Privacy & Cookie Policy

Effective date: 18 March 2026

Background

The Doctors Club understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.thedoctorsclub.co.uk (“Our Site”), and we are committed to handling personal data fairly, lawfully, transparently, and securely.

This Privacy & Cookie Policy explains how we collect, use, store, and protect your personal data when you use Our Site, create an account, purchase services, contact us, or otherwise interact with us.

Please read this Privacy & Cookie Policy carefully and make sure that you understand it.

1. Definitions and Interpretation

In this Privacy & Cookie Policy, unless the context otherwise requires, the following expressions have the following meanings:

“Account”
means an account required to access and/or use certain areas and features of Our Site;

“Cookie”
means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site;

“Cookie Law”
means the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended, and related laws governing the use of cookies and similar technologies;

“Personal Data”
means any information relating to an identified or identifiable natural person, as defined by the UK GDPR and the Data Protection Act 2018;

“UK GDPR”
means the UK General Data Protection Regulation.

2. Information About Us

Our Site is owned and operated by Phast Clubs Limited, a company registered in England and Wales under company number 11832962.

Registered address:
Abacus Consultancy
Mulberry Grove
PO BOX 3653
Wokingham
Berkshire
RG40 9NN
United Kingdom

Contact email: membership@thedoctorsclub.co.uk
Telephone: 01494 431258

3. What Does This Policy Cover?

This Privacy & Cookie Policy applies only to your use of Our Site and to personal data collected by or on behalf of The Doctors Club in connection with Our Site, member services, communications, and related business activities.

Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites, and we recommend that you check the privacy policies of any such websites before providing any personal data to them.

4. What Is Personal Data?

Personal data means any information that relates to an identifiable person who can be directly or indirectly identified from that information.

This can include obvious information such as your name, postal address, email address, telephone number, and date of birth, as well as less obvious information such as account details, online identifiers, and records of your interactions with us.

5. What Are My Rights?

Under UK data protection law, you have the following rights, subject to certain legal limitations:

a) The right to be informed about how we collect and use your personal data.

b) The right to access the personal data we hold about you.

c) The right to have inaccurate or incomplete personal data corrected.

d) The right to request the deletion of your personal data in certain circumstances.

e) The right to restrict the processing of your personal data in certain circumstances.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent at any time, where we are relying on consent as the legal basis for processing.

h) The right to data portability, where applicable.

i) Rights relating to automated decision-making and profiling. We do not use your personal data for solely automated decision-making or profiling that produces legal or similarly significant effects.

For more information about our use of your personal data or about exercising your rights, please contact us using the details in Part 14.

It is important that the personal data we hold about you is accurate and up-to-date. Please keep us informed if your personal data changes.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). We would, however, appreciate the opportunity to address your concerns first.

6. What Data Do You Collect?

We may collect, use, store, and transfer some or all of the following categories of personal data, depending on how you interact with us:

  • identity information, including your name, title, date of birth, and gender

  • contact information, including your billing address, correspondence address, email address, and telephone number

  • professional information, including business name, job title, role, profession, and related business details

  • account information, including login details, account preferences, and membership records

  • profile information, including interests, preferences, and services you engage with

  • transaction and payment information, including payment status, payment history, and limited payment-related details provided by our payment service providers

  • communications data, including messages, enquiries, support requests, and correspondence you send to us

  • technical information, including IP address, browser type, device information, and certain information collected through cookies and similar technologies

We do not intentionally collect special category personal data unless this is necessary for a specific legitimate purpose and permitted by law. We do not intentionally collect personal data relating to criminal convictions and offences unless legally required or authorised to do so.

We do not knowingly collect personal data from children through Our Site unless this is clearly relevant to a particular service, enquiry, or lawful purpose.

7. How Do You Collect My Personal Data?

We may collect personal data:

  • when you register for an account or membership

  • when you complete forms on Our Site

  • when you purchase or subscribe to products or services

  • when you contact us by email, telephone, post, or online form

  • when you interact with emails, newsletters, or marketing communications

  • when you use Our Site, through cookies and similar technologies

  • from third party service providers involved in payment processing, website hosting, analytics, customer support, marketing, or membership administration

  • from publicly available sources where appropriate and lawful

8. How Do You Use My Personal Data?

We may use your personal data for the following purposes:

  • to register you on Our Site

  • to create, manage, and maintain your account

  • to provide access to member-only areas, products, services, events, and content

