Privacy Policy

Who we are

Sapphire MedWeb Solutions provides website development, review and ongoing website care services for private clinics. This notice concerns personal information handled through this website and related enquiries.

The data controller for this website is Paul Broadbent, trading as Sapphire MedWeb Solutions, a sole trader. Our business correspondence address is 23 Barlow Moor Road, Didsbury, Manchester, M20 6TN, United Kingdom.

You can contact us at info@sapphiremedweb.com with questions about this notice or requests concerning your personal data.

Information we collect

When you submit a project enquiry, our contact form asks for your name, email address, clinic or organisation, the service you want to discuss and a description of your website needs. Providing an existing website address is optional. Enquiries are delivered to info@sapphiremedweb.com by email. Where appropriate, relevant contact and enquiry details may also be entered manually into HubSpot CRM to manage correspondence and potential client relationships.

We may also receive information when you contact us directly by email or telephone, and technical information necessary to operate and protect this website.

Please do not include patient records, medical histories or other sensitive patient information in general website enquiries.

Website requests may generate technical hosting and security records (such as IP address, request time and device/browser information). Google reCAPTCHA carries out automated risk analysis to help protect the enquiry form. We describe the technologies we can verify rather than assuming that no other processing takes place.

How and why we use information

Responding to enquiries

We use the details you provide to assess whether our services are suitable and respond to your request.

Lawful basis, where applicable: When you ask us to consider a project or quotation, this may be necessary to take steps at your request before entering a contract. For general enquiries from people not seeking a contract in their personal capacity, we may instead rely on legitimate interests in responding to business enquiries and maintaining professional correspondence, balanced against your rights.

Acknowledging the Privacy Policy on the enquiry form does not constitute consent for unrelated processing or marketing.

Delivering services and maintaining records

Where you become a client, we need relevant contact and project details to agree, deliver and administer our work.

Lawful bases according to purpose: Where the relevant individual is party to the service contract, we process the information necessary to deliver that contract. We use information required for tax and accounting compliance under our legal obligations. We may rely on legitimate interests for proportionate site security, preventing misuse and maintaining reasonable business correspondence. Any direct marketing must also comply with the applicable electronic marketing rules, including consent where required.

Our proportionate management of business enquiries, direct professional relationships and selectively recorded CRM contacts is assessed under legitimate interests where appropriate; contractual necessity is only relied upon for processing genuinely needed for a contract with the individual concerned.

Who may receive your information

Sapphire uses Hostinger for website hosting, WordPress and Contact Form 7 for project enquiries, and CookieYes to present consent choices. The website uses Google reCAPTCHA v3 for spam protection. reCAPTCHA contacts Google and may disclose technical information, such as a visitor’s IP address, to Google. The site’s ordinary display fonts (Open Sans, Montserrat, Playfair Display and Manrope) are now hosted locally rather than requested from Google Fonts. WP Mail SMTP is installed to support email delivery. In our business operations, we use email and HubSpot CRM to manage prospect and client communications. We do not sell personal information.

Our business contact mailbox is hosted through Hostinger Mail. Suitable business enquiry contacts may be entered into HubSpot manually, rather than every enquiry being transferred automatically. Providers may process information outside the UK; where applicable, their contractual data-protection terms and recognised transfer safeguards govern such transfers. We do not claim that all information remains within the UK.

Retention and security

We keep enquiry information while we respond and undertake reasonable follow-up, and periodically review inactive enquiries for deletion when there is no continuing business or legal reason to retain them. We keep client and project records for as long as reasonably necessary to deliver and administer services, resolve issues, and protect legal rights; accounting records are retained in line with applicable statutory requirements. Technical logs and backups are retained in accordance with the relevant hosting and security arrangements and reviewed where practical. We apply proportionate organisational and technical safeguards.

Inactive enquiry and client records are reviewed periodically and are deleted or retained according to the criteria above. Hosting logs and backup retention are managed under the hosting arrangements and may follow different operational lifecycles. We do not promise fixed retention periods that have not been established.

Cookies and similar technologies

This website uses CookieYes to present consent choices and allow visitors to revisit them. Google reCAPTCHA v3 is used with Contact Form 7 to protect against automated submissions; it loads on both the homepage and Contact page, including after optional cookies have been rejected. The site’s ordinary display fonts are hosted locally; reCAPTCHA remains a separate Google service. For a description of the technologies and controls, see our Cookie Policy.

Your data protection rights

Depending on the circumstances, you may have rights to access or correct your information, ask for its deletion or restricted use, object to certain processing and receive a copy in a portable format. Where processing relies on consent, you can withdraw that consent.

To make a request, please email info@sapphiremedweb.com. You can also raise a concern with the Information Commissioner’s Office (ICO).

Our contact form uses automated reCAPTCHA risk signals to help distinguish legitimate submissions from automated abuse. If a legitimate message is prevented from reaching us through the form, please contact us directly by email.

Contact and policy updates

Contact us at info@sapphiremedweb.com if you have any questions about how Sapphire handles your personal information.

Policy owner: Paul Broadbent, trading as Sapphire MedWeb Solutions. Last reviewed: 19 October 2026. For privacy questions, email info@sapphiremedweb.com.