Pinders Privacy policy


Who we are?

Pinders Opticians is a private independent Opticians operating from Mansfield, Southwell, Warsop and New Ollerton. We are registered with the Information Commissioners Office as a Data Controller, registration number Z5543456.


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.

Practice Compliance Statement- National Data Opt Out

The national data opt-out was introduced on 25 May 2018, enabling patients to opt out
from the use of their data for research or planning purposes, in line with the
recommendations of the National Data Guardian.
Whenever you use a health or care service, 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, and
• 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 and register your choice to opt out, please visit You can change your mind about your choice at any time.
You can also find out more about how patient information is used at:
How patient information is used in research studies:
How patient information is used in healthcare:


Main Categories and Type of Personal Data Collected and processed.

Processing Activity

Personal Data Required/Held

Retention Time

Reason to hold Data

Optical service and products

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

10 years after last

contact or until age 25, whichever is later

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

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 adequate 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 have a duty to inform you immediately if the loss or unauthorised access of your data has potential to cause you harm. We will also 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 




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




Pinders Cookie Policy


What are cookies?

We may place small text files called ‘cookies’ on your device when you visit our website. These files do not contain personal data, but they do contain a personal identifier allowing us to associate your personal data with a certain device. Cookies are NOT viruses, any kind of malware, programs or applications. Cookies can't see the files on your device.


Why do we use cookies?

Cookies serve several useful purposes for you, including:

  • Allow you to access restricted content.
  • Tailoring our website’s functionality to you personally by letting us remember your preferences, location or device type.
  • Improves our website performance.
  • Improving your experience and allowing our website to recognise you when you return.
  • Helps us understand who our audience is so that we can provide content most relevant to you.
  • Allows third parties to provide services to our website.

We use three types of cookies on our website?

  • Essential cookies– Allow our website to perform its essential functions. Without these cookies, some parts of our websites would stop working.
  • Performance cookies– Monitor how our website is performing, and how you interact with it. We use them to know how best to improve our website or services.
  • Functional cookies– these are cookies that remember who you are as a user of our website. We use them to remember any preferences you may have selected on our website, like saving your username and password or settings.





Changing Cookie Settings?

You can alter your cookie settings on our website at any time using our cookie settings section.

Deleting cookies

Your internet browser generally accepts cookies automatically, but you can often change this setting to stop accepting them. You can also delete cookies manually.

Deleting or no longer accepting cookies may prevent you from accessing certain aspects of our website where cookies are necessary or because the website forgot your preferences.  

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit


Essential cookies




This cookie is used internally by the website’s owners, when uploading or renewing website content.


1 Day



Ensures visitor browsing-security by preventing cross-site request forgery. This cookie is essential for the security of the website and visitor.


1 Day

Functional Cookies                                          Purpose                               Duration


Hotjar cookie that is set once a visitor interacts with an External Link Survey invitation modal. It is used to ensure that the same invite does not reappear if it has already been shown.

365 days


Hotjar cookie that is set once a visitor completes a survey using the On-site Survey widget. It is used to ensure that the same survey does not reappear if it has already been filled in.

365 days


Hotjar cookie that is set once a visitor minimizes an On-site Survey widget. It is used to ensure that the widget stays minimized when the visitor navigates through your site.

365 days



Hotjar cookie that is set when a visitor minimizes or completes Incoming Feedback. This is done so that the Incoming Feedback will load as minimized immediately if the visitor navigates to another page where it is set to show.

365 days


Hotjar cookie that is set when the customer first lands on a page with the Hotjar script. It is used to persist the Hotjar User ID, unique to that site on the browser. This ensures that behavior in subsequent visits to the same site will be attributed to the same user ID.

365 days


This should be found in Session storage (as opposed to cookies). This gets updated when a visitor recording starts and when data is sent through the WebSocket (the visitor performs an action that Hotjar records).



When the Hotjar script executes we try to determine the most generic cookie path we should use, instead of the page hostname. This is done so that cookies can be shared across subdomains (where applicable). To determine this, we try to store the _hjTLDTest cookie for different URL substring alternatives until it fails. After this check, the cookie is removed.



User Attributes sent through the Hotjar Identify API are cached for the duration of the session in order to know when an attribute has changed and needs to be updated.



This cookie stores User Attributes which are sent through the Hotjar Identify API, whenever the user is not in the sample. These attributes will only be saved if the user interacts with a Hotjar Feedback tool.



This cookie is used to check if the Hotjar Tracking Script can use local storage. If it can, a value of 1 is set in this cookie. The data stored in_hjLocalStorageTest has no expiration time, but it is deleted almost immediately after it is created.

Under 100ms



This cookie is set to let Hotjar know whether that visitor is included in the data sampling defined by your site's pageview limit.

30 minutes



This cookie is set to let Hotjar know whether that visitor is included in the data sampling defined by your site's daily session limit.

30 minutes



This cookie is used to detect the first pageview session of a user. This is a True/False flag set by the cookie.

30 Minutes


This is set to identify a new user’s first session. It stores a true/false value, indicating whether this was the first time Hotjar saw this user. It is used by Recording filters to identify new user sessions.



This stores information about the user viewport such as size and dimensions.



This is added when a Recording starts and is read when the recording module is initialized to see if the user is already in a recording in a particular session.



Performance cookies

_gat_UA-92443388-37, _gid, _ga, _gclxxxx,

_gat_UA-145808401-2, _gat_



These cookies are set by Google Analytics. Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies then we will not know that you have visited our site, and will not be able to monitor its performance.