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Privacy Policy

Privacy Notice


Who we are?

Martyn Kemp Opticians is a private independent Opticians operating from:

·        MKO (S5) Ltd- Frith Park- 37 Bellhouse Road, Sheffield, S5 6HJ.

                                        Stocksbridge- 6 Harry Brearley House, Fox Valley Way, Stocksbridge,            

                                                                  Sheffield, S36 2AE.

·        Almatt (City Road) Ltd- City Road- 926-928 City Rd, Sheffield, S2 1GQ.

·        Almatt Optical Limited- Herries Road- 443 Herries Road, Sheffield, S5 8TJ.

We are registered with the Information Commissioners Office as a Data Controller, registration numbers: ZA226810, ZA162045, ZA208187.


Your Privacy

This policy provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.

Your privacy matters to us and we are committed to the highest data privacy standards, patient confidentiality and adherence with the Data Protection Act 2018 and UK GDPR. We adopt the six core principles of data protection.

Collection of your Personal Data

Where you provide personal data to us, we will become responsible for it as the data controller.

We will only collect data that is necessary for us to deliver the best possible service and ensure that you are reminded about appointments or information relevant to your ongoing care.


We collect your personal information directly from you, for example, when you visit our practice, get in touch with us by telephone or email, use our booking system or when you visit our website.


We may also collect it from other sources if it is legal to do so. This includes from the NHS or other healthcare providers, institutions or people you have authorised to provide information on your behalf (for example, parents or guardians), third-party service providers, government, tax or law-enforcement agencies, and others.



Main Categories and Type of Personal Data Collected and processed.

Processing Activity

  • Optical service and products

Personal Data Required/Held

Name, date of birth, telephone numbers, address and email

Current and past health and medication information, family history, your examination results, and lifestyle information.

Data received other healthcare professionals as part of your ongoing care

Retention Time

10 years after last contact or until age 25, whichever is later

Reason to hold Data

Contract – in order to provide the service or products you have requested

Where health data is processed, we do so for the provision of healthcare.


Name, email address, address, telephone numbers

10 years after last contact or until age 25, whichever is later or until asked to stop by you

Contract – In order to provide the ongoing service appointment reminders are sent


Name, email address, address, telephone number

Until asked to stop by you or until consent withdrawn by you

Legitimate interests – we will provide information which we believe is of genuine interest to you.

Consent – you have given consent to receive information about products or services that are of interest to you

Credit/Debit card payments

Cardholder name, card number, security number

Duration of the transaction

Contract – you have agreed to provide these details to pay for the service or products ordered

CCTV footage


28 days

Legitimate interests – Prevention and detection of crime.

Protection of our colleagues and visitors.

Investigation of accidents, incidents, criminal activities and breaches of our policies.

Collection of online identifiers for analytical purposes (Cookies)

Cookie information

IP address

Device ID

Session ID

Interaction history

Website feedback

See Cookie Policy


Consent – Ensuring visitors get the best experience.


We treat all personal data as sensitive but acknowledge that we also process special category data including health data and children’s data.


Sharing of Personal Data

During the delivery of our service to you, we will share your data with other companies who are critical for the provision of our service to you and will be viewed as Data Processors. They are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures.


Our operations are based in the UK, and your personal information is generally processed within the UK and countries within the European Economic Area (EEA). In some instances, we may transfer your personal information to third countries, for example, where our suppliers or cloud service providers are situated outside the UK and EEA.


If the recipient is situated in a third country that has not received an adequacy decision from the relevant regulator, we will ensure additional safeguards are in place including the use of applicable standard contractual clauses.


A full list of processors is available from our Data Protection Officer.


Where necessary we may disclose your information to health care professionals including the NHS. We may also pass information to external agencies and organisations, including the police, for the prevention and detection of fraud and criminal activity. Should any claim be made, we may pass your personal information to our insurers and, if our business is wholly or partially transferred to a third party, your personal information may be one of the transferred assets.


