1
6/60
Privacy.
2
6/18
What we keep, and why.
Last updated 14 October 2026
Sample text for a UK optometry practice. Have it reviewed by a lawyer before you publish.
01
Who we are
Optotype Eye Studio Ltd runs the optometry practice at 14 Cadence Yard, London E8 3RL. We are the data controller for the personal information described in this policy, and we are registered with the Information Commissioner’s Office (ICO).
This policy covers the studio, this website, our booking and reminder messages, and the Optotype Care plan.
02
What we collect
Contact details: your name, address, email, phone number and date of birth.
Clinical records: your prescriptions, test results, retinal photographs and OCT scans, your health and family history, the medicines you take and notes from your appointments.
NHS details, if you are eligible for an NHS sight test or optical voucher.
Purchase records: the frames and lenses you order, payments and deposits. Card payments are handled by our payment provider; we never see or store your full card number.
Website data: pages visited and the device used, counted without cookies (see the Cookie Policy).
03
How we use it, and the legal basis
To examine your eyes and provide care. Health data is a special category of data; we process it to provide health care under the supervision of a registered optometrist (UK GDPR Article 9(2)(h)).
To make and fit your glasses or contact lenses, and to take payment: necessary for our contract with you.
To keep clinical records and accounts for as long as the law and the General Optical Council require: a legal obligation.
To send recall reminders when your next test is due: our legitimate interest in your eye health. You can turn reminders off at any time.
To send news about frames or events: only with your consent.
04
How long we keep it
Adult clinical records: 10 years after your last visit.
Children’s clinical records: until the patient’s 25th birthday, or 26th if they were 17 at the end of treatment, whichever is longer.
Purchase and accounting records: 6 years after the end of the financial year.
Booking enquiries that never became an appointment: 12 months.
06
Where it is stored
Your records are stored in the UK or the European Economic Area. If a provider transfers data outside these areas, we make sure an adequacy decision or the ICO’s standard contract clauses protect it.
Access to clinical records is limited to the clinical team and protected by individual logins.
07
Your rights
You can ask to see a copy of your records, to correct anything that is wrong, to restrict or object to how we use your data, to receive it in a portable format, and to withdraw consent you have given.
You can ask us to delete your data. We will, except for clinical records we must keep by law.
We reply within one month. If you are not happy with our answer, you can complain to the ICO at ico.org.uk or on 0303 123 1113.
08
Contact and changes
For any question about your data, speak to us in the studio or use the email and phone number at the bottom of every page. Ask for the practice manager, who handles data protection.
We update this policy when our services or the law change. The date at the top shows the latest version.