  • to process payments and administer subscriptions or renewals

  • to communicate with you about your account, membership, bookings, purchases, or enquiries

  • to provide customer service and support

  • to personalise and improve your experience on Our Site

  • to administer and protect Our Site and business

  • to improve Our Site, services, and communications

  • to send service-related notices and administrative updates

  • to send marketing communications where permitted by law or where you have consented

  • to comply with legal and regulatory obligations

  • to establish, exercise, or defend legal claims

We will only use your personal data where we have a lawful basis for doing so. These may include:

  • performance of a contract

  • compliance with a legal obligation

  • our legitimate interests, provided your rights and interests do not override those interests

  • your consent, where required

9. Marketing Communications

We may send you marketing communications by email, telephone, text message, or post where you have requested information from us, consented to receive such communications, or where we are otherwise permitted to do so by law.

You can opt out of marketing communications at any time by:

  • clicking the unsubscribe link in any marketing email

  • contacting us directly

  • updating your account or communication preferences where available

We will not sell your personal data to third parties for their own marketing purposes.

If we ever share your personal data with carefully selected third parties for marketing purposes, we will only do so where permitted by law and, where required, with your prior consent.

10. How and Where Do You Store or Transfer My Personal Data?

We take appropriate technical and organisational measures to protect your personal data and to reduce the risk of unauthorised access, loss, misuse, alteration, or disclosure.

We aim to store and process personal data within the United Kingdom wherever reasonably possible. However, some of our service providers may store or process personal data outside the UK. Where this happens, we will ensure that appropriate safeguards are in place and that your personal data remains protected in accordance with applicable data protection law.

11. Do You Share My Personal Data?

We do not share your personal data with third parties except where this is necessary, lawful, and proportionate. This may include sharing with:

  • payment processors

  • website hosts and technology providers

  • analytics and performance providers

  • email and marketing platforms

  • customer relationship management or membership systems

  • professional advisers such as accountants, insurers, or lawyers

  • regulators, law enforcement bodies, courts, or government authorities where we are required to do so

  • a purchaser, investor, or successor in the event of a sale, merger, restructure, or transfer of all or part of our business

Where we share personal data with third party service providers, we require them to process it only for proper purposes and to keep it secure.

12. How Can I Control My Personal Data?

You may contact us at any time to ask about the personal data we hold about you, to update your details, or to exercise any of your rights under data protection law.

Where available, you may also manage certain account settings, communication preferences, or marketing preferences directly through your account.

You may also restrict or manage cookies through your browser settings and through any cookie consent tools made available on Our Site.

13. How Can I Access My Personal Data?

If you wish to know what personal data we hold about you, you may ask us for details of that personal data and for a copy of it. This is commonly known as a subject access request.

Subject access requests should be made in writing using the contact details in Part 14.

We will normally respond within one month of receiving your request, although we may extend this period where permitted by law.

We do not normally charge a fee for responding to a subject access request. However, we may charge a reasonable fee or refuse a request if it is manifestly unfounded, excessive, or repetitive, as permitted by law.

14. How Do You Use Cookies?

Our Site may place and access certain first-party and third-party cookies on your computer or device. These cookies are used to support the operation of Our Site, remember preferences, improve functionality, analyse usage, and help us improve our services.

Before non-essential cookies are placed on your device, you will be given the opportunity to consent to them through our cookie banner or cookie management tool.

You may refuse or withdraw consent to non-essential cookies at any time. Please note, however, that some features of Our Site may not function fully or as intended if certain cookies are disabled.

Most web browsers also allow you to control cookies through their settings. You can choose to block or delete cookies, but doing so may affect your ability to use parts of Our Site.

For further information about cookies and browser settings, please refer to your browser provider’s help documentation.

15. How Do I Contact You?

To contact us about anything to do with your personal data, data protection, this Privacy & Cookie Policy, or to make a subject access request, please use the following details:

Email: membership@thedoctorsclub.co.uk
Telephone: 01494 431258
Postal address:
Unit 8, Long Meadow
Winchmore Hill
Amersham
Bucks
HP7 0HQ

16. Changes to this Privacy & Cookie Policy

We may update this Privacy & Cookie Policy from time to time to reflect changes in the law, our services, our systems, or the way in which we use personal data.

Any updated version will be posted on this page and will take effect from the published effective date.

We recommend that you check this page from time to time to remain informed about how we protect your personal data.