Privacy Policy

1. Who we are

This website is operated by Book-More (“Book-More”, “we”, “us” or “our”), a business based in Covent Garden, London, United Kingdom. We provide revenue-recovery and patient-enquiry-handling services to clinics and other businesses.

For the purposes of UK data protection law — the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018 — the data controller for personal data collected through this website is:

• Legal entity: Book More Ltd
• Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ
• Company number:17087210 (registered in England & Wales)
• ICO registration number: [ICO registration number — to be confirmed]
• Contact email: hello@book-more.co.uk

If you have any questions about this policy or how we handle your data, please contact us at hello@book-more.co.uk.

2. The personal data we collect

We collect and process the following categories of personal data:

Information you give us

• Enquiry and contact details — when you complete a form, request a booking-leakage audit, or contact us by email or phone, we collect your name, business/clinic name, email address, telephone number, and the contents of your message.
• Booking details — when you book a call with us, our scheduling provider collects the information needed to arrange it (such as your name, email, and chosen time).
• Correspondence — records of communications between you and us.

Information we collect automatically

• Technical data — limited information such as your approximate location (country/region), browser type, device type and referring page, used in aggregated, anonymised form for analytics.
• Server logs — our hosting provider may process IP addresses and request information for security and to deliver the site.

We do not seek to collect special-category data (such as health information) through this website. Please do not include patient or other sensitive personal data in website enquiry forms.

3. How and why we use your personal data

Under the UK GDPR we must always have a lawful basis for using your personal data. The table below sets out how and why we use it.

Where we rely on legitimate interests, we have balanced those interests against your rights. You can object to this processing at any time (see section 8).

4. Cookies and analytics

We have deliberately built this website to be privacy-friendly. We use a cookieless, privacy-focused analytics service (such as Cloudflare Web Analytics) that does not use cookies and does not collect or store personal data or cross-site identifiers. Analytics data is aggregated and cannot be used to identify you.

Because we do not use advertising, profiling or other non-essential cookies, we do not display a cookie-consent banner. Any cookies that may be used are strictly necessary to deliver and secure the site. You can control or delete cookies through your browser settings.

5. Who we share your personal data with

We do not sell your personal data. We share it only with trusted service providers who process it on our behalf and under contract, and only as necessary, including:

• Website hosting and security — our hosting and content-delivery provider;
• Call scheduling — our appointment-booking provider (for audit bookings);
• Email and communications — our email and messaging providers;
• Enquiry handling and automation — the systems we use to receive, route and respond to enquiries;
• Analytics — our cookieless analytics provider;
• Professional advisers and authorities — accountants, lawyers, insurers, and regulators or law-enforcement where we are legally required to do so.

We require all our processors to respect the security of your personal data and to treat it in accordance with the law.

6. International transfers

Some of our service providers are located outside the United Kingdom. Where your personal data is transferred outside the UK, we ensure a similar degree of protection by relying on an approved adequacy regulation, the UK International Data Transfer Agreement or Addendum, or other lawful safeguards. You can ask us for details of the safeguards in place.

7. How long we keep your personal data

We keep your personal data only for as long as necessary for the purposes set out in this policy. In general, we retain enquiry and correspondence data for up to [retention period, e.g. 24 months] after our last meaningful contact, unless we need to keep it longer to comply with legal, accounting or reporting requirements, or to establish or defend legal claims. Aggregated analytics data, which does not identify you, may be kept indefinitely.

8. Your rights

Under UK data protection law you have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request erasure of your data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on our legitimate interests;
• request the transfer of your data (data portability); and
• withdraw your consent at any time where we rely on consent.

You will not usually have to pay a fee to exercise your rights. To make a request, contact us at hello@book-more.co.uk. We may need to verify your identity, and we will respond within one month.

9. How we keep your data secure

We have put in place appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. This website does not store patient records or special-category data; such data, where processed as part of our client services, is handled separately under a data processing agreement with the relevant client.

10. Marketing

Where we send you business-to-business marketing, we will do so in accordance with PECR and the UK GDPR. You can opt out at any time by using the unsubscribe link in our emails or by contacting us at hello@book-more.co.uk.

11. Children

Our website and services are directed at businesses and are not intended for children. We do not knowingly collect personal data relating to children.

12. Third-party links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites, and we encourage you to read their privacy policies.

13. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top shows when it was last revised. Material changes will be posted on this page.

14. How to complain

If you have concerns about how we handle your personal data, please contact us first at hello@book-more.co.uk so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority:

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline: 0303 123 1113 · ico.org.uk