Privacy notice
This notice covers patientmemo.com, the marketing website. Last updated 10 October 2026.
The short version. This website has no advertising, no tracking pixels and no social media tracking. It uses Google Analytics to count visits, but only if you accept the cookie banner — if you decline or ignore it, nothing is set on your device and Google is never contacted. Beyond that, the only personal data it handles is your server access log, and whatever you choose to tell us — either in the enquiry form on our contact page or in an email. The form posts to this website and nowhere else: there is no third-party form service behind it.
Who is responsible
PatientMemo is the controller for the personal data described here. You can reach us at patientmemo@protonmail.com for any question about this notice or to exercise any of the rights below.
What this website collects
| What | Why | Lawful basis | Kept for |
|---|---|---|---|
| Server access logs. IP address, timestamp, page requested, browser user-agent | Created automatically by our hosting provider to serve the site, keep it secure and diagnose faults | Legitimate interests, for running and securing our own website | Held by our hosting provider under their retention schedule; we do not copy them out or analyse them |
| Google Analytics, only with your consent. Pages visited, how you arrived, approximate location from your IP address (country and region), device and browser type, and two cookies that let Google recognise the same browser on a return visit. See Cookies and tracking | To see which pages are read and where visitors come from, so we can improve the site | Consent, given by pressing Accept on the cookie banner. You can withdraw it at any time from Cookie preferences in the footer | Google Analytics is set to its shortest retention: individual event data for 2 months, after which only aggregated reports remain. The cookies expire after 2 years or when you decline |
| What you send through the enquiry form. Your name, work email address, organisation, the type of organisation and what your enquiry is about (both chosen from a short list), and the content of your message | To answer your enquiry and, if you ask for one, arrange a demonstration | Legitimate interests, for responding to a business enquiry you initiated | Until the enquiry is closed and for up to 24 months afterwards, then deleted |
| Two technical values recorded with a form submission. A one-way hash of your IP address, and your browser user-agent | To stop the same connection submitting the form repeatedly. The hash cannot be turned back into your IP address | Legitimate interests, for keeping our own form usable | Deleted with the enquiry it belongs to |
| Anything you email us. Your name, email address, organisation and the content of your message | To answer your enquiry | Legitimate interests, for responding to a business enquiry you initiated | Until the enquiry is closed and for up to 24 months afterwards, then deleted |
The enquiry form
Our contact page carries a form. It asks for your name, work email address, organisation, the type of organisation, what your enquiry is about, and your message. It is entirely optional — emailing us instead reaches the same place.
The form posts to this website and to nothing else. There is no Formspree, HubSpot, Typeform, Google Form or any other embedded service behind it: the page sends what you type to a script on patientmemo.com, which stores it on the same server and emails it to us. No advertising network, analytics provider or form platform sees it, because none of them is involved.
Please do not put patient-identifiable information in it. The form says so above the message box. It is a business enquiry channel, not a clinical one, and we have no lawful basis to hold patients’ details.
The form sets no cookie and needs no login. To keep automated submissions down it uses fields hidden from people, a check on how quickly the form was completed, and a small puzzle your browser solves automatically in the background before it sends (a “proof-of-work” check, with nothing for you to click). The puzzle is issued and checked by patientmemo.com itself. None of these contacts anyone else or tracks you, and the check needs JavaScript; if yours is off, please email us instead. We deliberately do not use reCAPTCHA or any similar service, because that would send a request about your visit to a third party on the one page where it matters most that we do not.
Cookies and tracking
This website sets analytics cookies only if you accept them. When you first visit, a banner asks whether we may use Google Analytics. Until you press Accept, the Google Analytics script is not loaded, no cookie is set and no request is made to Google. If you press Decline, or close the page without choosing, the same is true.
If you accept, Google Analytics sets two cookies on patientmemo.com: _ga and _ga_PVP1E0LSEF. They hold a random identifier so that repeat visits from the same browser are counted once rather than as new visitors. They expire after 2 years, and choosing Decline from Cookie preferences in the footer removes them straight away.
Your choice itself is remembered in your browser’s local storage, on your device only, so we do not ask again on every page. That is a record of the choice you made; it identifies nobody and is sent nowhere.
We use no session recording, no advertising cookies and no social media tracking, and Google Analytics is configured so that it does not share this site’s data with Google’s advertising products.
One third party, with your consent
Until you accept analytics, this site contacts no external service at all. Every file it needs is served from this domain, including its typefaces. Nothing about your visit is disclosed to anyone else, because no other party is involved in delivering the page.
If you accept, Google LLC receives the analytics data described above and acts as our processor under Google’s data processing terms. Google Analytics 4 does not store full IP addresses; the address is used to derive a coarse location and then discarded. Google may process this data on servers outside the United Kingdom, including in the United States. That transfer is covered by the UK International Data Transfer Addendum to Google’s standard contractual clauses, and Google is also certified under the UK Extension to the EU-US Data Privacy Framework.
The enquiry form does not change any of this. It posts back to this same domain. The only onward journey your message makes is to our own mailbox, and that happens on our server after you have sent it — your browser never contacts anyone but us, and nothing you type in the form is sent to Google.
What we do not do
- We do not sell, rent or share your personal data.
- We do not use your data for automated decision-making or profiling.
- We do not add you to a mailing list because you emailed us or used the form.
- We do not use the form to build a prospect list, and we do not pass what you send to a CRM or sales tool.
The PatientMemo app is separate
This notice covers the marketing website only. The PatientMemo patient app is deployed under each customer organisation’s own branding, and that organisation is the controller for its own patients’ information. The app carries its own privacy information, which the organisation publishes. If you are a patient with a question about an app your clinic gave you, please contact that clinic.
Where data is held
This website is hosted in the United Kingdom, and form submissions are stored on that same server. Emails you send us, and the copy of a form submission that is emailed on to us, are held in a mailbox in the United Kingdom or the European Economic Area. The only data that may leave the United Kingdom is the analytics data described above, and only if you have accepted it.
Your rights
Under the UK GDPR you have the right to ask us for a copy of the personal data we hold about you, to have it corrected or erased, to restrict or object to how we use it, and to receive it in a portable form. Where we rely on legitimate interests, you can object at any time. Email patientmemo@protonmail.com and we will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, or by calling 0303 123 1113. We would appreciate the chance to put things right first.
Changes to this notice
If we add anything to this website that collects data, such as a booking tool, we will update this notice before it goes live and change the date at the top. The enquiry form was added on 28 August 2026, consent-based Google Analytics on 18 September 2026, and the form’s automatic spam check on 10 October 2026; in each case this notice was updated before the change was published.