Securing and Processing of your Personal Data

To provide and manage our services your electronic data is stored and processed by Optix Software Ltd within their UK facilities, certified to ISO27001, which has appropriate security processes in place.


Your data is also stored within our own IT systems, which are secured to prevent access or intrusion by anyone who is not authorised to have access to your data. Our practices are operated to ensure that all records and equipment holding your personal data are physically protected.


In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we will inform you if the loss or unauthorised access of your data has potential to cause you harm. We may report this to the Information Commissioners Office, who are responsible for regulating data protection legislation in the UK.



Your rights in relation to personal data

Under UK data protection law, you have following rights which you can exercise by emailing our Data Protection Officer on  Penguinopticaldpo@clinicaldpo.com



Right to be Informed

This means that we have to be transparent in how we collect and use your personal data

Right of Access

You have the right to access your personal data.

Right to Rectification

If the information we hold about you is inaccurate or incomplete you can request that we correct this

Right to Erasure

You can request that we delete or remove personal data in certain circumstances

Right to Restrict Processing

You have the right to request that we cease processing your data if

·        you consider it inaccurate or incomplete and/or

·        you object to the reason we're processing your data

We will review the validity of your request and respond to you with our decision

Right to Data Portability

Where you have consented to our processing your data or where the processing is necessary for us to deliver a contract you can request a copy of that data be provided to a third party

Right to Object

You have the right to object to our processing in certain circumstances. For example, you can object to:

·        direct marketing and

·        processing for the purposes of scientific/historical and statistics

Rights relating to Automated Decision-Making including Profiling

We do not use automated decision-making or profiling

Where automated decision-making is applied, organisations must

·        give you information about the processing

·        introduce simple ways for you to request human intervention or challenge a decision

·        carry out regular checks to make sure that our systems are working as intended

If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office.

To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.  


How to contact us?

For all data protection matters or questions relating to how we manage your data, you can contact our Data Protection Officer via these means:

Data Protection Officer:                Clinical DPO

Phone Number                                0203 411 2848

Email:                                                   Penguinopticaldpo@clinicaldpo.com


National Data Opt Out Statement


We are one of many organisations working in the health and care system to improve care for patients and the public. 

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:


•            improving the quality and standards of care provided

•            research into the development of new treatments

•            preventing illness and diseases

·                    monitoring safety

•            planning services


This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.


Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.


You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:

·     See what is meant by confidential patient information

·     Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care

·     Find out more about the benefits of sharing data

·     Understand more about who uses the data

·     Find out how your data is protected

·     Be able to access the system to view, set or change your opt-out setting

·     Find the contact telephone number if you want to know any more or to set/change your opt-out by phone

·     See the situations where the opt-out will not apply


You can also find out more about how patient information is used at:

https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and

https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)


You can change your mind about your choice at any time.


Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.


Health and care organisations have until July 2022 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. Our organisation is currently compliant with the national data opt-out policy.

Freedom of Information (FOI) Publication Scheme

This scheme is required by the Freedom of Information Act 2000.

This publication scheme is a complete guide to the information routinely made available to the public by the organisation. It is a description of the information about our NHS services which we make publicly available. It will be reviewed regularly, and we will monitor its effectiveness.

Your rights to information

The aim of the Freedom of Information Act 2000 is to provide members of the public with access to information held by public authorities.

You are entitled to certain information in relation to the NHS services we provide under the Freedom of Information Act 2000.

Under the Data Protection Act 2018, you are also entitled to access your own clinical records, or any other personal information held about you. See our Privacy Notice for details.


