Privacy Policy
Data controller Fairhope Clinic Limited
Company number 13246337
Registered office Concept House, Talbot Green Business Park, Pontyclun, CF72 9FG
Contact info@fairhope.uk | 01443 706262
Website www.fairhope.uk
Last updated 17 June 2026
1. Introduction
Fairhope Clinic Limited is a property company that owns and manages Concept House, Pontyclun, providing commercial office space, treatment room hire and boardroom facilities. This Privacy Policy explains how we collect, use, store and protect personal information in connection with our property and room hire services.
This policy covers Fairhope Holdings’ commercial and property activities. A separate Privacy Policy applies to Fairhope Clinic’s patient services and is available at www.fairhope.uk.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information we collect
In connection with our commercial and property activities, we may collect and process:
Treatment room hire
• Name, professional registration number and practice details
• Contact details including email and telephone number
• Booking and payment records
• Professional indemnity insurance details
Website visitors
• Usage data collected via cookies and analytics tools (see Section 8)
• Information submitted through the contact form on our website
3. Lawful basis for processing
We process personal information on the following lawful bases under Article 6 of the UK GDPR:
• Contract: processing is necessary to manage tenancy agreements, room hire bookings and related services.
• Legal obligation: we process certain information to comply with our legal and regulatory obligations, including HMRC requirements.
• Legitimate interests: we process some information for the purposes of managing our property, maintaining building security, and communicating with tenants and hirers, where this does not override your rights.
• Consent: where we rely on consent (for example, for marketing communications), you may withdraw it at any time.
4. How we use your information
We use personal information to:
• Manage tenancy agreements and office lettings
• Process treatment room and boardroom hire bookings
• Issue invoices and process payments
• Communicate with tenants, hirers and prospective customers
• Maintain building access and security
• Comply with legal and regulatory obligations, including tax and accounting requirements
• Respond to enquiries submitted through our website or by telephone
• Monitor and improve our services and facilities
5. Sharing your information
We will only share your personal information where necessary. Recipients may include:
• Professional advisers including accountants and solicitors
• HMRC and other regulatory authorities, where required by law
• Xero, our accounting software, for billing and financial record purposes
• Building management and maintenance contractors, where access to the building is required
We do not sell your personal information to third parties.
6. Data security
We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse or disclosure. Where a data breach occurs that is likely to affect your rights, we will notify you and the ICO as required by law.
7. How long we keep your information
We retain personal information only for as long as necessary for the purpose for which it was collected, or as required by law.
• Tenancy records and correspondence: retained for 6 years from the end of the tenancy.
• Billing and financial records: retained for 6 years in accordance with HMRC requirements.
• Room hire bookings: retained for 2 years from the date of the booking.
• Website enquiries: retained for 12 months unless a tenancy or hire arrangement follows.
Where information is no longer required, it is securely deleted or destroyed.
8. Cookies and website data
Our website (www.fairhope.uk) is built on Wix and may use cookies and analytics tools, including those provided by Wix and Google Analytics, to improve user experience and monitor website performance.
Non-essential cookies will only be set with your consent. You can manage your cookie preferences via the cookie banner on our website or by adjusting your browser settings.
For further information on how Wix processes data, see the Wix Privacy Policy at www.wix.com/about/privacy.
9. Your rights
Under UK data protection law, you have the following rights:
• Right of access: you may request a copy of the personal information we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete information.
• Right to erasure: you may ask us to delete your information in certain circumstances.
• Right to restriction: you may ask us to restrict how we process your information in certain circumstances.
• Right to data portability: you may ask us to provide your information in a portable format where processing is based on consent or contract.
• Right to object: you may object to processing based on legitimate interests.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.
To exercise any of these rights, please contact us at info@fairhope.uk or 01443 706262. We will respond within one month.
10. Complaints
If you have concerns about how we handle your personal information, please contact us at info@fairhope.uk in the first instance.
You also have the right to complain to the Information Commissioner’s Office:
ICO website www.ico.org.uk
ICO helpline 0303 123 1113
11. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website at www.fairhope.uk.
Last updated: 17 June 2026
