Privacy Policy
Last updated: 12th October 2026
1. Introduction
At Dermoffice, we are committed to protecting your privacy and handling personal information responsibly, securely and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy policy explains how we collect, use, store and protect personal information in connection with our website, business enquiries and practice management services.
Dermoffice is the trading name of Dermatology PA Limited, a company registered in England and Wales under company number 17303678. ICO registration reference: ZC211793.
Registered office: Unit 7, Mulberry Place, Pinnell Road, Eltham, London, SE9 6AR, United Kingdom.
Email: pa@dermoffice.co.uk
2. Information We Collect
Depending on your relationship with Dermoffice, we may collect and process:
Your name, email address, telephone number and other contact details.
Information provided when you contact us about our services.
Business information relating to private medical consultants and their practices.
Administrative information necessary to provide our contracted services.
When supporting private medical consultants, we may access and process patient contact details, appointment and billing information, medical correspondence, clinical records and other health information as necessary to provide authorised administrative support. This may involve accessing consultants’ Carebit accounts or other clinic-specific systems.
Health information is considered special category personal data and requires additional protection under UK data protection legislation.
3. How We Use Personal Information
We use personal information where necessary to:
Respond to enquiries and requests for information.
Communicate with prospective and existing clients.
Provide practice management and administrative services.
Manage business relationships and contractual obligations.
Maintain appropriate business and financial records.
Comply with applicable legal and regulatory requirements.
We will only process personal information where there is an appropriate lawful basis under UK GDPR.
4. Patient Information and Our Role
Dermoffice provides practice management and administrative support, specialising in dermatology while also supporting consultants in other medical specialities.
When processing patient information on behalf of a consultant, Dermoffice acts as a data processor and follows the consultant’s documented instructions, subject to the terms of the relevant data processing agreement.
The consultant is responsible for deciding why and how patient information is used and for providing patients with appropriate privacy information. Dermoffice has confirmed that confidentiality and data processing agreements are in place with its consultant clients.
Patient information is ordinarily accessed through each consultant’s Carebit account or other clinic-specific system. Dermoffice does not operate a separate central patient database, although it may hold limited working records as part of its authorised services.
5. Sharing Personal Information
We do not sell personal information.
We may use authorised service providers, including website hosting and clinic-specific practice management systems, where necessary to operate our business or deliver contracted services, subject to appropriate safeguards.
When acting for a consultant, we may communicate relevant patient billing information to insurers following a consultation, where authorised and necessary for billing purposes. We do not give insurers general access to patient medical records. Other disclosures are made only on the consultant’s instructions or where required by law.
6. Information Security
We recognise the importance of protecting personal and medical information.
We are committed to implementing appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration or loss.
Access to confidential information will be restricted to authorised individuals who require it for legitimate business purposes.
7. How Long We Keep Information
We will retain personal information only for as long as necessary for the purposes for which it was collected, including applicable legal, contractual and regulatory requirements.
When a consultant stops using Dermoffice, our access to that consultant’s Carebit account will be withdrawn and any patient records held separately by Dermoffice will be deleted in accordance with the applicable agreement and documented instructions. The consultant’s underlying clinical records remain under the consultant’s control.
8. Website Cookies and Analytics
Our website is hosted by Squarespace.
Our website may use cookies and similar technologies for essential operation and, if enabled, website analytics. We intend to use Google Analytics 4 and Google Search Console; Google Search Console itself does not require an analytics tracking cookie on the website.
Where required, we will ask for consent before setting non-essential cookies. Visitors can manage their preferences through the website’s cookie controls. [Add a cookie list or link to a cookie notice once configuration is verified.]
9. Your Data Protection Rights
Under UK data protection legislation, you may have rights relating to your personal information, including the right to:
Request access to personal information held about you.
Request correction of inaccurate information.
Request deletion of information in certain circumstances.
Request restriction of processing.
Object to certain processing activities.
Request data portability where applicable.
Withdraw consent where consent is the lawful basis for processing.
These rights are subject to applicable legal conditions and exemptions.
To make a request, please contact pa@dermoffice.co.uk.
Where a request concerns patient information processed on behalf of a consultant, we may need to refer the request to the relevant consultant.
You also have the right to raise a concern with the Information Commissioner's Office at www.ico.org.uk.
10. Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes to our services, business operations or legal obligations.
The latest version will be available on our website.
11. Contact Us
For questions about this privacy policy or how personal information is handled, please contact:
Dermoffice (trading name of Dermatology PA Limited)
Registered in England and Wales: 17303678
Registered office: Unit 7, Mulberry Place, Pinnell Road, Eltham, London, SE9 6AR, United Kingdom
ICO registration reference: ZC211793
Email: pa@dermoffice.co.uk
Telephone: 02380 123 586