Last updated: May 2026
This privacy policy applies to Kingsland Pharmacy, 76 St Mary Street, Southampton, SO14 1NY. We are registered with the Information Commissioner’s Office (ICO).
1. Who We Are
Kingsland Pharmacy is an independent NHS and private community pharmacy operating from 76 St Mary Street, Southampton, SO14 1NY. We are registered with the General Pharmaceutical Council (GPhC) and contracted to deliver NHS pharmaceutical services in England.
We are the data controller for the personal and health information we collect and hold about you. That means we decide how and why your information is used, and we are responsible for keeping it safe.
Contact for data queries:
Kingsland Pharmacy, 76 St Mary Street, Southampton, SO14 1NY
Phone: 02380 225199
Email: mykingslandpharmacy@gmail.com
2. What Personal Data We Collect
The personal data we collect depends on how you use our pharmacy and which services you access.
When you collect a prescription or use dispensing services
- Full name and date of birth
- NHS number
- Address and contact details
- Details of your medication, drug name, dose, quantity, prescriber
- Exemption status (if applicable)
- Electronic Prescription Service (EPS) nomination record
When you use an NHS clinical service (Pharmacy First, NMS, flu vaccination, health check)
- Name, date of birth, NHS number
- Clinical consultation notes
- Symptoms, assessment findings, and any treatment supplied
- Details reported back to your GP practice (where required by the service specification)
- Carbon monoxide readings (smoking cessation service)
- Blood pressure readings and ABPM results (hypertension case-finding service)
When you use a private clinical service (travel health, earwax removal, weight management, etc.)
- Name, date of birth, address, and contact details
- Medical history relevant to the service
- Allergy and medication history
- Consultation notes and any clinical findings
- Details of any medicine supplied under a Patient Group Direction (PGD)
When you contact us or use our website
- Name and contact details submitted via contact forms
- IP address and browser information (collected automatically, see Cookies section)
- Appointment booking details
3. Why We Collect Your Data: Legal Basis
We only collect and use your data where we have a lawful basis to do so under UK GDPR and the Data Protection Act 2018.
For NHS services: We process your data to perform a task in the public interest (Article 6(1)(e) UK GDPR) and under the special category condition for health data (Article 9(2)(h)), processing necessary for the provision of health care and the management of health care systems.
For private services: We process your data to perform a contract with you (Article 6(1)(b)) and under the health care condition (Article 9(2)(h)).
For legal obligations: We retain records as required by NHS England, NHSBSA, GPhC, and the Records Management Code of Practice for Health and Social Care 2021 (Article 6(1)(c)).
For website and contact enquiries: We process data based on your consent or our legitimate interest in responding to your enquiry (Article 6(1)(a) or 6(1)(f)).
4. How We Use Your Data: NHS Services
When you use NHS services at our pharmacy, we use your data to:
- Dispense your prescription accurately and safely
- Carry out clinical checks including interaction screening and eligibility assessment
- Complete the service consultation and record clinical outcomes
- Report activity to NHSBSA for payment processing
- Notify your GP practice of services delivered (required under NHS service specifications for example, Pharmacy First, NMS, blood pressure case-finding, and flu vaccinations)
- Submit data to NHS digital systems (PharmOutcomes, MYS, and other NHS-approved platforms) as required by service contracts
Sharing information with your GP practice is a standard part of NHS pharmacy services. It ensures your healthcare record stays accurate and your GP is aware of any treatment or medicine supplied at the pharmacy.
5. How We Use Your Data: Private Services
For private services such as travel health consultations, earwax removal, HPV vaccination, weight management, and other private clinical services, we use your data to:
- Carry out a pharmacist assessment and determine clinical suitability
- Supply medicines under a Patient Group Direction (PGD) where applicable
- Maintain an accurate clinical record of the consultation
- Follow up if required by the nature of the service (for example, multi-dose vaccination courses)
- Comply with PGD requirements, including notifying your GP where specified in the PGD
⚠ Health data : special category
Information about your health, medicines, and clinical history is classed as special category data under UK GDPR. We treat it with the highest level of care and only access or share it when there is a clear clinical or legal reason to do so.
6. Who We Share Your Data With
We do not sell your data. We do not share it for marketing purposes. We share it only where there is a clinical, contractual, or legal reason.
NHS organisations and systems
- NHS Business Services Authority (NHSBSA) for prescription payment processing and NHS service claim submissions
- NHS Spine / Electronic Prescription Service (EPS) for prescription handling
- Your registered GP practice as required by NHS service specifications
- NHS-approved clinical IT platforms (PharmOutcomes, Sonar, MYS) as required by service contracts
Private service providers
- LK Consulting (or other PGD authorising organisations) for PGD governance and record-keeping requirements
Website and booking
- Book an appointment via our online booking system
When required by law
We may share your information with regulators (GPhC, ICO), law enforcement, or public health authorities if required by law for example, for notifiable disease reporting or safeguarding purposes.
7. How Long We Keep Your Data
We keep your data for as long as required by law and professional guidance. The NHS Records Management Code of Practice sets minimum retention periods for health records.
- Adult patient medication records: a minimum of 8 years from the last entry
- Children’s records: until the patient’s 25th birthday, or 26th if they were 17 when treatment ended
- PGD supply records: 8 years for adult-only PGDs, 25 years for PGDs covering children
- NHS service records (Pharmacy First, NMS, vaccination records): in line with NHS service specifications, typically 8 years
- Private consultation records: 8 years minimum, or 25 years where records relate to children
- Website contact form data: retained only as long as necessary to respond to your enquiry
When data reaches the end of its retention period, it is securely destroyed in line with NHS and ICO guidance.
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data. To exercise any of these rights, contact us using the details in Section 1.
Right of access: You can request a copy of the personal data we hold about you. This is sometimes called a Subject Access Request (SAR). We will respond within one calendar month.
Right to rectification: If any information we hold about you is inaccurate, you have the right to ask us to correct it.
Right to erasure: In some circumstances, you can ask us to delete your data. This right does not apply where we are required to keep records by law for example, health records and NHS service records.
Right to restrict processing: You can ask us to stop using your data in certain ways while a dispute is resolved.
Right to data portability: Where we process your data based on your consent, you can ask for it in a portable, machine-readable format.
Right to object: You can object to processing based on our legitimate interests.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time.
If you are not satisfied with how we handle your data, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
9. Cookies and Website Data
Our website uses cookies to improve your experience. Cookies are small text files stored on your device.
Essential cookies
These cookies are necessary for the website to function. They do not collect personal data for marketing purposes. You cannot opt out of essential cookies without disabling the website.
Analytics cookies
We may use analytics tools (such as Google Analytics) to understand how visitors use our website. This data is anonymised and does not identify you personally. You can opt out of analytics cookies via the cookie consent banner when you first visit the site.
Third-party cookies
If you use our online booking system (Healthera) or other embedded tools, those providers may set their own cookies. We recommend reviewing their privacy policies for details.
10. Changes to This Policy
We review and update this privacy policy periodically. Any changes will be published on this page with an updated date at the top. If we make significant changes, we will notify patients where we are able to do so.
We recommend checking this page when you access our services. Continued use of our pharmacy services after a policy update means you accept the revised terms.