those who identify as female, non-binary, or gender-nonconforming. We understand the sensitive nature of health data and treat it with the utmost confidentiality.

1. Data Controller

HealthMary Ltd is the Data Controller for personal data processed through the HealthMary App and Website.

Registered Address: Suite G04, 1 Quality Street, Chancery Lane, WC2A 1HR 

ICO Registration Number: ZB639118

2. Personal Information We Collect

2.1 For Users

We may collect:

• First and last name

• Email address and telephone number

• Year of birth

• Sex (including gender identity details voluntarily provided)

• Postcode

• General practitioner details

• Insurance information (if applicable)

• Health information you choose to provide to help match you with the right practitioners

2.2 For Healthcare Providers

We may collect:

• First and last name

• Email address and telephone number

• Sex or gender identity information (voluntary)

• Qualifications and certifications

• Workplace information

• Postcode

• Year of birth

• Professional biography or profile content

3. Sensitive Information & Gender Identity

We recognise that gender identity and health information are deeply sensitive. Any data you provide in these areas is treated with the highest level of confidentiality and security.

We will never disclose your sensitive information to third parties without your explicit consent, except where required by law or where necessary to provide core services (for example, sharing information with a practitioner when you make an enquiry or booking request).

Sensitive information is used only to:

• Provide personalised services

• Support practitioner-user matching

• Enhance user safety

• Improve the quality of healthcare interactions on the platform

4. How We Use Your Personal Information

We may use your personal information to:

• Operate and manage the App and Website

• Create and maintain your user or practitioner account

• Facilitate communication between users and practitioners

• Support appointment requests and consultation processes

• Provide customer service and respond to enquiries

• Maintain internal records

• Conduct analytics to improve the App and user experience

• Send marketing communications if you have given your consent

• Comply with applicable legal obligations

We will not use your personal information for purposes incompatible with the above.

5. Disclosure of Personal Information

We may disclose your personal information:

• To courts, tribunals, enforcement bodies, or regulators where required by law

• To third parties who assist us in delivering the HealthMary platform or related services (all bound by strict confidentiality obligations)

• In the event of a business sale, restructure, or asset transfer, to the new controlling entity as permitted by law

We take reasonable steps to ensure third parties handle your information safely and in accordance with this Privacy Policy.

6. Security and Storage of Your Data

The personal information we collect is stored on secure UK-based servers.

We use appropriate technical and organisational measures to safeguard your data against:

• Unauthorised access

• Loss or misuse

• Alteration or disclosure

Although we take reasonable steps to protect your data, no system is completely secure.

7. Data Retention

We retain personal information only for as long as necessary for the purposes outlined in this Privacy Policy.

Typical retention periods:

• User accounts: deleted or anonymised within 2 years of account deletion (unless legally required to retain longer)

• Practitioner information: retained for the duration of the practitioner’s active account + up to 6 years for regulatory or audit purposes

• Health information: permanently deleted or anonymised immediately after account deletion unless required by law

You may request earlier deletion of your data at any time (see Section 8).

8. Your Privacy Rights

Under UK-GDPR, you have the right to:

Access Your Data

Request a copy of the personal information we hold.

Correct Your Data

Request correction of inaccurate, incomplete, or outdated information.

Data Deletion

Request the deletion of your personal data (“right to be forgotten”).

Withdraw Consent

Withdraw consent for any processing activities that rely on consent (e.g., marketing communications or optional data fields).

Withdrawal of consent may limit access to certain App features.

Object to Processing

Object to certain types of processing, such as marketing.

Data Portability

Request your personal data in a structured, commonly used, machine-readable format.

To exercise your rights, email contact@healthmary.co.uk.

We will respond within one calendar month.

9. Commitment to Inclusivity and Non-Discrimination

HealthMary does not discriminate based on:

• Gender identity or expression

• Sexual orientation

• Race or ethnicity

• Disability

• Religion or belief

• Age

We continuously review our privacy practices to ensure an respectful and inclusive user experience.

We welcome feedback from users as part of our commitment to transparency and trust.

10. Third-Party Websites

Our App and Website may contain links to third-party websites.

These websites are not governed by this Privacy Policy.

We are not responsible for the privacy practices or content of third-party sites.

We encourage you to review their policies before sharing any personal information.

11. Cookies, Web Beacons, and Analytics

We use cookies and similar technologies to:

• Improve platform performance

• Understand how users interact with the App

• Enhance user experience

We may use analytics tools such as Google Analytics to process anonymised or aggregated usage data.

You can control cookies through your device or browser settings.

12. Unsubscribing and Account Deletion

You may:

• Unsubscribe from marketing emails at any time by emailing contact@healthmary.co.uk.

• Delete your HealthMary account directly within the App from the Profile section.

Once deleted, your data will be removed or anonymised in accordance with our retention policy.

13. Data Breach Notification

If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will:

• Notify you promptly

• Notify the Information Commissioner’s Office (ICO) where legally required

We will also take corrective action to minimise further risk.

14. Complaints

If you believe your privacy rights have been violated or mishandled, please contact us at:

contact@healthmary.co.uk

We aim to respond within 20 business days, outlining the findings of our investigation and any remedial steps.

If you remain dissatisfied, you may lodge a complaint with:

Information Commissioner’s Office (ICO)

www.ico.org.uk