If you have any comments about the operation of the Publication Scheme, or how we have dealt with your requests relating to the scheme, please send this to us in writing:

By email: ks@penguinoptical.co.uk

By post: To your local Martyn Kemp Opticians or to:

                       Penguin Optical

                       1 Huntingtower Road

                       S11 8BQ


                       South Yorkshire

Classes of Information

All NHS information at this organisation is held, retained and/or destroyed in accordance with NHS guidelines. Our commitment to publish information excludes any information which can be withheld under the exemptions set out in the Freedom of Information Act 2000. Where individual Classes are subject to exemptions, the main reasons are the protection of commercial interests and the protection of personal information under the Data Protection Act 2018. This applies to all Classes in the publication scheme. The information on this scheme is grouped into the following categories:


1.     Who we are

We are an independent Opticians.

The following information can be found on our website.

•   Location(s), opening hours and contact details.

•   Details on our products and services.

•   Information about eye health, optical and ocular conditions, eye tests, glasses, and contact lenses.

Some of this information is also freely available in leaflets in our store.

We are regulated, amongst other laws, by the Opticians Act, 1989 and the UK Data Protection Act, 2018.

For registration details, please contact:

·        Companies House at www.companieshouse.gov.uk - Registration of a company operating in the United Kingdom.

·        The Information Commissioners Officer as required as a processor of personal data.

·        General Optical Council – registration as a company providing optical services.

2.     Our services

If you are eligible for a free NHS sight test you can visit Martyn Kemp Opticians for your free test. We will also accept NHS vouchers against purchases of glasses and/or contact lenses.

To find out if you are eligible for a free eye test and/or NHS vouchers please see https://www.nhs.uk/nhs-services/opticians/free-nhs-eye-tests-and-optical-vouchers/.

If you would like to make an appointment, please contact us.

3.     Financial and funding information

The organisation will currently receive a fee for each NHS sight test performed in the UK.

If you would like further information about the value of the NHS vouchers accepted, and NHS charges, please visit:

•         www.nhs.uk

These charges and voucher values are regularly reviewed by the NHS.

The fees paid by the NHS for each service are available from the practice on request. They include a contribution towards optometrists’ and staff salaries, equipment costs and other practice overheads. Information in this class will be published only where it is unlikely adversely to affect the commercial position of the firm or practice.

4.     Regular publications and information for the public

Information in relation to your eye test, the NHS https://www.nhs.uk/nhs-services/opticians/visiting-an-optician/

A range of patient leaflets in relation to prices, contact lenses, care for glasses, general contact lenses information and optical healthcare are available from the organisation.

5.     Complaints

A copy of our complaints’ procedure can be obtained from the organisation. If you have a complaint, we recommend that you first contact the practice manager.

6.     Our Policies and Procedures

Details of policies (e.g., Health and Safety and Privacy) are available from the organisation.

Please apply to the Practice for copies of the documents. Some are classified as being for internal use only and will not be made publicly available.

7.     This publication scheme.

Any changes to the publication scheme and any proposed changes or additions to publications already available will be published in this Class.


8.     Cost of information

For the most part, you will only be charged for printed copies of information required. Some information is available free, but for others there may be a charge. The charges will vary according to how the information is made available. The charges are as follows:

·        Information accessed via the website or provided by e-mail is free of charge except for charges made by your own internet service provider.

·        Requests for single printed copies are free of charge.

·        Requests for multiple printed copies or archived copies will attract a charge, to be paid in advance, to cover incidental costs such as photocopying and postage.

These charges will be reviewed regularly and notified to you when you make the request.

9.     Useful resources



Information Commissioners Office www.ico.org.uk

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Copyright

Material available through this publication scheme is copyright unless otherwise indicated. Unless expressly indicated to the contrary, it may be reproduced free of charge in any format or medium, provided it is done so accurately in a manner that will not mislead.

Where items are re-published or copied to others, you must identify the source and acknowledge copyright status. This permit does not extend to third party material, accessed through the scheme.

For Guidance notes on FOI publication schemes see https://ico.org.uk/for-organisations/guide-to-freedom-of-information/publication-scheme/

Updated: 19/04/23

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